Office Assistant

Description This posting is being used to fill various Office Assistant positions at the specified location. The authorized level of the position is Office Assistant III. Applications are being accepted down to the Office Assistant II in the event of recruiting difficulties. Salary Range Office Assistant II, SR-06: $3,141.00 per month Office Assistant III, SR-08: $3,266.00 per month Examples of Duties C reates, edits, prints, stores, retrieves and deletes documents using a computer and word processing and other software, in draft or final form, from rough or corrected copy where format and arrangement are not clearly indicated. P repares, reviews and processes forms, records, reports, applications and other documents for accuracy, completion and conformance to established requirements. C hecks records and forms such as applications, permits, requisitions, vouchers and other materials for completeness and accuracy; evaluates the information contained therein for conformance with established requirements; and processes documents in accordance with established policies and procedures. S earches through a variety of paper and electronic files and records, extracts, compiles and summarizes information and prepares periodic and special report. C omposes routine correspondence and letters of acknowledgement. S ets up and maintains paper and electronic files and revises filing systems as necessary. P rovides general information and resolves complaints in person or over the telephone involving explanation of rules, regulations, policies and procedures and knowledge of the organization’s purpose and functions. D etermines the need for and/or makes routine orders for necessary supplies, materials or other items. Ma kes arrangements for travel, equipment maintenance, telephone service, and other similar matters. P rovides training and guidance to, and assigns, reviews and evaluates the work of clerical subordinates performing work comparable to the class Office Assistant II. Minimum Qualifications Except for the substitutions provided for in this specification, applicants must have had progressively responsible experience of the kind and quality described in the statements below and in the amounts shown in the following table, or any equivalent combination of training and experience: Experience Requirements Class Title Basic Exp (years) Clerical Exp (years) Supvy Exp/Aptitude Total Exp (years) Office Assistant II 1/2 0 0 1/2 Office Assistant III 1/2 1 ** 1-1/2 Basic Experience: Work experience which demonstrated knowledge of English grammar, spelling, and arithmetic; ability to read and understand oral and written instructions; write simply and directly and compare words and numbers quickly and accurately. Clerical Experience: Work experience which involved the performance of a variety of clerical tasks and demonstrated knowledge of office practices and procedures, and the ability to carry out procedures in clerical work systems, and operate various kinds of office equipment and technologies. Supervisory Aptitude is required for positions with supervisory responsibility. Supervisory aptitude is the demonstration of aptitude or potential for the performance of supervisory duties through successful completion of regular or special assignments which involve some supervisory responsibilities or aspects of supervision, e.g., by serving as a group or team leader, or by the completion of training courses in supervision accompanied by application of supervisory skills in work assignments; and/or by favorable appraisals by a supervisor indicating the possession of supervisory potential. Keyboarding/Computer Skill Requirement Some positions require keyboarding proficiency and/or the ability to use computers and word processing and/or other software applications. Positions that require keyboarding/typing skill (40 net words per minute) are typically at the Office Assistant II and higher levels. Substitutions Allowed Graduation from high school or equivalent may be substituted for Basic Experience. Excess Clerical Experience may be substituted for Basic Experience. Successful completion of a substantially full-time clerical/office support/business technology curriculum leading to a degree, diploma or certificate at an accredited community college, business or technical school which included courses in English, clerical/office procedures, and mathematics may be substituted for the required Clerical Experience on the basis of fifteen (15) semester credits of satisfactorily completed coursework for six (6) months of experience, up to a maximum of two (2) years. Education in a baccalaureate program at an accredited college or university may be substituted for Clerical Experience on the basis of fifteen (15) semester credits for six (6) months of experience, up to a maximum of two (2) years. Quality of Experience Possession of the required number of years of experience will not in itself be accepted as proof of qualification for a position. The applicant's overall experience must have been of such scope and level of responsibility as to conclusively demonstrate that he/she has the ability to perform the duties of the position for which he/she is being considered. Supplemental Information The advertised