Office Assistant III - SR-10

County of Hawai`i•Hilo, HI

2d•Onsite

About The Position

Performs a variety of difficult and complex clerical or administrative work in preparing, checking, reviewing, evaluating, and refining forms, records, and similar materials. Prepares reports and maintains continuing records. May supervise others and performs other related duties as required. There are five (5) immediate vacancies: one (1) permanent full-time vacancy with the Department of Finance - Real Property Tax Division in Kailua-Kona. May be eligible to receive a $2,000 Recruitment Incentive. Conditions apply. Two (2) permanent full-time vacancies with the Department of Finance - Real Property Tax Division in Hilo. One (1) permanent full-time vacancy with the Office of Aging - Administrative Services Division in Kailua-Kona. One (1) temporary full-time vacancy not-to-exceed 08/16/2027 with the Department of Parks and Recreation - Office of the Director in Hilo. Certain Office Assistant III positions are career ladder positions. The next level in the series is Real Property Tax Clerk, SR-12, $3,748/month. Persons hired into career ladder positions must meet minimum qualifications for the next level in the career ladder series, perform work at the higher level, and meet performance requirements to move to the next level in the career ladder series. The eligible list may be used for other permanent and temporary vacancies as they arise during the life of the list. Temporary appointment may lead to conversion to permanent appointment.

Requirements

Graduation from high school
Two (2) years of clerical experience
Possession of a valid State of Hawai‘i driver license (Class 3) or any other valid comparable driver license at time of filing, as applicable to the position.
Must be qualified to carry and/or possess firearm or ammunition in accordance with state and federal laws, e.g., no misdemeanor or felony domestic violence conviction (as applicable to the position).

Nice To Haves

An Associates degree or higher from an accredited college or university may be substituted for lack of the required clerical experience on a year for year basis (examples: 30 college credits can be substituted for one (1) year of the required clerical experience, an Associates degree can be substituted for two (2) years of the required clerical experience, and a baccalaureate degree or higher can be substituted for four (4) years of the required clerical experience).

Responsibilities

Prepares, checks and processes letters, memoranda, reports, specifications, statements, forms, and other materials into final form from rough or corrected copy and/or requires advanced word processing techniques.
Uses discretion and resourcefulness as tasks do not follow established process or procedures.
Checks and proofreads finished documents.
Processes documents from rough or corrected copy where format and arrangement of data are not clearly indicated.
Creates, edits, prints, scans, stores, retrieves and deletes documents using a computer and word processing and other software.
Prepares, checks, and reviews forms, records, reports, applications, and other documents for accuracy, adequacy, and conformance to established departmental and/or legal requirements.
Creates tables and graphs using spreadsheet applications; devises formulas for spreadsheet calculations.
Evaluates documents and processes according to individual circumstances where the correct course of action is not clearly defined.
Follows up to secure or clarify required information.
Follows up on applications, forms, and other documents to ensure timely processing.
Determines eligibility for and issues licenses and permits.
Posts data to and maintains various types of paper and electronic operational and control records.
Conducts extensive searches through a variety of paper and electronic files and records, extracts, refines, and organizes necessary information and prepares reports that require discretion, selectiveness and an understanding of the material.
Summarizes and briefs materials and prepares special reports involving interpretation and analysis of data and judgment as to format and details of presentation, which may include the use of various software applications.
Takes and transcribes notes and taped recordings of meeting proceedings; prepares minutes as required.
Prepares reports and correspondence by transcribing taped recordings.
Composes routine correspondence and letters of acknowledgment from general instructions.
Sets up and maintains paper and electronic files and revises system as necessary; codes and indexes records.
Provides information and resolves complaints by outside parties involving interpretation and explanation of regulations, policies, and procedures, and knowledge of the agency's purposes and functions.
Processes accounts payable; orders office supplies, equipment, etc.; posts to and maintains account balances.
Accepts cash payments for standard fees; writes out receipts; prepares deposit receipts; may follow up on collection of returned checks.
Reviews, prepares, and processes time sheets and related payroll documents; maintains vacation and sick leave balances.
Answers telephone and takes or relays messages and calls.
Schedules in-person and virtual meetings.
Makes arrangement for meetings, appointments, travel, equipment maintenance, telephone service, and other similar matters.
Sets up facility or room for meetings.
Sorts, arranges, distributes, and files bills, invoices, applications, correspondence, and other materials.
Greets callers and directs them to proper persons or offices.
Operates office machines such as copiers, scanners, calculators, typewriters, and desktop computers and peripherals.
May perform routine end user computer system assignments.
May provide guidance and direction to others in completing work tasks.
Performs other related duties as assigned.

Benefits

Flexible Working Arrangements: Options may include alternate work schedules (4-10) and flexible working hours.
Vacation: Start accruing paid vacation time immediately upon hire – up to 21 days per year.
Sick Leave: Start accruing paid sick leave time immediately upon hire – up to 21 days per year.
Holidays: The County provides 13 paid holidays per year (plus General Election Day when applicable).
Training and Development: The County has a variety of training and development opportunities for employees.
County Tuition Reimbursement Program
Public Service Loan Forgiveness (PSLF) Program
Retirement Plan: The Employees’ Retirement System is a qualified defined benefit public pension plan that provides retirement, disability, survivor and other benefits to all eligible full-time and part-time county employees in the State of Hawaii as well as their beneficiaries.
Deferred Compensation: Save additional money for retirement - this voluntary supplemental retirement savings plan allows for the investment of tax-deferred contributions.
Flexible Spending Plan: Use pre-tax dollars to pay for qualified dependent care and/or medical expenses, as well as insurance premiums.
Health Benefit Plans: The County of Hawai‘i offers a variety of health benefit plans for eligible employees.
Employee Assistance Program (EAP): This voluntary assistance program provides employees and their family members with free professional and confidential assistance in overcoming personal and work-related problems.
Group Life Insurance: Free life insurance policy for active employees.
Credit Union Membership
Other Leaves: You may be eligible for other leaves, including Family Leave, Funeral Leave, Leave Sharing, Military Leave, Donor Leave, Victims Protection Leave, as well as leave for Parent-Teacher Conferences, Disaster Relief, Blood Bank Donations, and Jury Duty.