Job Details

Description

Salary Range:

School Administrative Services Assistant III, SR-16: $4,403.00 per month

Examples of Duties

Assists the principal with daily administrative services functions by:

1. Planning, supervising and/or providing office support and related services to meet priorities

2. Supervising and/or participating in greeting and ascertaining the purpose of callers and assisting or referring them as necessary

3. Answering or referring inquiries on policies, regulations, procedures and activities of the school, the Department of Education and the State

4. Contacting parents, departmental offices, other governmental agencies, business concerns and community groups for information required by the school or to disseminate information and secure cooperation

5. Reviewing and distributing incoming correspondence, circulars and other material

6. Composing routine and special letters

7. Informing the principal of matters requiring immediate attention and concerns relative to appointments, commitments and deadlines

8. Establishing, organizing and maintaining office files

9. Maintaining personnel records for the staff

10. Processing payroll and performing related work

11. Registering students and maintaining student records

12. Collecting cash, maintaining a variety of fiscal records and posting and summarizing financial data to report forms

13. Preparing and submitting purchase orders and/or requisitions, checking goods received against invoices and maintaining pertinent records

14. Maintaining inventory records, performing physical inventory and completing report forms

15. Assisting officers of student clubs and other class or school organizations with record keeping, purchases, etc.

16. Gathering, maintaining and compiling information for business office and student service reports

17. Operating and maintaining a variety of standard office machines

18. Typing letters, reports, schedules, bulletins and other material

19. Cutting stencils, duplicating and distributing a variety of material

20. Instructing, assigning and reviewing the work of students assigned to the office

21. May supervise clerical personnel and may take and transcribe shorthand dictation.

Minimum Qualifications

Education Requirement: Graduation from high school. Excess general or specialized experience as described below or other work experience requiring the ability to read, comprehend and apply written directions or a high degree of verbal skills may be substituted for education on a year-for-year basis.

Experience Requirements: Except for the substitution provided for in these specifications, applicants must have had experience of the kind and quality described below and in the amounts shown in the following table or any equivalent combination of training and experience:

Class TitleGeneral

Experience

(Yrs)Spclzd

Experience

(Yrs)Total

Experience

(Yrs) SCHOOL ADM SVCS ASST III224

General Experience: Progressively responsible work experience which involved skilled typing using a typewriter or word processing equipment in performing a variety of standard clerical work such as typing of correspondence, reports and other material; knowledge of English grammar, spelling and arithmetic; use of common office appliances and equipment; the ability to read and understand oral and written instructions; carry out procedures in clerical work systems; speak and write simply and directly; observe differences in copy and proofread words and numbers quickly and accurately; operate various kinds of office equipment.

Specialized Experience: Responsible clerical experience in a Hawaii public school setting in the capacity of chief clerical assistant to the principal. Such experience must have involved the performance of administrative office services and support functions of a school and skilled typing.

Skilled Typing Requirement: Applicants must be able to type accurately (using a typewriter or word processor) from plain or corrected copy at the rate of 40 net words per minute.

Substitutions Allowed:

1. Successful completion of a one-year clerical or business curriculum, which included courses in English, arithmetic, general clerical procedures and office machines, and typing, leading to a diploma, certificate or other comparable degree from an accredited community college, business or technical school, may be substituted for one year of General Experience. Applicants who have not graduated may receive partial credit towards general experience on the basis of fifteen semester hours or its equivalent in quarter credits or other units, for each half year of general experience up to a maximum of one year. To receive partial credit, the work completed must have included course work in typing proficiency.

2. Successful completion of a two-year clerical or business curriculum, which included courses in English, arithmetic, general clerical procedures and typing, leading to an Associate in science, diploma, certificate or comparable degree from an accredited community college, business or technical school, may be substituted for two years of General Experience. Applicants who have not graduated may receive partial credit toward the general experience requirements on the basis of fifteen semester hours or its equivalent in quarter credits or other units, for each half year of general experience up to a maximum of two years. To receive partial credit, the work completed must have included course work in typing proficiency.

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 applicant's overall experience must have been of such scope and level of responsibility as to conclusively demonstrate that applicant has the ability to perform the duties of the position for which applicant is being considered.

Supplemental Information

Salary: The advertised salary is based on full-time employment and includes shortage and school year differentials, if applicable.

Requirements: Applicants must meet all the requirements for the position they are seeking as of the date of the application, unless otherwise specified. Unless specifically indicated, the required education and experience may not be gained concurrently. Calculation of experience is based on full-time, 40-hour workweeks. Part-time experience is pro-rated. Example: Twelve months of experience at 20 hours/week is equivalent to six months of experience, not one year. Also, hours worked in excess of 40 hours/week will not be credited. Example: Twelve months of experience at 60 hours/week is equivalent to one year of experience, not one and a half years.

