Salary: See Position Description Location : Island of Maui Job Type: Various Job Number: 24-0385 Department: Various Opening Date: 07/16/2024 Closing Date: Continuous Recruitment Information Recruitment Number 24-0385 The immediate vacancies are located in Wailuku/Kahului . Administrative Assistant I - $3,621 to $4,582 per month (SR-12, Step C to I) Administrative Assistant II - $3,917 to $4,959 per month (SR-14, Step C to I) Note: Hiring rates will be based on availability of funds, the applicant's qualifications, and other relevant factors. As some vacancies may be for temporary employment, employees appointed to temporary positions may also gain membership in the civil service upon satisfactory completion of an initial probation period of at least six months. Once you become a member of the civil service, you become eligible to apply for promotion and transfer opportunities to permanent as well as other temporary positions. You may also enjoy other rights and benefits afforded to an employee in a permanent position with the exception of return rights and placement rights associated with a reduction-in-force. A continuous recruitment may be closed at any time. The notice of the last day to file applications will be posted on the State of Hawaii's Civil Service Job Opportunities Listing page of our website. Duties Summary These positions perform secretarial services as a primary work assignment, along with minor administrative, clerical and related services for a program manager. An ADMINISTRATIVE ASSISTANT I speaks and acts for the manager or administrator served in those matters delegated in order to facilitate workflow, coordination and management controls, and relationships with others both within and outside the organization. The ADMINISTRATIVE ASSISTANT II serves as a secretary to the manager of a program and organization of considerable scope and complexity; may supervise and participate in performing highly complex clerical work; and performs other related duties as assigned. Minimum Qualification Requirements To qualify, you must meet all of the following requirements: Legal Authorization to Work Requirement: The State of Hawaii requires all persons seeking employment with the government of the State shall be citizens, nationals, or permanent resident aliens of the United States, or eligible under federal law for unrestricted employment in the United States. ADMINISTRATIVE ASSISTANT I: General Clerical Experience: Six (6) months of work experience which involved performing tasks which demonstrated knowledge of English grammar, spelling and arithmetic; and the ability to read and understand oral and written instructions and speak and write simply and directly. Specialized Clerical Experience: One (1) year of progressively responsible typing and/or substantive clerical work which demonstrated possession of, in addition to the knowledge and abilities noted under General Clerical Experience above, knowledge of common office appliances and equipment and the ability to carry out procedures in clerical work systems and to perform secretarial tasks. ADMINISTRATIVE ASSISTANT II: General Clerical Experience: Six months of work experience which involved performing tasks which demonstrated knowledge of English grammar, spelling and arithmetic; and the ability to read and understand oral and written instructions and speak and write simply and directly. Specialized Clerical Experience: Two years of progressively responsible typing and/or substantive clerical work which demonstrated possession of, in addition to the knowledge and abilities noted under General Clerical Experience above, knowledge of common office appliances and equipment and the ability to carry out procedures in clerical work systems and to perform secretarial tasks as described in the Minimum Qualification Requirements (see link). Keyboarding/Computer Skill: Some positions require keyboarding proficiency and/or the ability to use computers and word processing and/or other software applications. These positions require the ability to keyboard/type 40 net words per minute, with or without reasonable accommodation. Some of the immediate vacancies have this requirement. Shorthand/Dictation Skill: Some positions required the ability to take and transcribe dictation accurately at 80 net words per minute, with or without reasonable accommodation. Your proficiency may be tested by the appointing authority. Failure to demonstrate at least the minimum keyboarding/computer shorthand and/or dictation skill as noted above may result in corrective action, including the removal of your name from the list of eligible for employment consideration. License: A valid driver's license is required for some positions. For those positions, a valid driver's license is required at the time of appointment. Substitutions Allowed: Relevant substitutions as described in the Minimum Qualification Requirements, will apply. The information provided above represents a summary of the complete Minimum Qualification Requirements . To view the Requirements in their entirety, please CLICK HERE . 