Administrative Services Assistant - Leeward District Administration

Hawaii State Department of Education • Waipahu, HI

1d • Onsite

About The Position

This position is responsible for coordinating the preparation of budget and program plans, maintaining records of appropriations, expenditures, income, and cost allocations. The role involves developing and implementing internal fiscal policies and procedures, overseeing billing and payment schedules, and coordinating personnel services and contracts. The Administrative Services Assistant also serves as an EEO officer, conducts special studies, coordinates reports and grant applications, performs cost analysis, and drafts proposed legislation, policies, and regulations. Additionally, the role acts as a liaison between administrators and staff, as well as with other agencies, and may represent the administrator at meetings or conferences. There is a possibility of supervising clerical staff.

Requirements

• Graduation from an accredited college or university with a baccalaureate degree, or equivalent work experience on a year-for-year basis
• Demonstrated ability to write clearly and comprehensively materials such as reports and analyses
• Demonstrated ability to read and interpret complex written material
• Demonstrated ability to perform research
• Demonstrated ability to solve complex problems logically and systematically
• Two and one-half (2-1/2) years of progressively responsible professional analytical work experience which demonstrated the ability to perform administrative assignments such as budget formulation and justification, fiscal operations and/or personnel administration or experience which involves the analysis of programs and services to determine their effectiveness, achievement of program objectives, staffing, cost factors, and to participate in planning for future needs or for related management purposes
• Experience must have demonstrated the ability to identify information needs, collect and analyze data, identify alternatives and their advantages and disadvantages, develop logical recommendations for a course of action, read and comprehend complex material such as State statutes and/or federal regulations, exercise a high degree of judgment in applying and interpreting rules, regulations, policies and procedures and draft comprehensive reports of findings and recommendations
• At least one (1) year of the experience must have been at the fully competent, independent professional worker in a position involving budget/program evaluation, planning, management/organizational analysis or personnel administration
• Possession of a current valid passenger-type motor vehicle operator's license to drive in the State of Hawaii

Nice To Haves

• Excess work experience as described in the general experience section or any other progressively responsible administrative, professional or other analytical work experience which provided knowledge, skills and abilities comparable to those acquired in 4 years of successful study while fulfilling a prescribed college curriculum leading to a baccalaureate degree may be substituted for the required education on a year-for-year basis.
• Satisfactory completion of all academic requirements for a master's degree in business or public administration or a related field which provided knowledge of principles and techniques of management and administration with emphasis in the application of research and analytical methods and techniques may be substituted for one year of the general experience required. This substitution may not be considered to substitute for the requirement that one year of the experience be at the fully competent level.
• Satisfactory completion of all academic requirements for a Ph.D. degree from an accredited college or university in business or public administration may be substituted for all of the required experience.

Responsibilities

• Coordinates the preparation of budget and program plans and prepares appropriate justification
• Maintains records of appropriations, expenditures, income and cost allocations
• Develops, implements and maintains internal fiscal policies and procedures
• Oversees the preparation of billing and maintenance of payment schedule
• Coordinates personnel services and develops contracts for services
• Serves as EEO officer
• Conducts special studies including defining the problem, conducting background research and other fact finding, analyzing the information, preparing alternatives and making recommendations
• Coordinates and oversees the completion of reports and grant application requests
• Conducts cost analysis and allocation studies
• Drafts proposed legislation, policies, procedures, rules, and regulations
• Serves as liaison between administrator and staff
• Serves as liaison with other agencies and public and represents the administrator at meetings, conferences or negotiations
• May provide staff services to an advisory or policy making board
• May supervise clerical staff

Benefits

• Salary range includes shortage and school year differentials, if applicable.
• New employees can expect their first paycheck within the first 3 pay periods of their start date.
• Payday is on the 5th and 20th (or previous business day) of every month.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level