Operations Assistant

Administrative And Technical AssistantProvides administrative and technical assistance in planning, organizing, coordinating, and supervising the daily operational activities of a major police district; and performs other related duties as assigned. There is one (1) immediate permanent full-time vacancy with the Hawai'i Police Department - Area II Kona Patrol Division in Kailua-Kona.Examples Of DutiesSupervises and performs administrative, technical, and clerical support services for a major police district; assign, reviews, and supervises the work of clerical staff and volunteers; provides training as necessary.Oversees the district's clerical and fiscal responsibilities; sets up, revises, and maintains district files and control records; prepares operational reports.Searches through a variety of files and records; extracts and compiles data; organizes information and prepares a variety of reports as requested.Serves as the district's contact regarding requests for services and information relating to programs, activities, policies, and regulations of the department.Receives complaints; recommends resolution or refers to appropriate personnel for further assistance.Composes routine correspondence for the commander's signature; prepares memoranda, reports, statements, and other materials into final format for distribution.Maintains district's fiscal records; prepares and processes documents for receivables, expenditures, reimbursements, travel expenses, and deposits; takes periodic trial balances; advises commander of balances in accounts; may assist in the preparation of the annual and supplemental budgets.Accepts cash payments for standard fees; provides written receipts; reconciles balances; prepares treasury/deposit receipts for processing; deposits money at financial institution.Oversees the inventory of supplies and equipment; obtains quotes from vendors and prepares requests for materials, equipment, supplies, and annual bulk items; tracks incoming purchases and verifies accuracy and completeness of order.Oversees the general maintenance of equipment, vehicles, and facilities; initiates and coordinates request for repairs with other sections, departments, or vendors; maintains a log of work orders; follows up on outstanding requests.Processes and issues applications for firearms permits; photographs and fingerprints applicants; conducts background checks; approves applications.Coordinates with the department's safety staff in regards to the industrial safety program training, records, and files; receives required safety training; schedules recertification and medical exams for employees.Coordinates logistics for meetings, workshops, and trainings; prepares agendas; takes or records, and transcribes minutes.Prepares timesheets and all other payroll-related forms in accordance with procedures and provisions of the contracts; forwards to department's central office; maintains records of hours worked and leaves of absences.Approves leave requests; participates in personnel actions including hiring, transfer, promotions, and disciplinary actions.Prepares, scans, and indexes documents into the records management system.Performs notary services in processing governmental documents.Operates a motor vehicle to deliver and pick up mail, materials, and supplies.Performs other related duties as assigned.Minimum Qualification RequirementsTraining and Experience: A combination of education and experience substantially equivalent to:Graduation from high school, andThree (3) years of progressively responsible clerical experience that shall have included the preparation, review, processing, and maintenance of law enforcement forms, documents, and reports, of whichOne (1) year shall have been in a supervisory capacity.Qualification for Firearms: Must be qualified to carry and/or possess firearm or ammunition in accordance with state and federal laws, e.g., no misdemeanor or felony domestic violence conviction.License Requirement: Possession of a valid State of Hawai'i driver's license (Class 3) or any other valid comparable driver's license at time of filing. (You will be required to submit your valid driver's license at time of hire).Note: Possession of a current State of Hawai'i Notary Public Commission for governmental documents is required prior to completion of probation.Examination: All applicants who meet the minimum qualification requirements will be assigned a score of 70 points. An education and experience evaluation will be conducted based on the applicant's training, education and experience as presented in the application.Please read the minimum qualification requirements carefully. Be certain to list all pertinent training and experience, as this may be important in determining your examination score. It is essential that the applicant describe fully the duties and responsibilities of each position held, specify the date of each position held (from and to, month and year), and indicate the number of hours worked per week.Attach all required documentation (e.g. official transcript, professional license(s)/certification(s), DD-214, etc.) at the time of submitting your application.Note: In-person interviews and/or further testing in Hawai'i County may be required at the discretion of the hiring department/agency. If in-person interviews and/or further testing are required, applicants who are referred to the hiring department/agency must be available to participate in person and at their own expense at that phase of the selection process.Knowledge of: Office practices and procedures; law enforcement forms, records, and reports; records maintenance and filing; grammar, spelling, and word usage; fiscal practices; principles and practices of supervision; laws, rules, and procedures governing firearm registration; report writing; and use of standard office machines, personal computer, and software applications.Ability to: Learn, understand, and apply laws, ordinances, policies, procedures, regulations, fundamentals, and terminology relating to applicable law enforcement programs and services; maintain records and files, including fiscal accounts; make arithmetic computations; research, summarize data, and prepare reports; deal tactfully and effectively with others; operate standard office machines and equipment, including personal computer; communicate and follow oral and written instructions.Physical Requirements: Persons seeking appointment to positions in this class must meet the health and physical condition standards necessary and proper to perform the essential functions of the position with or without reasonable accommodations.Physical Effort Grouping: LightBenefits of County employment: The County of Hawai'i offers a competitive compensation package. Your total compensation is comprised of your salary and a generous range of valuable benefits, subject to eligibility requirements.Flexible Working Arrangements: Options may include alternate work schedules (4-10) and flexible working hours. (Not all Departments/Agencies participate and not all positions are eligible.)Vacation: Start accruing paid vacation time immediately upon hire – up to 21 days per year.Sick Leave: Start accruing paid sick leave time immediately upon hire – up to 21 days per year.Holidays: The County provides 13 paid holidays per year (plus General Election Day when applicable).Training and Development: The County has a variety of training and development opportunities for employees.County Tuition Reimbursement Program: This scholarship program rewards employees who take the initiative to advance their education and learning.Public Service Loan Forgiveness (PSLF) Program: You may be eligible for this federal program which forgives portions of federal student loans for individuals working in public service.Retirement Plan: The Employees' Retirement System is a qualified defined benefit public pension plan that provides retirement, disability, survivor and other benefits to all eligible full-time and part-time county employees in the State of Hawaii as well as their beneficiaries.Deferred Compensation: Save additional money for retirement - this voluntary supplemental retirement savings plan allows for the investment of tax-deferred contributions.Flexible Spending Plan: Use pre-tax dollars to pay for qualified dependent care and/or medical expenses, as well as insurance premiums.Health Benefit Plans: The County of Hawai'i offers a variety of health benefit plans for eligible employees.Employee Assistance Program (EAP): This voluntary assistance program provides employees and their family members with free professional and confidential assistance in overcoming personal and work-related problems.Group Life Insurance: Free life insurance policy for active employees.Credit Union MembershipOther Leaves: You may be eligible for other leaves, including Family Leave, Funeral Leave, Leave Sharing, Military Leave, Victims Protection Leave, Parent-Teacher Conferences, Disaster Relief, Blood Bank Donations, Donor Leave, and Jury Duty.