School Administrative Services Assistant I, II, III - Waiakea Elementary

Hawaii State Department of Education•Hilo, HI

8d•Onsite

About The Position

The authorized level of the position is School Administrative Services Assistant III. 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 services functions, including planning, supervising, and providing office support. Responsibilities include greeting and assisting visitors, answering inquiries about school policies and procedures, contacting parents and external agencies, managing correspondence, and informing the principal of important matters. The position also involves establishing and maintaining office files, processing payroll, registering students, maintaining student records, handling cash and fiscal records, preparing purchase orders, managing inventory, and assisting student organizations with record-keeping and purchases. Additionally, the role involves gathering information for reports, operating office machines, typing, duplicating materials, and potentially supervising clerical personnel and taking dictation.

Requirements

Graduation from high school or equivalent 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
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
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.
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.

Responsibilities

Planning, supervising and/or providing office support and related services to meet priorities
Supervising and/or participating in 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 and secure cooperation
Reviewing and distributing incoming correspondence, circulars and other material
Composing routine and special letters
Informing the principal of matters requiring immediate attention and concerns relative to appointments, commitments and deadlines
Establishing, organizing and maintaining office files
Maintaining personnel records for the staff
Processing payroll and performing related work
Registering students and maintaining student records
Collecting cash, maintaining a variety of 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
Assisting officers of student clubs and other class or school organizations with record keeping, purchases, etc.
Gathering, maintaining and compiling information for business office and student service reports
Operating and maintaining 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 and may take and transcribe shorthand dictation.