Office Assistant II, III - CSA-Maui Campus

Hawaii State Department of Education•Kahului, HI

About The Position

The authorized level is Office Assistant III. Applications may also be considered at the Office Assistant II level if recruiting difficulties arise. The position performs a range of clerical and office-support work, including preparing and processing documents, maintaining files and records, providing information to the public, and coordinating routine office needs. At the Office Assistant III level, the role also provides training and guidance to clerical subordinates and assigns, reviews, and evaluates their work. The stated monthly salary is $3,141.00 for Office Assistant II, SR-06, and $3,266.00 for Office Assistant III, SR-08. The advertised salary is based on full-time employment and includes shortage and school year differentials, if applicable.

Requirements

Office Assistant II requires a total of six months of experience: six months of basic experience, with no clerical or supervisory experience listed.
Office Assistant III requires a total of one and one-half years of experience: six months of basic experience and one year of clerical experience, with supervisory aptitude required for positions with supervisory responsibility.
Basic experience must demonstrate knowledge of English grammar, spelling, and arithmetic; ability to read and understand oral and written instructions; ability to write simply and directly; and ability to compare words and numbers quickly and accurately.
Clerical experience must involve a variety of clerical tasks and demonstrate knowledge of office practices and procedures, ability to carry out procedures in clerical work systems, and ability to operate office equipment and technologies.
Supervisory aptitude may be demonstrated through assignments involving supervisory responsibilities, team leadership, relevant supervisory training applied in work assignments, and/or favorable supervisor appraisals indicating supervisory potential.
A high school graduation or equivalent may substitute for basic experience; excess clerical experience may also substitute for basic experience.
A substantially full-time clerical, office-support, or business-technology curriculum leading to a degree, diploma, or certificate at an accredited community college, business, or technical school, including English, clerical/office procedures, and mathematics, may substitute for clerical experience at 15 semester credits per six months, up to two years.
Education in a baccalaureate program at an accredited college or university may substitute for clerical experience at 15 semester credits per six months, up to two years.
Experience must be of sufficient scope and responsibility to demonstrate the ability to perform the position’s duties.
Applicants must meet the requirements for the position sought as of the application date unless otherwise specified. Required education and experience may not be gained concurrently unless specifically indicated.
Experience is calculated using full-time, 40-hour workweeks; part-time experience is prorated, and hours beyond 40 per week are not credited.

Responsibilities

Create, edit, print, store, retrieve, and delete documents using computers and word-processing and other software, from rough or corrected copy when format and arrangement are not clearly indicated.
Prepare, review, and process forms, records, reports, applications, and other documents for accuracy, completeness, and compliance with established requirements.
Check records and forms for completeness and accuracy, evaluate information for compliance with established requirements, and process documents in accordance with policies and procedures.
Search paper and electronic files and records, extract, compile, and summarize information, and prepare periodic and special reports.
Compose routine correspondence and acknowledgement letters.
Set up and maintain paper and electronic files and revise filing systems as necessary.
Provide general information and resolve complaints in person or by telephone, including explaining rules, regulations, policies, procedures, and the organization’s purpose and functions.
Determine the need for and/or place routine orders for supplies, materials, and other items.
Arrange travel, equipment maintenance, telephone service, and similar matters.
Provide training and guidance to clerical subordinates and assign, review, and evaluate their comparable clerical work.