01149:031608:03:BK Other Information The State of Hawai'i complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If you require reasonable accommodations in completing an application, any pre-employment testing, or otherwise participating in the selection process, please call 808-587-0936 for assistance. PUBLIC SERVICE LOAN FORGIVENESS (PSLF ) PROGRAM The PSLF Program is a federal program that is intended to encourage individuals to work in public service by forgiving the balance of their federal student loans. To qualify, the individual must have made 120 qualifying payments while employed by a qualifying employer. For more information, please click: ELECTRONIC NOTIFICATION TO APPLICANTS The Department of Human Resources Development (HRD) will use electronic mail (email) to notify applicants of important information relating to the status and processing of their applications as part of our ongoing efforts to increase operational efficiency, promote the conservation of green resources, and minimize delays and costs. Please ensure that the email address and contact information 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 or fail to check your email-box in a timely manner. In addition, please be aware that you may no longer receive notification about applications submitted if you choose to disable the Job Application Emails feature in your Account Settings. TESTING INFORMATION The examination for this recruitment will be conducted on an unassembled basis where the examination score is based on an evaluation and rating of your education and experience. It is therefore important that your employment application provide a clear and detailed description of the duties and responsibilities of each position you held. In-person interviews and/or further testing in Hawaii may be required at the discretion of the hiring agency. If in-person interviews and/or further testing is a requirement, applicants who meet the minimum qualification requirements and are referred to the vacancy must be available to participate in person and at their own expense in this required phase of the selection process. Applicants are encouraged to submit their applications as soon as possible. In addition to employment availability and score, the referral of qualified applicants may be based upon other factors including date of receipt of application. CLICK HERE for further information about Equal Employment Opportunity, the Merit Civil Service System, Citizenship and other requirements, Reasonable Accommodation, Veterans Preference, Examination Requirements, and the State Recruiting Office's Levels of Review. YOUR JOB BENEFITS WITH THE STATE OF HAWAI'I The State of Hawaii offers its employees who are members of the civil service a range of benefits. Some benefits are offered as a result of collective bargaining agreements and changes may occur. A summary of these benefits, which is based on full-time employment, is listed below. Note: Benefits for NON-CIVIL SERVICE appointments will be provided by the hiring department at the time of interview. With Civil Service modernization, effective July 1, 2002, employees appointed to temporary positions may also gain membership in the civil service upon satisfactory completion of an initial probation period of at least six months. As a temporary member of the civil service, you will 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 afforded to members of the civil service, with the exception of return rights and placement rights associated with a reduction-in-force of a permanent member of the civil service. Paid Holidays You may be eligible for 13 paid holidays each year; 14 holidays during an election year. Paid Vacation You may earn vacation leave at a rate that other employers find tough to match - 21 days each full year from the FIRST year of employment. This compares to an average of 10 days offered by private companies. You may accumulate up to a total of 90 days (720 hours) of vacation. Paid Sick Leave You may earn sick leave at the same rate as vacation - 21 days per year from the FIRST year, and there is no limit on the amount you can accumulate. Expectant mothers may also use sick leave for pre-natal or post-natal check-ups or any illness related to pregnancy. Plus, unused accumulated sick leave may eventually be used to increase your retirement benefits in certain situations. Other Leaves Reasonable time off with pay may be provided for jury or witness duty, a death in the family, some military duty, and donation to the Blood Bank. Leave sharing donations may be granted to eligible employees who have serious personal illnesses or injuries or need to care for a seriously ill or injured family member. Various leaves without pay may also be granted with full re-employment rights. Health Insurance The State pays a part of the premiums for each employee's enrollment in a State sponsored Medical, Drug, Vision, and Dental Plan. For more information, visit the Employer Union Trust Fund website www.eutf.hawaii.gov for coverage and options. Group Life Insurance The State provides a free life insurance policy for employees. Retirement Plan The State contributes to a retirement plan for eligible employees. Generally, employees under the Hybrid Plan with 10 years of credited service and who have reached 65 years of age or have 30 years of credited service and have reached 60 years of age may retire and receive benefits. To find out more about the options you have, go to http://ers.ehawaii.gov. 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. Transportation Benefits Participating employees may increase their take-home pay by having the State deduct qualified transportation expenses (i.e. eligible parking fees, monthly bus passes for TheBus, fare coupons for The Handi-Van, Vanpool Hawaii participation fee, etc.) through pre-tax payroll deductions. Deferred Compensation The State offers employees a voluntary pre-tax retirement savings plan designed to give employees a tax break today and an opportunity to build a retirement nest egg through voluntary payroll deductions. Several types of 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. Promotions & Transfers For employees with membership in the civil service, the State offers promotion and transfer opportunities throughout the State Executive Branch. Training & Continuing Education The State supports developmental activities related to an employee's work. In many departments there are numerous in-service training opportunities available. Sabbatical leaves with pay are available for qualified employees. Travel Expenses The State may pay for certain business related travel expenses including mileage reimbursement for use of a personal car during work, airfare, meals and lodging expenses for trips to neighbor islands or out of state. Incentive & Service Awards The State has a program that recognizes employees for their years of service and provides cash awards for their superior accomplishments and other contributions that improve State operations. 