salary is based on full-time employment and includes shortage and school year differentials, if applicable. Requirements Applicants must meet all the requirements for the position they are seeking as of the date of the application, unless otherwise specified. Unless specifically indicated, the required education and experience may not be gained concurrently. Calculation of experience is based on full-time, 40-hour workweeks. Part-time experience is pro-rated. Example: Twelve months of experience at 20 hours/week is equivalent to six months of experience, not one year. Also, hours worked in excess of 40 hours/week will not be credited. Example: Twelve months of experience at 60 hours/week is equivalent to one year of experience, not one and a half years. Temporary Assignment Claims of Temporary Assignment (TA) experience to meet the minimum qualification requirements must be verified and attached to the application using one of the options below: A copy of the applicant’s TA History Report or equivalent system-generated report; A signed letter from the applicant’s supervisor that includes the applicant’s name, his/her TA job title, the TA start and end dates (from mm/yy to mm/yy), his/her specific TA duties performed, and either the TA hours worked per week or total TA hours worked; or, Copies of the applicant’s signed SF-10 Forms. Documents Attach all relevant supporting documents to your application. Documents that were attached to applications submitted before November 16, 2023 do not automatically attach or transfer to applications submitted on and after December 16, 2023. All submitted documents become the property of the Hawaii State Department of Education. Information about Temporary Positions Temporary positions may be extended year to year, dependent upon funding and departmental needs. Making yourself available for temporary positions increases your employment possibilities and may lead to permanent opportunities. A person hired for a temporary position may also become a temporary employee upon satisfactory completion of the initial probation period of at least six months. Once a temporary employee, you would be eligible to apply for promotion and transfer opportunities to permanent as well as other temporary positions. You may also enjoy 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. Equal Opportunity The Hawaii State Department of Education does not discriminate in its educational policies, programs, and activities on the basis of sex, race, color, religion, national origin, age, and disability in accordance with Title IX of the Education Amendments of 1972, Title VI of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, Age Discrimination Act of 1975, and Americans with Disabilities Act of 1991. The Department does not discriminate in its employment policies, programs, and activities on the basis of sexual orientation, arrest and court record, and National Guard participation, as well as on the basis of sex, race, color, religion, national origin, age, and disability, in accordance with Title VII of the Civil Rights Act of 1964, Age Discrimination in Employment Act of 1977, Americans with Disabilities Act of 1991, Equal Pay Act of 1963, and Chapter 378, Part I, Hawaii Revised Statutes. Payday New employees can expect their 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. 12-month civil service and SSP employees enjoy a range of competitive benefits: Holidays: You may be eligible for 13 paid holidays each year; 14 holidays during an election year. Vacation: Employees of Bargaining Units 1, 2, 3, 4, 9, 10 and 13 earn 21 days per year. Sick Leave: Employees of Bargaining Units 1, 2, 3, 4, 9, 10 and 13 earn 21 days per year. Accumulated (unused) credits may be used toward computing retirement benefits. Health Insurance: If eligible, the State pays a part of the premiums for each employee's enrollment in a State sponsored Medical, Drug, Vision, and Adult Dental Plan. Group Life Insurance: The State provides a free life insurance policy for employees and retirees. Premium Conversion Plan: Participating employees may increase their take-home pay by having the State deduct the cost of health care premiums before payroll taxes are withheld. Flexible Spending Accounts: Eligible employees can reduce their federal and state income taxes and social security taxes through a tax-savings benefit program called Island Flex. This program allows employees to set aside money from their paychecks to pay for out-of-pocket health care expenses and eligible dependent care expenses on a BEFORE-TAX basis. Retirement Plan: The State contributes to a retirement plan for eligible employees. Generally, employees with at least 10 years of credited service and who have reached 62 years of age or have 30 years of credited service and are 55 years old may retire and receive benefits. Tax Shelter Annuity (TSA): If eligible, Department employees are able to participate in a tax shelter annuity program. The TSA plan allows eligible employees to contribute pre-tax dollars to an employee-selected investment service provider authorized to provide TSA products. Deferred Compensation: The State offers employees a tax deferred (sheltered) retirement investment program. This program is an opportunity