Hawaii State Department of Education
Office Assistant II, III - Makalapa Elementary
Hawaii State Department of Education, Honolulu, Hawaii, United States, 96814
Job Overview
Position: Office Assistant III. The authorized level of the position is Office Assistant III. Applications may be accepted down to 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.
Responsibilities
Creates, 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.
Prepares, reviews and processes forms, records, reports, applications and other documents for accuracy, completion and conformance to established requirements.
Checks 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.
Searches through a variety of paper and electronic files and records, extracts, compiles and summarizes information and prepares periodic and special reports.
Composes routine correspondence and letters of acknowledgement.
Sets up and maintains paper and electronic files and revises filing systems as necessary.
Provides 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.
Determines the need for and/or makes routine orders for necessary supplies, materials or other items.
Makes arrangements for travel, equipment maintenance, telephone service, and other similar matters.
Provides training and guidance to, and assigns, reviews and evaluates the work of clerical subordinates performing work comparable to the class Office Assistant II.
Experience Requirements Applicants must have progressively responsible experience described in the following table:
Office Assistant II – Basic Experience 1/2 year; Clerical Experience 0 years; Total 1/2 year.
Office Assistant III – Basic Experience 1/2 year; Clerical Experience 1 year; Total 1-1/2 years.
Supervisory Aptitude
is required for positions with supervisory responsibility. It is demonstrated by successful completion of regular or special assignments involving some supervisory responsibilities, or by completion of training courses in supervision accompanied by application of supervisory skills in work assignments, and/or by favorable appraisals indicating possession of supervisory potential.
Keyboarding/Computer Skill Requirement Some positions require keyboarding proficiency and/or the ability to use computers and word processing and 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.
Temporary Assignment Verification 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.
Copies of the applicant’s signed SF‑10 Forms.
Additional Information All submitted documents become the property of the Hawaii State Department of Education. Temporary positions may be extended year to year, dependent upon funding and departmental needs. Once a temporary employee, the applicant may be eligible to apply for permanent and other temporary positions after satisfactory completion of the initial probation period of at least six months.
Salary: The advertised salary is based on full‑time employment and includes shortage and school year differentials, if applicable.
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Salary Range:
Office Assistant II, SR-06: $3,141.00 per month; Office Assistant III, SR-08: $3,266.00 per month.
Responsibilities
Creates, 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.
Prepares, reviews and processes forms, records, reports, applications and other documents for accuracy, completion and conformance to established requirements.
Checks 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.
Searches through a variety of paper and electronic files and records, extracts, compiles and summarizes information and prepares periodic and special reports.
Composes routine correspondence and letters of acknowledgement.
Sets up and maintains paper and electronic files and revises filing systems as necessary.
Provides 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.
Determines the need for and/or makes routine orders for necessary supplies, materials or other items.
Makes arrangements for travel, equipment maintenance, telephone service, and other similar matters.
Provides training and guidance to, and assigns, reviews and evaluates the work of clerical subordinates performing work comparable to the class Office Assistant II.
Experience Requirements Applicants must have progressively responsible experience described in the following table:
Office Assistant II – Basic Experience 1/2 year; Clerical Experience 0 years; Total 1/2 year.
Office Assistant III – Basic Experience 1/2 year; Clerical Experience 1 year; Total 1-1/2 years.
Supervisory Aptitude
is required for positions with supervisory responsibility. It is demonstrated by successful completion of regular or special assignments involving some supervisory responsibilities, or by completion of training courses in supervision accompanied by application of supervisory skills in work assignments, and/or by favorable appraisals indicating possession of supervisory potential.
Keyboarding/Computer Skill Requirement Some positions require keyboarding proficiency and/or the ability to use computers and word processing and 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.
Temporary Assignment Verification 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.
Copies of the applicant’s signed SF‑10 Forms.
Additional Information All submitted documents become the property of the Hawaii State Department of Education. Temporary positions may be extended year to year, dependent upon funding and departmental needs. Once a temporary employee, the applicant may be eligible to apply for permanent and other temporary positions after satisfactory completion of the initial probation period of at least six months.
Salary: The advertised salary is based on full‑time employment and includes shortage and school year differentials, if applicable.
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