ADMINISTRATIVE ASSISTANT I, II, III Salary See Position Description Location Island of Oahu Job Type Various Job Number 25X015 Department Health Opening Date 09/05/2025 Closing Date Continuous Description Benefits Recruitment Information HOW TO APPLY: See "Other Information" BelowPlease be advised that the hiring process for this position is part of the Department of Health's Hiring Innovation for Rapid Employment (HIRE) Pilot Project. The Pilot Project will defer the traditional screening of applications for minimum qualifications until after a selection has been made. Therefore, the referral of an application to the hiring manager and the opportunity to interview for the position do not indicate that the applicant meets the minimum qualifications for the position, nor do they guarantee employment. If selected for the role, a comprehensive review of the application packet will occur to ensure that the minimum qualifications are met. If the selectee is deemed qualified, a conditional offer will be issued.This posting is for the State of Hawaii, Department of HealthThe position is located on the Island of OAHUSalary: Level I $3,748 - $4,742 per month (SR-12, Step C to I)Level II $4,054 - $5,133 per month (SR-14, Step C to I)Level III $4,388 - $5,555 per month (SR-16, Step C to I)The State Recruiting Office will refer all inquiries regarding this civil service recruitment to the Department of Health. Duties Summary These positions perform secretarial services as a primary work assignment, along with minor administrative, clerical and related services for a program manager. The program manager served is at a level in the States hierarchy which requires that he/she be substantially involved in planning, programming, and budgeting, in addition to work direction and coordination, as well as appropriate liaison and public relations.An Administrative Assistant 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 I serve as a secretary to a manager of a program and organization of modest complexity; may supervise and participate in performing complex clerical work; and performs other duties as required.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.An Administrative Assistant serves as a trusted personal assistant which require a close and confidential relationship with the manager or administrator served; an overall awareness of the activities and administrative framework of the organization; and the performance of a variety of clerical and minor administrative duties which are auxiliary to the work of the manager or administrator served.The Administrative Assistant III serves as a secretary to the manager of a statewide program or programs and an organization of substantial complexity and size or scope; and performs other related duties as assigned.The Administrative Assistant IV serves as the Administrative Assistant to the manager of statewide programs and an organization of extensive complexity and size or scope; and perform other related duties as assigned. Minimum Qualification Requirements GENERAL EXPERIENCE REQUIREMENT: (Level I-IV) 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 EXPERIENCE REQUIREMENT:•(Level I): One (1) year Progressively responsible typing, and/or substantive clerical work which demonstrated possession of, in addition to the knowledge and abilities noted under General Experience, knowledge of common office appliances and equipment and the ability to carry out procedures in clerical work systems and to perform secretarial tasks including, but not limited to, several of the following: serving as telephone and walk-in receptionist; maintaining a system of files; making travel arrangements; composing correspondence; obtaining and presenting information from files; routing correspondence; reviewing outgoing correspondence for format, grammar, spelling punctuation and typographical errors; maintaining a log of pending work; etc., and use computers and software applications (e.g., word processing, spreadsheet, databases, etc.). •(Level II): Two (2) years Progressively responsible typing, and/or substantive clerical work which demonstrated possession of, in addition to the knowledge and abilities noted under General Experience, knowledge of common office appliances and equipment and the ability to carry out procedures in clerical work systems and to perform secretarial tasks including, but not limited to, several of the following: serving as telephone and walk-in receptionist; maintaining a system of files; making travel arrangements; composing correspondence; obtaining and presenting information from files; routing correspondence; reviewing outgoing correspondence for format, grammar, spelling punctuation and typographical errors; maintaining a log of pending work; etc., and use computers and software applications (e.g., word processing, spreadsheet, databases, etc.). •(Level III): Two (2) years *Progressively responsible typing, and/or substantive clerical work which demonstrated possession of, in addition to the knowledge and abilities noted under General Experience, knowledge of common office appliances and equipment and the ability to carry out procedures in clerical work systems and to perform secretarial tasks including, but not limited to, several of the following: serving as telephone and walk-in receptionist; maintaining a system of files; making travel arrangements; composing correspondence; obtaining and presenting information from files; routing correspondence; reviewing outgoing correspondence for format, grammar, spelling punctuation and typographical errors; maintaining a log of pending work; etc., and use computers and software applications (e.g., word processing, spreadsheet, databases, etc.). AND one (1) year, as noted, of progressively responsible typing and/or substantive clerical work experience, which demonstrated possession of the ability to perform secretarial duties including, but not limited to the following: 1) providing personal assistance to an administrator or executive by attending to the administrative details of an office; 2) having an overall awareness of the activities and administrative framework of a program/organization; and 3) ability to exercise sound judgment.SUBSTITUTION ALLOWED:Graduation from high school or equivalent may be substituted for the General Experience. Excess Specialized Experience may be substituted for General 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 which included courses in English, clerical/office procedures, and mathematics may be substituted for the required Specialized Experience, as noted by the single asterisk (*), on the basis of fifteen (15) semester credits of satisfactorily completed course work for six (6) months of Specialized Experience, up to a maximum of one (1) year. Education in a baccalaureate program at an accredited college or university may be substituted for Specialized Experience on the basis of fifteen (15) semester credits for six (6) months of experience, up to a maximum of one (1) year.Who May ApplyLEGAL AUTHORIZATION TO WORK REQUIREMENT: The State of Hawaii requires that 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. Other Information Complete Application Packet at: https://health.hawaii.gov/employment/job-opportunities/ Recruitment deadline is continuous. YOUR JOB BENEFITS WITH THE STATE OF HAWAIIThe 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 HolidaysYou may be eligible for 13 paid holidays each year; 14 holidays during an election year.Paid VacationYou 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 LeaveYou 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 LeavesReasonable 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 InsuranceThe State pays a part of the premiums for each employees 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 InsuranceThe State provides a free life insurance policy for employees.Retirement PlanThe 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 PlanParticipating 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 AccountsEligible 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 BenefitsParticipating 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 CompensationThe 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 InsuranceQualified employees may be eligible to receive benefits for a disability caused by a non-work related injury or illness under this program.Social SecurityAs an employer, the State also contributes to an employees social security account.Promotions & TransfersFor employees with membership in the civil service, the State offers promotion and transfer opportunities throughout the State Executive Branch.Training & Continuing EducationThe State supports developmental activities related to an employees work. In many departments there are numerous in-service training opportunities available. Sabbatical leaves with pay are available for qualified employees.Travel ExpensesThe 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 AwardsThe 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 BargainingEmployees 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 employees 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 Hawaiis Benefits At-A-Glance.The State of Hawaii is an Equal Opportunity Employer Revised 01/13 Employer State of Hawaii Address DHRD - Employee Staffing Division 235 S. Beretania Street, 11th Floor, Honolulu, Hawaii, 96813-2437 Phone 808-587-1111 or 1-877-447-5990 (TTY) ***** Website http://jobs.hawaii.gov/