Office Assistant II, III - Maui District Administration (CA-Hana-Lahaina-Lanai-Molokai)

Office Assistant

This position serves the Hana-Lahainaluna-Lanai-Molokai Complex Area and is physically located in Puunene. 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. This posting may be used to fill other similar Office Assistant positions.

Salary Range : Office Assistant II, SR-06 : $3,035.00 per month. Office Assistant III, SR-08 : $3,156.00 per month.

Examples of Duties

• Creates, edits, prints, stores, retrieves and deletes documents using a computer and word processing and other software.
• Prepares, reviews and processes forms, records, reports, applications and other documents for accuracy, completion and conformance to established requirements.
• Checks records and forms 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.
• Provides general information and resolves complaints in person or over the telephone involving explanation of rules, regulations, policies and procedures and knowledge of the organizations 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.

Minimum Qualifications

Experience Requirements : 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 :

Class Title

Basic Exp (years)

Clerical Exp (years)

Supvy Exp / Aptitude

Total Exp (years)

Office Assistant II

1 / 2

1 / 2

Office Assistant III

1 / 2

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.

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 applicants 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.