OFFICE ASSISTANT IV – OAHU

Industry: Various

Company: State of Hawaii

Salary: See Position Description

Location : Island of Oahu

Job Type: Various

Job Number: 24-0441

Department: Various

Opening Date: 09/14/2024

Closing Date: Continuous

Recruitment Information

Recruitment Number 24-0441 – Vacancies are located in various areas on Oahu.

Salary: $3,354-$4,240 per month (SR-10, Step C to I)

Note: Hiring rates will be based on availability of funds, the applicant’s qualifications, and other relevant factors.

Rotating Shift Work: Some of the current positions in the Halawa to Kalihi geographical area require Shift Work. Applicants must be available to work rotating shifts, including evening, weekends, and holidays.

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

Perform senior level clerical work that involves a wide range of clerical functions where some originating and planning of work are required and/or a variety of highly complex clerical or administrative tasks that are primarily substantive in nature and requires evaluating information for conformance with established requirements and interpreting laws, rules and regulations in order to determine appropriate disposition and use of judgment because problems are often not covered by standard instructions or established techniques, systems or procedures; perform other related duties as assigned. Positions at this level carry out assignments independently, and accomplish work with substantial use of discretion and selectiveness in deviating from established processes and procedures. Some positions supervise and participate in performing complex clerical work comparable to the Office Assistant III.
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 Experience: Six (6) months of work experience which demonstrated knowledge of English grammar, spelling, and arithmetic; the ability to read and understand oral and written instructions; write simply and directly; and compare words and numbers quickly and accurately.

Clerical Experience: Two (2) years of work experience which involved the performance of a variety of clerical tasks and demonstrated knowledge of office practices and procedures, and the ability to carry out procedures in clerical work systems, and operate various kinds of office equipment and technologies.

Supervisory Aptitude: Possession of Supervisory Aptitude is required for some positions that require supervisory responsibility. Supervisory Aptitude is the demonstration of aptitude or potential for the performance of supervisory duties through successful completion of regular or special assignments which involve some supervisory responsibilities or aspects of supervision, e.g., by serving as a group or team leader, or by the completion of training courses in supervision accompanied by application of supervisory skills in work assignments; and/or by favorable appraisals by a supervisor indicating the possession of supervisory potential.

Substitutions Allowed: Relevant substitutions as described in the Minimum Qualification Requirements, will apply.

Keyboarding/Computer Skill: Some positions may 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.

Special Requirements:
A. Some positions may require the ability to lift and carry items of various weights with or without reasonable accommodation.
B. Some positions may require the handling of firearms and ammunition. Applicants for these positions must not possess a conviction of domestic violence.
C. Some positions may require the ability to comprehend, read, write, and speak in a language other than English, such as, Hawaiian, Japanese, or the use of American Sign Language.

License: A valid driver’s license is required for some positions. For these positions, a valid driver’s license is required at the time of appointment.

The information provided above represents a summary of the complete Minimum Qualification Requirements. To view the Requirements in their entirety, please CLICK HERE.
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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 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 the 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 instructed 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 sent via fax or USPS to our office as soon as possible. Our mailing address is: State of Hawaii Department of Human Resources Development, 235 South Beretania Street – 11th 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 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

MINIMUM QUALIFICATION REQUIREMENTS (Complete information and details)
A link to the Minimum Qualification Requirements has been provided in the job announcement. Please review the requirements in their entirety.

• I acknowledge that I have accessed the link provided, and have read and understand the minimum qualification requirements in their entirety.

05

LANGUAGE PROFICIENCY (IN ADDITION TO ENGLISH)
Some positions may require the ability to speak, read and write in a language other than English. If you are proficient in a language other than English and are interested in being considered for such positions, select the language(s) you are proficient in. Your proficiency may be tested at the time of interview.

