Office Assistant II, III - Alternative Programs Branch

Position Overview

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.

Office Assistant II, SR-06: $3,141.00 per month

Office Assistant III, SR-08: $3,266.00 per month

• Creates, edits, prints, stores, retrieves and deletes documents using a computer and word processing and other software, in draft or final form.
• 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 for completeness and accuracy, evaluates the information 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.

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 below or any equivalent combination of training and experience.

• Office Assistant II:
  Basic Experience 0.5 years, Clerical Experience 0 years, Supervisory Aptitude 0 years, Total Experience 0.5 years.
• Office Assistant III:
  Basic Experience 0.5 years, Clerical Experience 1 year, Supervisory Aptitude 1.5 years, Total Experience 1.5 years.

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.

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.

Required for positions with supervisory responsibility. Demonstrated through successful completion of assignments involving supervisory responsibilities or aspects of supervision, e.g., as a group or team leader, or completion of training courses in supervision, and/or by favorable appraisals indicating supervisory potential.

• 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 may be substituted for Clerical Experience.
• Education in a baccalaureate program at an accredited college or university may be substituted for Clerical Experience.

Possession of the required number of years of experience will not in itself be accepted as proof of qualification. Applicants’ overall experience must have been of such scope and level of responsibility as to conclusively demonstrate ability to perform the duties of the position.

The Hawaii State…