ADMINISTRATIVE SERVICES ASSISTANT - OAHU

ADMINISTRATIVE SERVICES ASSISTANT - OAHU Salary See Position Description Location Island of Oahu Job Type Various Job Number 22-0432 Department Various Opening Date 07/23/2022 Closing Date Continuous Description Benefits Questions Recruitment Information Recruitment Number 22-0432 - There are multiple vacancies for full-time and temporary full-time positions with the Department of Accounting & General Services (DAGS) and the Department of Land & Natural Resources (DLNR). This recruitment will be used to establish a list of qualified applicants to fill the current vacancies and may be used to fill future vacancies as they occur. Salary: $5,258 to $6,399 per month (SR-22, Step D to I).Note: Hiring rates will be based on availability of funds, the applicants qualifications and other relevant factors.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 Hawaiis Civil Service Job Opportunities Listing page of our website.Note: 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. Duties Summary NOTE: THESE VACANCIES ARE NOT SECRETARIAL, CLERICAL, OR OFFICE SUPPORT POSITIONS. These positions provide administrative support services to the administrator of a statewide program; participate in and coordinate program planning and evaluation; conduct special studies of operational and administrative problems; and perform other related duties as assigned.A position in this class relieves the administrator of administrative details by overseeing budget preparation and expenditure control, fiscal recordkeeping and reporting, and personnel services. The work also includes coordinating all program planning and evaluation, and drafting proposed legislation, policies, procedures, rules or regulations. A major activity is the conduct of special studies or investigations of operational and administrative problems or needs and the development of alternative solutions and courses of action. Minimum Qualification Requirements To qualify, you must meet all of the following requirements:Legal Authorization to Work: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.Basic Education: A bachelors degree from an accredited four-year college or university.General Experience: Two and one-half (2 1/2) years of progressively responsible professional work experience which demonstrated the ability to perform administrative assignments such as budget formulation and justification, fiscal operations and/or personnel administration, or experience which involves the analysis of programs and services to determine their effectiveness, achievement of program objectives, staffing, cost factors, and to participate in planning for future needs or for related management purposes.The experience must have demonstrated the ability to identify information needs, collect and analyze data, identify alternatives and their advantages and disadvantages, develop logical recommendations for a course of action, read and comprehend complex material such as statutes and/or federal regulations, exercise a high degree of judgment in applying and interpreting rules, regulations, policies and procedures and draft comprehensive reports of findings and recommendations.At least one (1) year of the experience must have been at the fully competent, independent professional worker in a position involving budget/program evaluation, planning, management/organizational analysis or personnel administration.Experience as an independent worker in such programs is characterized by the performance of a variety of moderately difficult work assignments involving extensive analysis and the application of management principles in one or more areas of administration. Experience in direct services programs may be accepted if there is evidence of continuing responsibility for analytical work as described above (viz., as a staff assistant responsible for analyzing the assigned program area and recommending improvements in operations or as a supervisor whose work included evaluating and monitoring the progress of the assigned program area or function and preparing reports of progress and plans for the assigned work or function).Non-Qualifying Experience: Clerical or paraprofessional work (technical work performed in support of professional practitioners), although such work may have been done in budget or program evaluation area, is not qualifying.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.02032:100312:13:AK Other Information The State of Hawaii 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) PROGRAMThe 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: https://studentaid.ed.gov/sa/repay-loans/forgiveness-cancellation/public-serviceELECTRONIC NOTIFICATION TO APPLICANTSThe 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 INFORMATIONThe 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 Offices Levels of Review. 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 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 APPLICANTS ACKNOWLEDGEMENT - REQUIRED SUPPLEMENTAL QUESTIONS Please read the following information carefully. A. At a minimum, you must submit a cover letter, detailed resume, list of recent professional references, and respond to all of the required Supplemental Questions. The Department of Human Resources Development and the hiring agency will use the information you provide to determine whether you meet the Minimum Qualification Requirements (MQRs). Failure to provide complete and detailed information may result in your application being delayed, rejected, or assigned a lower rating. B. Your resume must include the following information for EACH work experience you wish to be considered: 1) Name of Employer. 