Temporary Assignment: Claims of Temporary Assignment (TA) experience to meet the minimum qualification requirements must be verified and attached to the application using one of the options below:

* A copy of the applicant's TA History Report or equivalent system-generated report;

* A signed letter from the applicant's supervisor that includes the applicant's name, his/her TA job title, the TA start and end dates (from mm/yy to mm/yy), his/her specific TA duties performed, and either the TA hours worked per week or total TA hours worked; or,

* Copies of the applicant's signed SF-10 Forms.

Documents: Attach all relevant supporting documents to your application. Documents that were attached to applications submitted before November 16, 2023 do not automatically attach or transfer to applications submitted on and after December 16, 2023. All submitted documents become the property of the Hawaii State Department of Education.

Information about Temporary Positions: Temporary positions may be extended year to year, dependent upon funding and departmental needs. Making yourself available for temporary positions increases your employment possibilities and may lead to permanent opportunities. A person hired for a temporary position may also become a temporary employee upon satisfactory completion of the initial probation period of at least six months. Once a temporary employee, you would 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 as afforded to an employee in a permanent position, with the exception of return rights and placement rights associated with a reduction-in-force.

Equal Opportunity

The Hawaii State Department of Education does not discriminate in its educational policies, programs, and activities on the basis of sex, race, color, religion, national origin, age, and disability in accordance with Title IX of the Education Amendments of 1972, Title VI of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, Age Discrimination Act of 1975, and Americans with Disabilities Act of 1991. The Department does not discriminate in its employment policies, programs, and activities on the basis of sexual orientation, arrest and court record, and National Guard participation, as well as on the basis of sex, race, color, religion, national origin, age, and disability, in accordance with Title VII of the Civil Rights Act of 1964, Age Discrimination in Employment Act of 1967, Americans with Disabilities Act of 1991, Equal Pay Act of 1963, and Chapter 378, Part I, Hawaii Revised Statutes.

12-month civil service and SSP employees enjoy a range of competitive benefits:

* Holidays: You may be eligible for 13 paid holidays each year; 14 holidays during an election year.

* Vacation: Employees of Bargaining Units 1, 2, 3, 4, 9, 10 and 13 earn 21 days per year.

* Sick Leave: Employees of Bargaining Units 1, 2, 3, 4, 9, 10 and 13 earn 21 days per year. Accumulated (unused) credits may be used toward computing retirement benefits.

* Health Insurance: If eligible, the State pays a part of the premiums for each employee's enrollment in a State sponsored Medical, Drug, Vision, and Adult Dental Plan.

* Group Life Insurance: The State provides a free life insurance policy for employees and retirees.

* 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.

* Retirement Plan: The State contributes to a retirement plan for eligible employees. Generally, employees with at least 10 years of credited service and who have reached 62 years of age or have 30 years of credited service and are 55 years old may retire and receive benefits.

* Tax Shelter Annuity (TSA): If eligible, Department employees are able to participate in a tax shelter annuity program. The TSA plan allows eligible employees to contribute pre-tax dollars to an employee-selected investment service provider authorized to provide TSA products.

* Deferred Compensation: The State offers employees a tax deferred (sheltered) retirement investment program. This program is an opportunity to build a retirement nest egg through voluntary payroll deductions. Several 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.

* Workers' Compensation: If an employee is injured while on the job, benefits covering medical expenses and partial wage support may be available through workers' compensation.

* 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 is intended as a general summary of the benefits offered and is subject to change. This does not constitute a contract or binding agreement. Benefits vary by type of employment appointment and collective bargaining agreements.

01

EDUCATION: Have you graduated from high school or equivalent; or do you have excess general or specialized experience as described in the minimum qualification requirements? From the options listed, select the one that applies to you.

* A. I possess a High School Diploma.

* B. I possess a General Equivalency Diploma (GED).

* C. I do not possess a High School Diploma or GED, but I do possess (i) excess General Experience; (ii) experience that required the ability to read, comprehend, and apply written directions; or (iii) experience that required a high degree of verbal skill.

* D. I do not meet any of the options above.

02

GENERAL EXPERIENCE: Do you possess two (2) years of work experience as described in the minimum qualification requirements?

* Yes

* No

03

GENERAL EXPERIENCE (cont):

If you answered "NO" to the previous question, in the space below write "N/A" and proceed to the next question. If you answered "YES", please answer the following questions in the order given.

