School Administrative Services Assistant I, II - Puohala Elementary

Hawaii State Department of Education•Kaneohe, 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, managing inquiries, contacting parents and external agencies, processing correspondence, organizing files, processing payroll, managing fiscal records, preparing purchase orders, maintaining inventory and student records, operating office machines, typing, and potentially supervising clerical personnel and taking dictation.

Requirements

Graduation from high school. Excess general or specialized experience may be substituted for education on a year-for-year basis.
School Administrative Services Assistant I: 2 years general experience.
School Administrative Services Assistant II: 2 years general experience and 1 year 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
Planning, arranging for and/or providing office support and related services to meet priorities
Greeting and ascertaining the purpose of callers and assisting or referring them as necessary
Answering or referring inquiries on policies, regulations, procedures and activities of the school, the Department of Education and the State
Contacting parents, departmental offices, other governmental agencies, business concerns and community groups for information required by the school or to disseminate information
Reviewing and distributing incoming correspondence, circulars and other materials
Composing standard and routine letters
Informing the principal of matters requiring his immediate attention and concerns relative to appointments, commitments and deadlines
Organizing and maintaining office files
Maintaining personnel records for the staff
Processing payroll and performing related work
Collecting cash, maintaining a variety of standard fiscal records and posting and summarizing financial data to report forms
Preparing and submitting purchase orders and/or requisitions, checking goods received against invoices and maintaining pertinent records
Maintaining inventory records, performing physical inventory and completing report forms
Maintaining student records, gathering, maintaining and compiling information for business office and student service reports
Operating and arranging for the servicing of a variety of standard office machines
Typing letters, reports, schedules, bulletins and other material, cutting stencils, duplicating and distributing a variety of material
Instructing, assigning and reviewing the work of students assigned to the office
May supervise clerical personnel
May take and transcribe shorthand dictation