Office Assistant III - Communications Branch

Hawaii State Department of Education • Honolulu, HI

1d • $3,266 • Onsite

About The Position

The Office Assistant III position in the Communications Branch involves a range of administrative and clerical duties. Responsibilities include creating, editing, printing, storing, retrieving, and deleting documents using computer software. The role also involves preparing, reviewing, and processing various forms, records, reports, and applications for accuracy and completeness, ensuring conformance with established requirements. This includes checking records like applications, permits, requisitions, and vouchers. The position requires searching through paper and electronic files to extract, compile, and summarize information for reports. Composing routine correspondence and acknowledgement letters is also part of the duties. Maintaining paper and electronic filing systems, including revising them as needed, is essential. The role involves providing general information and resolving complaints in person or over the telephone, requiring knowledge of rules, regulations, policies, procedures, and the organization's purpose and functions. Additionally, the Office Assistant III will determine the need for and order supplies, materials, and other items, and make arrangements for travel, equipment maintenance, and telephone service. A key aspect of this role is providing training and guidance to, and reviewing and evaluating the work of, clerical subordinates performing duties comparable to an Office Assistant II.

Requirements

• 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: Class Title Basic Exp (years) Clerical Exp (years) Supvy Exp/Aptitude Total Exp (years) Office Assistant III 1/2 1 1-1/2
• 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.
• 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.
• Applicants must meet all the requirements for the position they are seeking as of the date of the application, unless otherwise specified.
• Unless specifically indicated, the required education and experience may not be gained concurrently.
• Calculation of experience is based on full-time, 40-hour workweeks. Part-time experience is pro-rated.
• Claims of Temporary Assignment (TA) experience to meet the minimum qualification requirements must be verified and attached to the application using one of the options below: A copy of the applicant’s TA History Report or equivalent system-generated report; A signed letter from the applicant’s supervisor that includes the applicant’s name, his/her TA job title, the TA start and end dates (from mm/yy to mm/yy), his/her specific TA duties performed, and either the TA hours worked per week or total TA hours worked; or, Copies of the applicant’s signed SF-10 Forms.

Responsibilities

• Creates, edits, prints, stores, retrieves, and deletes documents using a computer and word processing and other software.
• 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 information contained in documents for conformance with established requirements and processes them in accordance with established policies and procedures.
• Searches through paper and electronic files and records, extracts, compiles, and summarizes information.
• Prepares periodic and special reports.
• 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.
• 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.

Benefits

• 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
• Education Level: High school or GED