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 information is solely intended as a summary of the benefits available to State of Hawaii employees and is subject to change. Whether or not you are entitled to a particular benefit will depend on your specific appointment and employment status (included, excluded, exempt, non-exempt). Please refer to the appropriate collective bargaining agreement or executive order and all applicable laws, rules, policies, or plan documents for further details. Nothing herein shall be deemed as creating an employment contract, promise of employment, promise of continued employment, or obligation of any kind on the part of the State of Hawaii. CLICK HERE for more information on the State of Hawaii's Benefits At-A-Glance. The State of Hawaii is an Equal Opportunity Employer Revised 01/13 01 RECRUITMENT SURVEY (MANDATORY) Completion of this survey is mandatory. You must select one option; multiple selections permitted. The information you provide will be used to improve our recruitment efforts. We appreciate your cooperation. What led you to explore career opportunities with the State of Hawaii? State Recruiting Office Job Announcement Posting (Visit to the State Recruiting Office or Workforce Development Office) Job Fairs Consolidated Theatres TheBus Shopping Mall Advertisements Print Advertisements Word of Mouth (State of Hawaii Employee, Speaker at a Presentation, School Counselor, etc.) Army Partnership for Youth Success (PaYS) SkillBridge Program LinkedIn Facebook, Twitter, Instagram, etc. Governmentjobs.com Internships Other 02 APPLICANT'S ACKNOWLEDGMENT - REQUIRED SUPPLEMENTAL QUESTIONS The responses you provide to these Supplemental Questions will be used in combination with your application to determine whether you meet the qualification requirements and/or your final score. Failure to provide detailed and complete information may result in your application being rejected or receiving a lower score. Please do not submit a resume in place of completing the Supplemental Questions. You must submit verification (e.g., copies of official transcripts or diploma as directed below) in order to receive credit for education. In general, proof of education downloaded from and/or submitted through the internet will not be accepted. Education obtained outside the United States must be comparable to education earned at an accredited school in the United States. We also reserve the right to request further information about your academic program, evidence of comparability, or an original transcript. To receive credit for substitute, temporary assignment, or volunteer experience, applicants must submit an official letter of verification. The letter should include the job title, employment dates, number of hours worked, a description of the duties performed, and a contact name and phone number. Any information you submit may be verified. Supporting documents must be either electronically attached to your application or submitted to our office as soon as possible. Our mailing address is: State of Hawaii Department of Human Resources Development, 235 South Beretania Street11th Floor, Honolulu, Hawaii 96813. Documents should be identified by job title and recruitment number. I acknowledge that I have read, understand and agree to all of the above. 03 APPLICANT'S ACKNOWLEDGMENT (Continued) Applicants must meet all the requirements for the position they are seeking as of the date of the application, unless otherwise specified. In general, concurrent experiences and/or education will not be double credited unless otherwise specified. Your possession of the required amount of experience will not in and of itself be accepted as proof of qualification for the position. The overall paid or unpaid experience must be of such scope and responsibility as to conclusively demonstrate that you have the ability to perform the duties of the position. Our calculation of experience will be based upon a full-time, 40-hour work week. Part-time experience will be prorated. Example: Twelve months of experience at 20 hours/week will be prorated to six months of experience. Also, hours worked in excess of 40 hours/week will not be extra credited. Example: Twelve months of experience at 60 hours/week will be credited as one year of experience, not one and a half years. I acknowledge that I have read, understand, and agree to all of the above. 04 APPLICANT'S ACKNOWLEDGMENT - MINIMUM QUALIFICATION REQUIREMENTS (Complete information and details) The information provided in the job announcement represents a summary of the complete Minimum Qualification Requirements. A live link to the complete Minimum Qualification Requirements was provided to me in the job announcement. I acknowledge that I have accessed and read the complete Minimum Qualification Requirements via the live link provided in the job announcement. 