Office Assistant III - Kapolei Elementary

Hawaii State Department of Education•Kapolei, HI

1d•Onsite

About The Position

This posting is being used to fill various Office Assistant positions at the specified location. The Office Assistant III role involves creating, editing, printing, storing, retrieving, and deleting documents using a computer and word processing software. Responsibilities include preparing, reviewing, and processing forms, records, reports, and applications for accuracy and completeness, and ensuring conformance with established requirements. The role also involves checking records and forms for accuracy, evaluating information for compliance with policies, and processing documents accordingly. Additionally, the position requires searching through paper and electronic files, extracting and compiling information for reports, composing routine correspondence, and maintaining paper and electronic filing systems. The Office Assistant III will provide general information and resolve complaints in person or over the telephone, explaining rules, regulations, policies, and procedures. This role also involves determining supply needs and placing routine orders, making arrangements for travel, equipment maintenance, and telephone service. A key responsibility is providing training and guidance to, and reviewing and evaluating the work of, clerical subordinates performing work comparable to the Office Assistant II class.

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: Office Assistant III: 1/2 year Basic Exp, 1 year Clerical Exp, 1-1/2 years Total Exp.
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.
Keyboarding proficiency and/or the ability to use computers and word processing and/or other software applications.
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.

Nice To Haves

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.

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 the information contained in documents for conformance with established requirements and processes them in accordance with established policies and procedures.
Searches through a variety of 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.
Explains rules, regulations, policies, and procedures and demonstrates 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.