2) Complete dates of employment (month/year to month/year. 3) Your official job title. 4) A detailed description of your job duties as they directly address each of the MQRs. C. You must submit verification (e.g., copies of official transcripts or diploma) 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 a regionally 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. D. To receive credit for substitute, temporary assignment, or volunteer experience, you must submit an official letter of verification from the employer. The letter should include your job title, complete employment dates, number of hours worked per week, a description of the duties performed, and a contact name and phone number. E. You must meet all MQRs, as of the date of application. F. Any information you submit may be verified. G. It is your responsibility to provide complete and accurate information which will clearly substantiate whether you meet the MQRs. H. Possession of the required number of years of experience will not in and of itself be accepted as proof of qualification for the position. Your overall experience must have been of such scope and level of responsibility so as to conclusively demonstrate that you have the ability to perform the duties of the position being sought. I. Your supporting documents must be electronically attached to your application. J. In submitting your application, you certify that the information you are providing to the Department of Human Resources Development and the hiring agency is complete, accurate, and true to the best of your knowledge. Any misstatement of fact provided during the application or selection process may result in corrective action, including termination from service. I acknowledge that I have read, understand and agree to all of the above. 03 APPLICANTS ACKNOWLEDGEMENT (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 pro-rated.Example: Twelve months of experience at 20 hours/week will be pro-rated 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 APPLICANTS ACKNOWLEDGMENT - MINIMUM QUALIFICATION REQUIREMENTS (Complete information and details)A summary and link to the complete Minimum Qualification Requirements have been provided in the job announcement. I acknowledge that I have accessed the link provided, and have read, understand, and agree to all of the above. 05 EDUCATION REQUIREMENTDo you possess a bachelors degree from an accredited university or four-year college? In order to receive credit for your academic training, please attach a copy of your OFFICIAL DIPLOMA and/or TRANSCRIPTS to your online application or send a copy to our office as soon as possible. Yes No 06 GENERAL EXPERIENCE REQUIREMENTThe General Experience requires a minimum of Two and one-half (2 1/2) years of experience which demonstrates the ability to perform administrative assignments such as budget formulation and justification, fiscal operations and/or personnel administration , OR experience which involved the analysis of programs and services to determine their effectiveness, achievement of program objectives, staffing needs, cost factors, and participating in planning for future needs or for related management purposes.At least one (1) year of the experience must have been at the fully competent, independent professional worker level involving budget/program evaluation, planning, management/organizational analysis or personnel administration.Do you possess all of the General Experience Requirements needed for this position?By answering Yes, you acknowledge you understand and will ensure that your resume and attached documentation will clearly substantiate each of the requirements. Yes No 07 SUBSTITUTIONS ALLOWED FOR REQUIRED EXPERIENCEWill you be submitting a masters degree in business or public administration, or a related field which provided knowledge of principles and techniques of management and administration with emphasis in the application of research and analytical methods and techniques for one (1) year of the General Experience, but not for the one (1) year of the fully competent level experience? By answering Yes, you understand and agree that you will submit verification of such education at the time of application, in order to receive credit. Please attach a copy of your OFFICIAL DIPLOMA and/or TRANSCRIPTS of your Masters degree in a pertinent field to your online application or send a copy to our office as soon as possible. Yes No 08 CONTINUED SUBSTITUTION OF EDUCATION FOR SPECIALIZED EXPERIENCE Will you be submitting a PH.D. degree from an accredited college or university in business or public administration which may be substituted for all of the required experience? By answering Yes, you understand and agree that you will submit verification of such education at the time of application, in order to receive credit. Please attach a copy of your OFFICIAL DIPLOMA and/or TRANSCRIPTS of your PHD degree in a pertinent field to your online application or send a copy to our office as soon as possible. Yes No Required Question Employer State of Hawaii Address DHRD - Employee Staffing Division 235 S. Beretania Street, 11th Floor, Honolulu, Hawaii, 96813-2437 Phone 808-587-0936 or 1-877-447-5990 (TTY) *** Website http://jobs.hawaii.gov/