Administrative Specialist III, State of Hawaii, Department of Human Resources Development

Performs secretarial services as a primary work assignment along with minor administrative, clerical and related services for a program manager, or administrator of a substantial organizational entity who is not necessarily a program manager. An Administrative Assistant serves as a trusted personal assistant which requires: 1) a close and confidential relationship with the manager or administrator served; 2) an overall awareness of the activities and administrative framework of the organization; and 2) the performance of a variety of clerical and minor administrative duties which are auxiliary to the work of the manager or administrator served.

ABOUT THE JOB

The program manager served is at a level in the State's hierarchy which requires that the position be substantially involved in planning, programming and budgeting, in addition to work direction and coordination as well as appropriate liaison and public relations. Program planning and budgeting originate at the lowest level subprogram which usually consists of activities with a common purpose wholly administered by a single identifiable organizational unit. This position speaks and acts for the manager or administrator served in those matters delegated to facilitate workflow, coordination and management controls and relationships with others both within and outside the organization. Duties invariably include telephone and receptionist duties; keeping a calendar for the manager / administrator and their subordinates, and other offices; receiving and distributing incoming mail and preparing replies; arranging for and recording the proceedings of conferences; channeling and reviewing outgoing mail; maintaining records and files; making travel arrangements for the manager / administrator and other staff; and performing various minor administrative and clerical duties related to the operation of the office of the manager / administrator. Performance of stenographic and typing services for the manager / administrator is typical of an Administrative Assistant. Position has the primary characteristic of being a trusted personal assistant performing duties auxiliary to the work of the manager or administrator served. Supervision of others is normally included but does not typically involve a major portion of the working time.

RESPONSIBILITIES

• Performs secretarial services and minor administrative duties.
• Acts for the manager or administrator in delegated matters to facilitate workflow, coordination, and management controls.
• Maintains records, files, and handles travel arrangements.
• Performs telephone and receptionist duties, keeps calendar, schedules appointments, and arranges conferences.
• Channels and reviews outgoing mail, receives and distributes incoming mail.

QUALIFICATIONS

• Trusted personal assistant capabilities.
• Knowledge of the attitudes, views, policies, and operational style of the manager or administrator served.
• Ability to perform various clerical and minor administrative duties.
• Capability to supervise others, although not a major portion of the working time.

ADDITIONAL ELIGIBILITY

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 of the organization based on a knowledge of the attitudes, views, policies and style of operation of the individual served. Duties performed invariably include telephone and receptionist duties; keeping a calendar for the manager / administrator, and scheduling appointments and conferences; performing liaison duties between the manager / administrator and their other subordinates, and other offices; receiving and distributing incoming mail and preparing replies; arranging for and recording the proceedings of conferences; channeling and reviewing outgoing mail; maintaining records and files; making travel arrangements for the manager / administrator and other staff; and performing various minor administrative and clerical duties related to the operation of the office of the manager / administrator. The performance of stenographic and typing services for the manager / administrator is typical of an Administrative Assistant, but their absence does not exclude a position from this series provided that the position has the primary characteristic of being a trusted personal assistant performing duties auxiliary to the work of the manager or administrator served. Supervision of others is normally included but does not typically involve a major portion of the working time.

TARGET MOCS

All MOCs

ELIGIBLE SERVICE BRANCHES

All Services

PROGRAM COST

None

OTHER

None