Office Assistant III - SR-10

Performs a variety of difficult and complex clerical or administrative work in preparing, checking, reviewing, evaluating, and refining forms, records, and similar materials;  prepares reports and maintains continuing records;  may supervise others;  and performs other related duties as required.

There are five (5) immediate vacancies:

• one (1) permanent full-time vacancy* with the Department of Finance - Real Property Tax Division in Kailua-Kona. May be eligible to receive a $2,000 Recruitment Incentive. Conditions apply.
• two (2) permanent full-time vacancies* with the Department of Finance - Real Property Tax Division in Hilo
• one (1) permanent full-time vacancy with the Office of Aging - Administrative Services Division in Kailua-Kona
• one (1) temporary full-time vacancy not-to-exceed 08/16/2027 with the Department of Parks and Recreation - Office of the Director in Hilo

*Certain Office Assistant III positions are career ladder positions. The next level in the series is Real Property Tax Clerk, SR-12, $3,748/month. Persons hired into career ladder positions must meet minimum qualifications for the next level in the career ladder series, perform work at the higher level, and meet performance requirements to move to the next level in the career ladder series.

The eligible list may be used for other permanent and temporary vacancies as they arise during the life of the list. Temporary appointment may lead to conversion to permanent appointment.

• Prepares, checks and processes letters, memoranda, reports, specifications, statements, forms, and other materials into final form from rough or corrected copy and/or requires advanced word processing techniques; uses discretion and resourcefulness as tasks do not follow established process or procedures; checks and proofreads finished documents.

• Processes documents from rough or corrected copy where format and arrangement of data are not clearly indicated.
• Creates, edits, prints, scans, stores, retrieves and deletes documents using a computer and word processing and other software.
• Prepares, checks, and reviews forms, records, reports, applications, and other documents for accuracy, adequacy, and conformance to established departmental and/or legal requirements.
• Creates tables and graphs using spreadsheet applications; devises formulas for spreadsheet calculations.
• Evaluates documents and processes according to individual circumstances where the correct course of action is not clearly defined.
• Follows up to secure or clarify required information.
• Follows up on applications, forms, and other documents to ensure timely processing.
• Determines eligibility for and issues licenses and permits.
• Posts data to and maintains various types of paper and electronic operational and control records.
• Conducts extensive searches through a variety of paper and electronic files and records, extracts, refines, and organizes necessary information and prepares reports that require discretion, selectiveness and an understanding of the material; summarizes and briefs materials and prepares special reports involving interpretation and analysis of data and judgment as to format and details of presentation, which may include the use of various software applications.
• Takes and transcribes notes and taped recordings of meeting proceedings; prepares minutes as required.
• Prepares reports and correspondence by transcribing taped recordings.
• Composes routine correspondence and letters of acknowledgment from general instructions.
• Sets up and maintains paper and electronic files and revises system as necessary; codes and indexes records.
• Provides information and resolves complaints by outside parties involving interpretation and explanation of regulations, policies, and procedures, and knowledge of the agency's purposes and functions.
• Processes accounts payable; orders office supplies, equipment, etc.; posts to and maintains account balances.
• Accepts cash payments for standard fees; writes out receipts; prepares deposit receipts; may follow up on collection of returned checks.
• Reviews, prepares, and processes time sheets and related payroll documents; maintains vacation and sick leave balances.
• Answers telephone and takes or relays messages and calls.
• Schedules in-person and virtual meetings. Makes arrangement for meetings, appointments, travel, equipment maintenance, telephone service, and other similar matters.  Sets up facility or room for meetings.
• Sorts, arranges, distributes, and files bills, invoices, applications, correspondence, and other materials.
• Greets callers and directs them to proper persons or offices.
• Operates office machines such as copiers, scanners, calculators, typewriters, and desktop computers and peripherals.
• May perform routine end user computer system assignments.
• May provide guidance and direction to others in completing work tasks.
• Performs other related duties as assigned.