05 SELF CERTIFICATION STATEMENT - KEYBOARDING/TYPING and/or SHORTHAND SKILL Some positions require that applicants possess keyboarding or typing skill of at least 40 net words per minute and/or take shorthand at a rate of 80 words per minute and make accurate transcriptions . Please indicate below whether you possess the required keyboarding, typing, and or shorthand skill and are interested in being considered for such positions. I understand that my proficiency may be tested by the appointing authority and that failure to demonstrate at least the minimum keyboarding/typing and/or shorthand skill may result in corrective action, including my removal from the list of eligibles for employment consideration. I am interested in positions that require typing and/or keyboarding and certify that I understand the above and possess the minimum skill required. I am interested in positions that require taking and transcribing dictation accurately and certify that I understand the above and possess the minimum skill required. I am interested in positions which require BOTH typing/keyboarding AND taking and transcribing dictation, and certify that I understand the above and possess the minimum skills as described. I do not possess the required skills. I am not interested in being considered for positions that require typing/keyboarding and/or taking and transcribing dictation. 06 GENERAL EXPERIENCE REQUIREMENT Do you possess the relevant work experience as described in the Minimum Qualification Requirements and/or a high school diploma or equivalent general education diploma (GED)? Yes No 07 If you answered 'NO' to the question above, please indicate 'N/A' below.If you stated that you possess the required General Experience, please provide the following information: (1) Name of the High School and the city and state in which you earned your diploma OR (2) Name of your employer in which you gained your relevant experience, your job title, your dates of employment and a description of your duties and responsibilities which demonstrate the required knowledge's and abilities as described in the Minimum Qualification Requirements. 08 SPECIALIZED CLERICAL EXPERIENCE REQUIREMENT How many years of Specialized Clerical experience as described in the Minimum Qualification Requirements do you possess ? No experience. Less than 1 year of experience 1 year to less than 1 1/2 years of experience 1 1/2 years to less than 2 years of experience. 2 years or more of experience. 09 If you stated "No Experience' to the question above please indicate 'N/A' below. If you stated that you posses the Specialized Clerical Experience, identify each experience you would like us to consider and provide the following information. Treat each change in employer or position separately. Please do not state 'Refer to resume' in place of questions. A. Name of your employer, your job title and employment dates (Month/Year to Month/Year). B. Describe this employer, its organizational structure and the kinds of services it provided and to whom (describe clientele). C. What was the primary function and major duties and responsibilities of your position? D. Describe your duties which demonstrate your knowledge and/or experience as it involved the following areas and provide relevant examples. 1. The performance of a variety of substantive clerical tasks and/or typing. 2. Knowledge of various office appliances, equipment, and software. 3. Knowledge of office practices and procedures. 4. The performance of various secretarial tasks. E. Did this employer have or employ a separate section or person(s) whose primary function was to provide clerical or secretarial support? If yes, explain whom was responsible for such support and describe the relationship of your position to that person(s) or entity. F. Give the job title, role and authority of your immediate supervisor and a description of his/ her responsibilities. How did your duties and authority differ from those of your supervisor? 10 SUBSTITUTION OF EDUCATION FOR SPECIALIZED CLERICAL EXPERIENCE Please indicate if you are using the substitution to meet the Specialized Clerical Experience requirement. Please note that your education may NOT meet all of the Specialized Experience Requirement. In order to receive credit for your academic training, you MUST SUBMIT a copy of your OFFICIAL TRANSCRIPTS, identified by the job and recruitment number as verification. I am not using the substitution. I possess 15 semester credits in a clerical/office support/business technology curriculum and or in a Bachelor degree program leading to a degree, diploma or certificate at an accredited community college/university, business or technical school. I possess 30 semester credits in a clerical/office support/business technology curriculum and or in a Bachelor degree program leading to a degree, diploma or certificate at an accredited community college/university, business or technical school. I possess a Bachelor degree from an accredited college or university. 11 SERVING AS A PERSONAL ASSISTANT Experience in serving as a personal and primary assistant to an executive, administrator, program manager, business owner etc., is NOT a requirement for these positions. However, such experience may be given extra consideration in our review. Do you possess such experience as described above? If yes, provide the following information: (1) Job title, level of authority and responsibilities and/or duties of the individual you provided such service to and (2) describe in detail your specific duties as it related to serving as a personal and primary assistant. If no experience, state 'None' or 'N/A.' 12 SUPERVISORY EXPERIENCE Possession of supervisory experience is NOT a requirement for these positions. However, possession of such experience over lower-level clerical or secretarial support staff may be awarded extra consideration in our review. Do you possess Supervisory experience as described above? If yes , provide the following information: (1)Employer's name, (2) Dates of employment in which you held a supervisory title, (3) The number and job titles of the positions you supervised and, (4) a detailed description of your supervisory duties. If no experience, state 'None' or 'N/A.' Required Question
