Administrative Services Assistant - Leeward District Administration

Hawaii State Department of Education•Waipahu, HI

About The Position

The Administrative Services Assistant supports the Leeward District Administration through fiscal, personnel, program-planning, analytical, and administrative work. The position coordinates budget and program plans, maintains fiscal records and procedures, oversees billing and payment schedules, coordinates personnel services and service contracts, and conducts studies and analyses. It also drafts proposed legislation and administrative materials, coordinates reports and grant applications, and serves as a liaison for administrators, staff, other agencies, and the public. The position may provide staff services to an advisory or policymaking board and may supervise clerical staff. Applicants must meet the stated education and professional analytical experience requirements, or qualify through the listed substitutions. A current valid passenger-type motor vehicle operator’s license for driving in Hawaii is required because the position involves travel to meetings and events in areas without public transportation.

Requirements

Graduation from an accredited college or university with a baccalaureate degree, or an allowed year-for-year substitution based on qualifying progressively responsible work experience.
Two and one-half years of progressively responsible professional analytical work experience in administrative assignments such as budget formulation and justification, fiscal operations, personnel administration, or analysis of programs and services.
At least one year of the required experience must be at the fully competent, independent professional-worker level in budget/program evaluation, planning, management or organizational analysis, or personnel administration.
Experience must demonstrate ability to identify information needs, collect and analyze data, assess alternatives, make logical recommendations, comprehend complex material such as State statutes or federal regulations, apply and interpret rules and policies using sound judgment, and prepare comprehensive reports.
Education or experience must demonstrate ability to write clearly and comprehensively, read and interpret complex written materials, conduct research, and solve complex problems logically and systematically.
Current valid passenger-type motor vehicle operator’s license to drive in the State of Hawaii.
Clerical or paraprofessional work does not qualify as the required analytical experience.
A master's degree in business or public administration, or a related field with relevant management and analytical-methods coursework, may substitute for one year of general experience, but not for the one-year fully competent experience requirement.
A Ph.D. in business or public administration from an accredited college or university may substitute for all required experience.

Responsibilities

Coordinate preparation of budget and program plans and prepare supporting justifications.
Maintain records of appropriations, expenditures, income, and cost allocations.
Develop, implement, and maintain internal fiscal policies and procedures.
Oversee preparation of billing and maintenance of payment schedules.
Coordinate personnel services and develop contracts for services.
Serve as an EEO officer.
Conduct special studies, including defining problems, researching and gathering facts, analyzing information, preparing alternatives, and making recommendations.
Coordinate and oversee completion of reports and grant application requests.
Conduct cost analysis and allocation studies.
Draft proposed legislation, policies, procedures, rules, and regulations.
Serve as liaison between the administrator and staff.
Liaise with other agencies and the public, and represent the administrator at meetings, conferences, or negotiations.
Provide staff services to an advisory or policymaking board, as needed.
Supervise clerical staff, as needed.