School Administrative Services Assistant I, II - Likelike Elementary

Hawaii State Department of Education • Honolulu, HI

6d • Onsite

About The Position

This position serves as a School Administrative Services Assistant, with the authorized level being School Administrative Services Assistant II. Applications are being accepted for School Administrative Services Assistant I as well, in case of recruiting difficulties. The role involves assisting the principal with daily administrative office services functions, planning and providing office support, managing inquiries, contacting various parties for information, processing correspondence, managing personnel and fiscal records, preparing purchase orders, maintaining inventory and student records, operating office machines, typing, and potentially supervising clerical personnel and taking shorthand dictation.

Requirements

• Graduation from high school.
• 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.
• 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.
• General Experience: Progressively responsible work 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.
• 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

• 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.
• 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.

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.

Benefits

• Shortage and school year differentials, if applicable.
• Temporary positions may be extended year to year, dependent upon funding and departmental needs.
• Eligibility to apply for promotion and transfer opportunities to permanent as well as other temporary positions.
• Eligibility for other rights and benefits as afforded to an employee in a permanent position, with the exception of return rights and placement rights associated with a reduction-in-force.
• 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: Entry Level
• Education Level: High school or GED