Training and Experience:
A combination of education and experience substantially equivalent to:

• graduation from high school, and
• two (2) years of clerical experience.

Qualification for Firearms:  

• as applicable to the position, 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. (The immediate vacancies with the Department of Finance, Department of Parks and Recreation, and Office of Aging do not require the qualification for firearms.)

License Requirement:

• possession of a valid State of Hawai‘i driver license (Class 3) or any other valid comparable driver license at time of filing, as applicable to the position. You will be required to submit your valid driver's license at time of hire, if the position requires a driver's license. (The immediate vacancy with the Office of Aging requires a valid driver's license.)

Substitution of education for required clerical experience:  an Associates degree or higher from an accredited college or university may be substituted for lack of the required clerical experience on a year for year basis (examples: 30 college credits can be substituted for one (1) year of the required clerical experience, an Associates degree can be substituted for two (2) years of the required clerical experience, and a baccalaureate degree or higher can be substituted for four (4) years of the required clerical experience).  (Scan and attach a copy of your official college transcript to be credited for the substitution of clerical experience).

Note: Foreign transcripts must be accompanied by an official credential evaluation report to determine U.S. equivalency. (Scan and attach a copy of your official credential evaluation report to your application).

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;  filing methods and systems;  grammar, spelling, and word usage;  the purposes and uses of standard office machines;   and principles and practices of supervision.

Ability to:  type or keyboard, which applicants may be required to demonstrate by satisfactorily passing a performance exercise at the time of interview;  make arithmetic computations;  compare information accurately;  set up and maintain records, summarize and analyze materials;  prepare reports;  operate standard office machines and equipment;  understand, interpret, and explain laws, ordinances, regulations, and policies pertinent to the department;  give and follow oral and written instructions;  deal tactfully and effectively with the public and resolve complaints;  and supervise and work harmoniously with others.

Physical Requirements:  Persons seeking appointment to positions in this class must meet the health and physical condition standards deemed necessary and proper to perform the essential functions of the position with or without reasonable accommodations.

Physical Effort Grouping:  Light

Benefits 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 Membership
• Other Leaves:  You may be eligible for other leaves, including Family Leave, Funeral Leave, Leave Sharing, Military Leave, Donor Leave, Victims Protection Leave, as well as leave for Parent-Teacher Conferences, Disaster Relief, Blood Bank Donations, and Jury Duty.

All benefits are subject to eligibility requirements and change due to legislative actions and/or changes negotiated through collective bargaining.  Please check out the benefits tab for additional information.

Please scan and attach these supporting documents to your on-line application, if required:

• an official college transcript,
• a valid driver's license,
• a temporary assignment verification, 
• professional licenses, and/or
• certificates.

Veterans applying for veteran's preference points shall also scan and attach their DD-214 form and as needed, their VA claim letter to the on-line application.

ELECTRONIC NOTIFICATION TO APPLICANTS:
Please ensure that the email address and mobile phone number you provide is current, secure, and readily accessible to you.  We will not be responsible in any way if you do not receive our emails and text messages or fail to check your email box or NEOGOV account INBOX in a timely manner.  Checking your NEOGOV account INBOX daily is recommended and is the most secure method to check on notices sent to you.  This is a new feature created by our vendor, NEOGOV. 
 
Please add [email protected] to your contact list.  Open your NEOGOV account using your user name and password.  In the upper right hand corner of the account is your name, and under your name, click on INBOX to view all notices sent you.   The notices will appear here in the INBOX even in the event you don't receive it on your cell phone, computer, or other electronic device.  This is the best way to check and view all notices sent to you.

You will receive a confirmation email upon successfully submitting your application. Failure to receive this confirmation email, indicates that your application was not submitted.

APPLICATIONS MUST BE FILED ONLINE AT:
https://www.governmentjobs.com/careers/countyhawaii
 
E-mail: [email protected]