School Administrative Services Assistant I, II - Palisades Elementary

Hawaii State Department of Education•Pearl City, HI

1d•Onsite

About The Position

The authorized level of the position is School Administrative Services Assistant II. Applications are being accepted down to the School Administrative Services Assistant I in the event of recruiting difficulties. This role assists the principal with daily administrative office services functions, including planning and providing office support, greeting and assisting visitors, answering inquiries on school policies and procedures, contacting parents and other agencies, reviewing and distributing correspondence, composing routine letters, organizing and maintaining files, processing payroll, collecting cash, maintaining fiscal records, preparing purchase orders, maintaining inventory records, and managing student records. The position also involves operating office machines, typing, and potentially supervising clerical personnel and taking shorthand dictation.

Requirements

Graduation from high school.
Two years of progressively responsible general experience which involved skilled typing using a typewriter or word processing equipment in performing a variety of standard clerical work such as typing of correspondence, reports and other material; knowledge of English grammar, spelling and arithmetic; use of common office appliances and equipment; the ability to read and understand oral and written instructions; carry out procedures in clerical work systems; speak and write simply and directly; observe differences in copy and proofread words and numbers quickly and accurately; operate various kinds of office equipment.
For School Administrative Services Assistant I: 2 years of general experience.
For School Administrative Services Assistant II: 2 years of general experience and 1 year of specialized experience.
Specialized Experience: Responsible clerical experience in a Hawaii public school setting in the capacity of chief clerical assistant to the principal. Such experience must have involved the performance of administrative office services and support functions of a school and skilled typing.
Skilled Typing Requirement: Applicants must be able to type accurately (using a typewriter or word processor) from plain or corrected copy at the rate of 40 net words per minute.

Nice To Haves

Excess general or specialized experience as described below or other work experience requiring the ability to read, comprehend and apply written directions or a high degree of verbal skills may be substituted for education on a year-for-year basis.
Successful completion of a one-year clerical or business curriculum, which included courses in English, arithmetic, general clerical procedures and office machines, and typing, leading to a diploma, certificate or other comparable degree from an accredited community college, business or technical school, may be substituted for one year of General Experience.
Applicants who have not graduated may receive partial credit towards general experience on the basis of fifteen semester hours or its equivalent in quarter credits or other units, for each half year of general experience up to a maximum of one year. To receive partial credit, the work completed must have included course work in typing proficiency.
Successful completion of a two-year clerical or business curriculum, which included courses in English, arithmetic, general clerical procedures and typing, leading to an Associate in science, diploma, certificate or comparable degree from an accredited community college, business or technical school, may be substituted for two years of General Experience.
Applicants who have not graduated may receive partial credit toward the general experience requirements on the basis of fifteen semester hours or its equivalent in quarter credits or other units, for each half year of general experience up to a maximum of two years. To receive partial credit, the work completed must have included course work in typing proficiency.

Responsibilities

Assists the principal with daily administrative office services functions.
Plans, arranges for and/or provides office support and related services to meet priorities.
Greets and ascertains the purpose of callers and assists or refers them as necessary.
Answers or refers inquiries on policies, regulations, procedures and activities of the school, the Department of Education and the State.
Contacts parents, departmental offices, other governmental agencies, business concerns and community groups for information required by the school or to disseminate information.
Reviews and distributes incoming correspondence, circulars and other materials.
Composes standard and routine letters.
Informs the principal of matters requiring his immediate attention and concerns relative to appointments, commitments and deadlines.
Organizes and maintains office files.
Maintains personnel records for the staff.
Processes payroll and performs related work.
Collects cash, maintains a variety of standard fiscal records and posts and summarizes financial data to report forms.
Prepares and submits purchase orders and/or requisitions, checks goods received against invoices and maintains pertinent records.
Maintains inventory records, performs physical inventory and completes report forms.
Maintains student records, gathers, maintains and compiles information for business office and student service reports.
Operates and arranges for the servicing of a variety of standard office machines.
Types letters, reports, schedules, bulletins and other material, cuts stencils, duplicates and distributes a variety of material.
Instructs, assigns and reviews the work of students assigned to the office.
May supervise clerical personnel.
May take and transcribe shorthand dictation.