Administrative Assistant

State of Hawaii -
Oahu Island, HI

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Job Details

Full-time
$55,000 a year
3 days ago

Benefits

Mileage reimbursement
Commuter assistance
Paid holidays
Disability insurance
Health insurance
Dental insurance
Flexible spending account
Vision insurance
Life insurance
Retirement plan
Paid sick time

Qualifications

Confidential information handling
Microsoft Excel
Microsoft Outlook
English
Administrative experience
High school diploma or GED
SharePoint
Adobe Acrobat

Full Job Description

Recruitment Information

This posting is for the State of Hawaii, Office of the Auditor, Legislative Branch.

The position is located on the Island of Oahu (Downtown Honolulu).

Salary: $55,000 + full-time.

If you have any questions regarding this non-civil service exempt position, please contact the Office of the Auditor at [email protected] or 587-0800 (Monday - Friday, 7:45 a.m. - 4:30 p.m. HST).

The State Recruiting Office will refer all inquiries regarding this exempt position to the Office of the Auditor.

Duties Summary

Helps maintain a professional tone and appearance for support services befitting a constitutional office. Maintains confidentiality of information possessed or acquired. Exercises discretion in promoting and protecting the interests of the office.

Screens visitors, telephone calls, and emails to determine the nature of such visit or call and, as appropriate, handles them personally or refers them to the appropriate person in the office. Exercises considerable tact and judgment in handling callers, visitors, members of the Legislature, other government officials, and the press. Informs the Auditor of any problems in the position’s areas of responsibility and provides such assistance as may be required to solve the problems.

Prepares, formats, proofs, and finalizes office correspondence.

Assists with the audit report production process, including proofreading draft reports and related documents. Production process begins with the audit office draft and concludes with preparing the final report for distribution. Arranges external distribution of audit reports and maintains office copies of each audit report issued by the office.

Maintains all correspondence files and other office-related files. Records and files requests by the Legislature to agencies and officials of federal, state and county governments and quasi-public and private agencies. Files office copies of newsletters, newspapers, magazines and other publications, and purges such copies on a regular basis.

Maintains the office’s leave share program records and submits annual reports to leadership and legislative service agencies. Responsible for processing leave requests and maintaining office calendar.

Responsible for all office equipment and equipment-related matters. Maintains inventory log for all equipment acquired by the office. Reports new purchases, disposals, and transfers of office equipment to the Department of Accounting and General Services (DAGS) on a quarterly basis. Conducts annual physical inventory as directed by DAGS. Other responsibilities include purchasing of office supplies.

Assists staff with travel needs, such as airline and rental car reservations and hotel accommodations. Assists staff with registering for training-related matters, including pCard payments for on-line registration.

Assists staff with obtaining library or other materials upon request, contacting other State offices, creating surveys and forms, and in reproducing copies of materials.

Works with the legislative team during each legislative session to track legislation, download bill information into the office's legislative tracking system, file testimony, and calendar hearings.

Assists with following up on the status of audit recommendations, including soliciting written status updates from the departments/agencies and preparing required reports.

Performs other administrative services not specified above. Assumes responsibilities of other administrative staff in their absence, including the duties required in the areas of personnel and fiscal management.

Minimum Qualification Requirements

Legal Authorization to Work Requirement

In accordance with section 78-1(c), Hawai‘i Revised Statutes, any person seeking employment with the government of the State shall be a citizen, national, or permanent resident alien of the United States, or eligible under federal law for unrestricted employment in the United States, and shall become a resident of the State within thirty days after beginning employment as a condition of eligibility for continued employment; provided that bona fide military service members' dependents shall be exempt from the requirement to become residents if the dependents are in the State by virtue of the military service members' orders.

Minimum Qualifications

Knowledge of: business English; spelling, arithmetic; general office practices; the operation and maintenance of various office equipment; and administrative support principles and practices.

Proficiency with Microsoft Office (Word, Excel, Outlook, and PowerPoint), SharePoint, Adobe Acrobat, and other office productivity software.

Ability to: carry out a varied range of administrative and clerical functions; maintain confidentiality; work effectively despite frequent interruptions; write, format, and finalize routine business letters; deal tactfully with others, both within and outside the office, in carrying out the instructions and policies of the office; prepare accurate documents efficiently and with attention to detail.

High school diploma or equivalent; additional education or administrative training preferred.

Preferred background

Two or more years of experience in an administrative role.

Familiarity with Hawai‘i state government structure and processes, or experience in a legal setting.

Experience reviewing and remediating electronic documents for compliance with accessibility standards, including the Americans with Disabilities Act (ADA) and Section 508 accessibility requirements.

Other Information

This position is exempt from the civil service and considered temporary in nature. Therefore, if you are appointed to the position, your employment will be considered to be "at will," which means that you may be discharged from your employment at the prerogative of your department head or designee at any time.

Compensation

Starting salaries and salary adjustments are set at the discretion of the State Auditor, as provided under Chapter 89C, Hawai‘i Revised Statutes (Public Officers and Employees Excluded from Collective Bargaining).

Benefits

The Office of the Auditor is attached to the Legislative Branch, State of Hawai‘i. Employees are eligible to receive all benefits afforded to employees of the State of Hawai‘i, including medical, dental, and vision insurance, and retirement programs.

Submit resumes to:

To apply, please submit a cover letter and resume to: [email protected]

Office of the Auditor, State of Hawai‘i

465 South King Street, Room 500

Honolulu, Hawai‘i 96813

An Equal Opportunity Employer

Direct all inquiries regarding this position to:

Office of the Auditor

Email: [email protected]

Phone: (808) 587-0800 (Monday - Friday, 7:45 a.m. – 4:30 p.m. (HST))

NOTE: The State Recruiting Office will refer you to the Office of the Auditor regarding this exempt position.

Apply Now

Recruitment Information

Duties Summary

Minimum Qualification Requirements

Other Information

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