to build a retirement nest egg through voluntary payroll deductions. Several investment options are available. Temporary Disability Insurance: Qualified employees may be eligible to receive benefits for a disability caused by a non-work related injury or illness under this program. Social Security: As an employer, the State also contributes to an employee's social security account. Workers' Compensation: If an employee is injured while on the job, benefits covering medical expenses and partial wage support may be available through workers' compensation. Union & Collective Bargaining: Employees have the right to join the union for collective bargaining with the State and employee representation. Some employee unions provide discounts, insurance and other opportunities. Employees may also decide not to join a union, however, employees are required to pay union service fees unless the employee's job is excluded from collective bargaining. The above is intended as a general summary of the benefits offered and is subject to change. This does not constitute a contract or binding agreement. Benefits vary by type of employment appointment and collective bargaining agreements. BASIC EXPERIENCE REQUIREMENT Do you possess SIX (6) months of experience as described in the Minimum Qualification Requirements and/or do you possess a high school diploma or equivalent? Yes No BASIC EXPERIENCE REQUIREMENT(Cont.) If you answered "No" to the above question, indicate "NA". If you possess the required Basic Education/Experience, please provide the following information to address your relevant background: From the Work Experience section of your application, identify the employer(s) where you gained the appropriate experience. Provide the following information: Employer's name, your job title, dates employed (mo/yr to mo/yr) and the number of hours worked per week; and, Describe the primary function of your position and your primary duties and responsibilities. Or If you possess a high school diploma or GED, provide the name of your high school or organization and the city/state where you earned your diploma. CLERICAL EXPERIENCE REQUIREMENT How many years of work experience do you have which involved performing a variety of clerical tasks and demonstrated knowledge of office practices and procedures, and the ability to carry out procedures in clerical work systems, and operate various kinds of office equipment? No Experience Less than 6 months 6 months, but less than 1 year 1 Year, but less than 1-1/2 years 1-1/2 years, but less than 2 years 2 years, but less than 2-1/2 years 2-1/2 years or more CLERICAL EXPERIENCE REQUIREMENT (Cont.) If you do not possess the required clerical experience, indicate "NA". If you possess the required clerical experience, please identify each experience you would like us to consider and provide the following information. Be specific and complete in your responses, and treat each position or change in employer separately. The information for each employer should include: Employer's name, your job title, dates of employment (mo/yr to mo/yr) and the number of hours worked per week performing clerical duties. [Do not include time spent in non- clerical duties, e.g. retail, restaurant, customer service work]; A detailed description of your clerical duties and responsibilities. Include examples of the tasks performed and the steps you took to accomplish your work; and, List the office equipment, technologies and/or software you used. SUBSTITUTION OF EDUCATION FOR CLERICAL EXPERIENCE Please indicate if you are using the education substitution to meet the Clerical Experience Requirement. Note: To receive credit for your academic training, attach/submit a legible copy of your Official Transcripts with your online application. I successfully completed a substantially full-time clerical/office support/business technology curriculum leading to a degree, diploma or certificate at an accredited community college, business or technical school which included courses in English, clerical/office procedures, and mathematics. I possess education in a baccalaureate program at an accredited four-year college or university. I am not using the substitution. COMPUTER/KEYBOARDING SKILL REQUIREMENT Some positions may require keyboarding/typing proficiency (40 net words per minute) and/or the ability to use computers and word processing and/or other software applications. Do you possess the ability to type 40 net words per minute using a computer word processing program? Note: Your typing/keyboarding proficiency may be evaluated by the appointing authority of the Department of Education. Yes No TRANSCRIPTS, CERTIFICATIONS, AND OTHER VERIFYING DOCUMENTS Official or copies of official transcripts, certifications (front and back), and other documents that verify you meet the minimum qualification requirements must be submitted with your application. If these documents are NOT received, your application may be rejected. My documents are attached to this application. My documents were attached to a previously submitted application. I may or may not submit my documents at a later date. I understand that my application will be evaluated based on the information available at that time. Required Question #J-18808-Ljbffr