Do not list volunteer experience as they will not be given consideration. To receive credit for substitute, on-call and temporary assignment (TA) work performed, consideration will be given upon receipt of official documents signed by your respective supervisor and/or personnel office. For TA work performed, attach or submit copies of the approved Form 10 (SF-10).

NOTE: All employers listed below should also be listed in the Work Experience section on your application. Address EACH change in employer or position separately.

(a) Official Job Title.

(b) Employer's name.

(c) Dates of employment (from mm/yyyy to mm/yyyy).

(d) Average hours worked per week.

* Indicate type employment status: substitute, on-call, temporary, or full-time.

(e) Describe in detail the duties you performed that clearly demonstrates your ability to:

* perform skilled typing using a typewriter or word processing equipment in performing a variety of standard clerical work, i.e. typing correspondence, reports and other material;

* knowledge of English grammar, spelling and arithmetic, and your ability to proofread words and numbers quickly and accurately;

* read and understand oral and written instructions;

* carry out procedures in clerical work systems, e.g., describe the programs and systems you used as a part of your job;

* speak and write simply and directly; and

* list the office machines/equipment you operated as a part of your job.

(f) Name and official title of immediate supervisor.

* How did your duties and responsibilities differ from his/hers?

04

SPECIALIZED EXPERIENCE:

Do you posses at least one to three years work experience as described in the minimum qualification requirements?

Please select the answer that best describes your years of work experience in a Hawaii public school setting as chief clerical assistant to the principal.

* I possess at least one year of work experience.

* I possess at least two years of work experience.

* I possess at least three or more years of work experience.

* I do not have any experience.

05

SPECIALIZED EXPERIENCE (cont): :

If you don't have experience, write "None", and proceed to the next question. If you indicated you have experience as a SCHOOL ADMINISTRATIVE SERVICES ASSISTANT (SASA) to a Hawaii public school principal, please answer the following questions. Address EACH change in employer or position separately.

(a) Name of the Hawaii public school at which you were employed as a SASA;

(b) Name of the Hawaii public school principal you worked for;

(c) Your complete dates of employment (from mm/yyyy to mm/yyyy);

(d) Average hours you worked per week (Substitute, on-call, and temporary assignment (TA) employment claims require a list of dates and hours worked endorsed and signed by your respective supervisor and/or personnel office. Copies of SF-10 forms are acceptable for TA hours.); and,

(e) A detailed and complete description of your duties performing administrative office services and support functions of a school and skilled typing.

NOTE: Your application will be deemed incomplete if you copy/paste/reference your resume in the space provided since doing so is not considered a complete response to this question.

06

SUBSTITUTIONS ALLOWED:

Successful completion of a clerical or business curriculum as described in the minimum qualifications requirements may be substituted for general experience. Select the option that applies to you.

* I completed a ONE-year clerical or business curriculum and graduated with a diploma, certificate, or other comparable degree from an accredited community college or business/technical school. I will submit my official or copy of official transcript so that my coursework can be properly evaluated. I understand that to be credited, my transcript must show completion of coursework in English, Math/Arithmetic, General Clerical Procedures, Office Machines, and Typing.

* I completed a TWO-year clerical or business curriculum and graduated with a diploma, certificate, or other comparable degree from an accredited community college or business/technical school. I will submit my official or copy of official transcript so that my coursework can be properly evaluated. I understand that to be credited, my transcript must show completion of coursework in English, Math/Arithmetic, General Clerical Procedures, Office Machines, and Typing.

* I partially completed a clerical or business curriculum, including having already completed a course(s) in typing proficiency. I will submit my official or copy of official transcript so that my coursework can be properly evaluated.

* I do not possess any of the above.

07

SELF-CERTIFICATION STATEMENT FOR TYPING: Applicants must possess the ability to perform a range of typing (keyboarding) tasks. To qualify, you must be able to type straight copy at a rate of 40 net words per minute. I understand that my typing (keyboarding) proficiency may be evaluated by the appointing authority, and that the Department of Education Office of Talent Management reserves the right to test me. I possess the typing (keyboarding) speed (net words per minute) of:

08

TRANSCRIPTS, CERTIFICATIONS, AND OTHER VERIFYING DOCUMENTS: Official or copies of official transcripts, certifications (front and back), and other verifying documents must be received in our office within ten (10) calendar days from the date of your application. If these documents are NOT received by the deadline, your application may be rejected.

* I understand, and will submit the required documents to CSSP Recruitment within ten (10) calendar days.

* I understand, but I will not submit the required information. I understand that my application may be rejected.

* I have previously submitted my verifying documents for another recruitment.

Required Question

Agency Hawaii State Department of Education

Address P.O. Box 2360

Honolulu, Hawaii, 96804

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