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Duties Summary
Performs a variety of difficult and complex clerical or routine 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) immediate temporary full-time vacancy not-to-exceed April 20, 2023 in the Department of Parks and Recreation – Office of the Director Division in Hilo.
one (1) immediate permanent full-time vacancy in the Department of Public Works – Administration Division in Hilo.
one (1) immediate permanent full-time vacancy in the Hawai’i Fire Department – Administration Division in Hilo.
two (2) immediate permanent full-time vacancies in the Hawai’i Fire Department – Support Services Division in Hilo.
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.
Examples of Duties
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 same 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.
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 standard office machines such as copiers, scanners, calculators, typewriters, and desktop computers and peripherals.
May perform routine end user computer system assignments.
May supervise and review the work of others.
Performs other related duties as assigned.
Minimum Qualification Requirements
Training and Experience:
A combination of education and experience substantially equivalent to:
graduation from high school, and
three (3) years of clerical experience which shall have included some typing or keyboarding, and
possession of a valid State of Hawai’i driver’s license (Class 3) or any other valid comparable driver’s license at the 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 three (3) immediate vacancies with the Hawai’i Fire Department requires a valid driver’s license), and
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.
Substitution of education for required experience: An Associates degree from an accredited college or university in Business Technology, OATS, or Secretarial Science may be substituted for two (2) years of clerical work experience. (Scan and attach your official college transcript 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; 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 names and numbers 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;
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
Supplemental 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 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 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.
Employee benefits are generally for full-time permanent employment and include the following from the date of hire:* sick leave and vacation earnings* paid holidays * social security * credit union membership * life, dental, medical, vision, and prescription drug insurance plans* employee-employer paid retirement plan* flexible spending plan* tax-sheltered savings and investment program* mortgage loans through the State Employees’ Retirement System* career opportunity and mobility in a merit system for civil service positionsPersons who are hired may be required to pay union dues/service fees. Benefits for part-time employment is based on hours worked and type of appointment. Benefits are subject to change due to legislative, collective bargaining negotiation, and other changes.