• Hawaiian
• Japanese
• Tagalog
• Ilocano
• Mandarin
• Cantonese
• American Sign Language (ASL)
• None of the above

06

FEDERAL FIREARM CONTROL ACT – LAUTENBERG AMENDMENTSome Office Assistant positions are required to be qualified to have access to firearms and ammunition at all times, which includes being drug free.
Convictions of domestic violence preclude incumbents in these positions from having access to firearms and ammunition. An amendment to the Federal Firearm Gun Control Act (Title 18, United States Code, Section 922(g)(9)) makes it illegal for anyone who has been convicted of a misdemeanor or felony crime of domestic violence to carry and/or possess any firearm or ammunition. A crime of domestic violence is ANY offense – whether or not specifically identified by law as a crime of domestic violence – which involved the use or attempted use of physical force, or the threatened use of a deadly weapon committed by the victim’s current or former spouse, parent or guardian, by a person living or who lived with the victim as a spouse, parent, or guardian, or by a person who has had a similar relationship to the victim. This amendment applies to persons convicted at any time before or after the law was passed. There are no exemptions for law enforcement officers (including correctional officers), government employees or agents. If you are an Office Assistant in a law enforcement office and you have a conviction record involving domestic violence, you may be affected by this amendment to the law.
In answering the following question, you should check NO if all your convictions have been expunged or set aside or you have been pardoned for all your convictions. However, if any pardon, expungement, or restoration of civil rights expressly provided that you not ship, transport, possess, or receive firearms, you must check YES. You must also answer YES if you received a court martial conviction from a military court or you received non-judicial punishment from military authorities.
Have you been convicted of any act(s) involving domestic violence?

• Yes
• No

07

BASIC EXPERIENCE REQUIREMENT
Do you possess six months of experience as described in the Minimum Qualification Requirements OR do you possess a high school diploma or equivalent?

• Yes
• No

08

If you possess the Basic Experience/Education, please provide the following information. If you do not possess this experience/education, please state ‘None’ or ‘N/A.’

A. Employer’s name, your job title, dates employed (mo/yr to mo/yr) and average number of hours worked per week.
B. Describe the primary function of your position and the major duties and responsibilities you performed.

–OR–
A. Name of high school where you earned your diploma or equivalent.
B. City and state where you earned your diploma or equivalent.

09

CLERICAL EXPERIENCE REQUIREMENT
How many years of clerical work experience as described in the Minimum Qualification Requirements do you possess?

• No Experience
• Less than 6 months of experience
• 6 months to 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

10

If you stated that you possess clerical experience, identify each experience you would like us to consider and provide the following information. If you do not possess this experience, please state ‘None’ or ‘N/A.’

Be specific and complete in your responses. A resume submitted in lieu of answering each supplemental question completely will not be accepted.

Address each change in employer or position separately. The information for EACH employment should include:

A. Employer’s name, your job title, dates of employment (mo/yr-mo/yr) and average number of hours worked per week.

B. Describe your employer to include the organizational structure, the section you worked in, the services provided and the clientele served.

C. What was the primary function of your position, including your major duties and responsibilities?

D. Describe your specific duties which demonstrate the following. Include the steps you took and examples of the tasks you performed.

1. The performance of a variety of clerical tasks.
2. Your knowledge of office practices & procedures.

E. What office equipment, technologies and/or software did you use?

F. What was the job title of your supervisor? Describe in detail how your duties and level of authority differed from your supervisor.

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SUBSTITUTION OF EDUCATION FOR CLERICAL EXPERIENCE
Please indicate if you are using the education substitution to meet some or all of the clerical experience requirement, as described in the Minimum Qualification Requirements.

To receive credit for your academic training, submit a legible copy of your OFFICIAL TRANSCRIPTS with your online application.

• I am not using the substitution.
• 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.
• Education in a baccalaureate program at an accredited college or university.

12

SUPERVISORY APTITUDE
Some positions may require supervisory aptitude, as described in the Minimum Qualification Requirements.

Do you possess supervisory aptitude?

• Yes
• No

13

If you stated that you possess supervisory aptitude, identify each experience you would like us to consider and provide the following information. If you do not possess supervisory aptitude, please state ‘None’ or ‘N/A.’

Address each change in employer or position separately. The information for EACH employment should include:

A. Employer’s name, your job title, dates of employment (mo/yr-mo/yr) and average number of hours worked per week.

B. Describe your employer to include the organizational structure, the section you worked in, the services provided and the clientele served.

C. Describe the primary function of your position and your major duties and responsibilities.

D. Describe the work you performed which demonstrates aptitude or potential for the performance of supervisory duties; e.g., serving as a group or team leader; completion of training courses in supervision accompanied by application of supervisory skills in work assignments etc.

E. What was the job title of your supervisor? Describe in detail how your duties and level of authority differed from your supervisor.

Required Question