Office Assistant III (Police) - SR-10

County of Hawai`i•Future vacancies with immediate vacancies in Hilo, HI

6d•Onsite

About The Position

Performs difficult and complex clerical or administrative work, including preparing, checking, reviewing, evaluating, and refining forms, records, and related materials; preparing reports; and maintaining ongoing records. The position may supervise others and performs other related duties as required. There are four immediate permanent full-time vacancies with the Hawai‘i Police Department: one in the Administrative Services Division—CALEA in Hilo; two in the Administrative Services Division—Word Processing Center in Hilo; and one in the Area II Operations Bureau—Kona Patrol in Kailua-Kona. The eligible list may also be used to fill other permanent and temporary vacancies during the life of the list. A temporary appointment may lead to permanent appointment. The work includes preparing and processing documents, maintaining paper and electronic records, conducting research and preparing reports, supporting payroll and accounts payable, handling public inquiries, coordinating meetings and appointments, and operating standard office equipment. Depending on the specific position, a valid driver’s license may be required. The immediate CALEA vacancy requires a valid driver’s license; the immediate vacancies do not require firearms qualification. Applicants must meet the health and physical condition standards needed to perform the essential functions of the position, with or without reasonable accommodation. This is classified as light physical effort.

Requirements

High school graduation and two years of clerical experience, or a substantially equivalent combination of education and experience.
A valid State of Hawai‘i Class 3 driver’s license or comparable valid driver’s license at the time of filing, where applicable. The immediate CALEA vacancy requires a valid driver’s license; a license must be submitted at hire if required for the position.
Ability to type or keyboard; applicants may be required to pass a performance exercise at interview.
Ability to make arithmetic computations, compare information accurately, maintain records, summarize and analyze materials, and prepare reports.
Ability to operate standard office machines and equipment.
Ability to understand, interpret, and explain laws, ordinances, regulations, and policies pertinent to the department.
Ability to give and follow oral and written instructions, deal tactfully and effectively with the public, resolve complaints, and work harmoniously with others.
Knowledge of office practices and procedures, filing methods and systems, grammar, spelling, word usage, standard office machines, and principles and practices of supervision.
Must meet the health and physical condition standards necessary to perform the essential functions of the position, with or without reasonable accommodations.

Nice To Haves

An associate degree or higher from an accredited college or university may substitute for required clerical experience on a year-for-year basis: 30 college credits may substitute for one year; an associate degree for two years; and a bachelor’s degree or higher for four years. Official transcripts must be provided for consideration.
Foreign transcripts must be accompanied by an official credential evaluation report establishing U.S. equivalency.
Firearms qualification may apply to some positions under state and federal law; the immediate Hawai‘i Police Department vacancies do not require it.

Responsibilities

Prepares, checks, processes, and proofreads correspondence, reports, forms, and other materials, including documents requiring advanced word-processing techniques or judgment about format and arrangement.
Creates, edits, prints, scans, stores, retrieves, and deletes documents using computers and word-processing and other software.
Reviews forms, records, reports, applications, and other documents for accuracy, adequacy, and compliance with departmental or legal requirements; follows up to obtain or clarify information and ensure timely processing.
Creates spreadsheet tables and graphs and devises formulas for calculations.
Evaluates documents and processes according to individual circumstances when the appropriate action is not clearly defined.
Determines eligibility for and issues licenses and permits.
Posts data to and maintains paper and electronic operational and control records; establishes, maintains, codes, and indexes files and revises filing systems as needed.
Searches paper and electronic files, extracts and organizes information, and prepares reports, summaries, briefings, and special reports involving interpretation and analysis.
Takes and transcribes notes or recordings of meetings, prepares minutes, and produces reports and correspondence from recordings.
Composes routine correspondence and acknowledgment letters from general instructions.
Provides information and resolves complaints from outside parties by interpreting and explaining regulations, policies, procedures, and agency functions.
Processes accounts payable, orders office supplies and equipment, maintains account balances, accepts standard-fee payments, issues receipts, prepares deposit receipts, and may follow up on returned checks.
Reviews, prepares, and processes timesheets and related payroll documents and maintains vacation and sick-leave balances.
Answers telephone calls and takes or relays messages; schedules in-person and virtual meetings and arranges meetings, appointments, travel, equipment maintenance, and telephone service.
Sets up rooms or facilities for meetings; sorts, arranges, distributes, and files bills, invoices, applications, correspondence, and other materials.
Greets callers and directs them to appropriate persons or offices.
Operates office machines and equipment, including copiers, scanners, calculators, typewriters, desktop computers, and peripherals; may perform routine end-user computer system assignments.
May guide and direct others in completing work tasks and may supervise others.
Performs other related duties as assigned.

Benefits

Flexible working arrangements may include alternate schedules (such as 4-10) and flexible working hours, subject to department and position eligibility.
Vacation accrual of up to 21 days per year, beginning upon hire.
Sick-leave accrual of up to 21 days per year, beginning upon hire.
13 paid holidays per year, plus General Election Day when applicable.
Training and development opportunities.
County tuition reimbursement program.
Potential eligibility for Public Service Loan Forgiveness.
Defined-benefit retirement plan for eligible employees.
Voluntary deferred compensation retirement savings plan.
Flexible spending plan for eligible dependent-care and medical expenses and insurance premiums.
Health benefit plans for eligible employees.
Employee Assistance Program with free, confidential assistance for employees and family members.
Free group life insurance for active employees.
Credit union membership.
Potential eligibility for other leaves, including family, funeral, leave sharing, military, donor, victims protection, parent-teacher conference, disaster relief, blood bank donation, and jury duty leave.