Office Assistant III - School Food Services Branch

Hawaii State Department of Education • Honolulu, HI

6d • $3,266 • Onsite

About The Position

This posting is being used to fill various Office Assistant III 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. The role requires checking records for accuracy and conformance to established requirements, processing documents according to policies, and searching through paper and electronic files to extract, compile, and summarize information for reports. Additionally, the position involves composing routine correspondence, maintaining paper and electronic filing systems, providing general information and resolving complaints in person or over the telephone, and determining supply needs. The role may also involve making arrangements for travel, equipment maintenance, and telephone service. A key aspect of this role is providing training and guidance to, and assigning, 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: 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.
• 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

• 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.

Responsibilities

• Creates, edits, prints, stores, retrieves, and deletes documents using a computer and word processing and other software, in draft or final form, from rough or corrected copy where format and arrangement are not clearly indicated.
• 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 therein for conformance with established requirements; and processes documents in accordance with established policies and procedures.
• Searches through a variety of paper and electronic files and records, extracts, compiles, and summarizes information and 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 involving explanation of rules, regulations, policies, and procedures and 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.

Benefits

• The advertised salary is based on full-time employment and 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
• Education Level: High school or GED