Office Assistant II, III - Aiea Intermediate at North… · Aiea

Summary: The Hawaii State Department of Education operates public schools and is hiring Office Assistant II or III positions at Aiea Intermediate. The role performs clerical and administrative duties including document processing, records management, report preparation, correspondence, file maintenance, customer service, supply ordering, logistical arrangements, and guidance of clerical staff.

Responsibilities:
- Creates, edits, prints, stores, retrieves and deletes documents using a computer and word processing and other software, in draft or final form, from rough or corrected copy where format and arrangement are not clearly indicated
- Prepares, reviews and processes forms, records, reports, applications and other documents for accuracy, completion and conformance to established requirements
- Checks records and forms such as applications, permits, requisitions, vouchers and other materials for completeness and accuracy; evaluates the information contained therein for conformance with established requirements; and processes documents in accordance with established policies and procedures
- Searches through a variety of paper and electronic files and records, extracts, compiles and summarizes information and prepares periodic and special report
- Composes routine correspondence and letters of acknowledgement
- Sets up and maintains paper and electronic files and revises filing systems as necessary
- Provides general information and resolves complaints in person or over the telephone involving explanation of rules, regulations, policies and procedures and knowledge of the organization’s purpose and functions
- Determines the need for and/or makes routine orders for necessary supplies, materials or other items
- Makes arrangements for travel, equipment maintenance, telephone service, and other similar matters
- Provides training and guidance to, and assigns, reviews and evaluates the work of clerical subordinates performing work comparable to the class Office Assistant II

Required Qualifications:
- Except for the substitutions provided for in this specification, applicants must have had progressively responsible experience of the kind and quality described in the statements below and in the amounts shown in the following table, or any equivalent combination of training and experience:
- Basic Experience:  Work experience which demonstrated knowledge of English grammar, spelling, and arithmetic; ability to read and understand oral and written instructions; write simply and directly and compare words and numbers quickly and accurately
- Clerical Experience:  Work experience which involved the performance of a variety of clerical tasks and demonstrated knowledge of office practices and procedures, and the ability to carry out procedures in clerical work systems, and operate various kinds of office equipment and technologies
- Supervisory Aptitude is required for positions with supervisory responsibility.  Supervisory aptitude is the demonstration of aptitude or potential for the performance of supervisory duties through successful completion of regular or special assignments which involve some supervisory responsibilities or aspects of supervision, e.g., by serving as a group or team leader, or by the completion of training courses in supervision accompanied by application of supervisory skills in work assignments; and/or by favorable appraisals by a supervisor indicating the possession of supervisory potential
- Some positions require keyboarding proficiency and/or the ability to use computers and word processing and/or other software applications.  Positions that require keyboarding/typing skill (40 net words per minute) are typically at the Office Assistant II and higher levels
- Graduation from high school or equivalent may be substituted for Basic Experience
- Excess Clerical Experience may be substituted for Basic Experience
- Successful completion of a substantially full-time clerical/office support/business technology curriculum leading to a degree, diploma or certificate at an accredited community college, business or technical school which included courses in English, clerical/office procedures, and mathematics may be substituted for the required Clerical Experience on the basis of fifteen (15) semester credits of satisfactorily completed coursework for six (6) months of experience, up to a maximum of two (2) years
- Education in a baccalaureate program at an accredited college or university may be substituted for Clerical Experience on the basis of fifteen (15) semester credits for six (6) months of experience, up to a maximum of two (2) years
- Possession of the required number of years of experience will not in itself be accepted as proof of qualification for a position.  The applicant's overall experience must have been of such scope and level of responsibility as to conclusively demonstrate that he/she has the ability to perform the duties of the position for which he/she is being considered
- Applicants must meet all the requirements for the position they are seeking as of the date of the application, unless otherwise specified
- Do you possess SIX (6) months of experience as described in the Minimum Qualification Requirements and/or do you possess a high school diploma or equivalent?
- How many years of work experience do you have which involved performing a variety of clerical tasks and demonstrated knowledge of office practices and procedures, and the ability to carry out procedures in clerical work systems, and operate various kinds of office equipment?
- I successfully completed a substantially full-time clerical/office support/business technology curriculum leading to a degree, diploma or certificate at an accredited community college, business or technical school which included courses in English, clerical/office procedures, and mathematics
- I possess education in a baccalaureate program at an accredited four-year college or university
- Some positions may require keyboarding/typing proficiency (40 net words per minute) and/or the ability to use computers and word processing and/or other software applications. Do you possess the ability to type 40 net words per minute using a computer word processing program?

Required Skills: Clerical Procedures, Office Practices and Procedures, Office Equipment, Word Processing Software

Benefits: You may be eligible for 13 paid holidays each year; 14 holidays during an election year., Employees of Bargaining Units 1, 2, 3, 4, 9, 10 and 13 earn 21 days per year vacation., Employees of Bargaining Units 1, 2, 3, 4, 9, 10 and 13 earn 21 days per year sick leave. Accumulated (unused) credits may be used toward computing retirement benefits., If eligible, the State pays a part of the premiums for each employee's enrollment in a State sponsored Medical, Drug, Vision, and Adult Dental Plan., The State provides a free life insurance policy for employees and retirees., Participating employees may increase their take-home pay by having the State deduct the cost of health care premiums before payroll taxes are withheld., Eligible employees can reduce their federal and state income taxes and social security taxes through the Island Flex flexible spending account program for out-of-pocket health care and eligible dependent care expenses on a before-tax basis., The State contributes to a retirement plan for eligible employees., If eligible, Department employees are able to participate in a tax shelter annuity program using pre-tax dollars., The State offers employees a tax deferred retirement investment program through voluntary payroll deductions., Qualified employees may be eligible to receive temporary disability insurance benefits for a disability caused by a non-work related injury or illness., The State contributes to an employee's Social Security account., If an employee is injured while on the job, benefits covering medical expenses and partial wage support may be available through workers' compensation., Employees have the right to join the union for collective bargaining with the State and employee representation. Some employee unions provide discounts, insurance and other opportunities., Temporary employees may enjoy other rights and benefits as afforded to an employee in a permanent position, with the exception of return rights and placement rights associated with a reduction-in-force.