Administrative Assistant I, State of Hawaii, Department of Human Resources Development

Provide all administrative support servies for the operation of a statewide program or district. Administrative support services mirror those that are received from central staff offices, such as human resources, accounting, budgeting and procurement. Positions relieve a program manager or administrator from these administrative details; have substantial authority to complete actions in administrative matters; normally have few or no professional subordinates in human resources management, fiscal management, procurement, etc.

ABOUT THE JOB

The Administrative Specialist aids in completing work through knowledge of and skill in dealing with organizations, workflow processes, funding, resources, equipment and the other tools or resources of management. Focus of the work is in management of financial and human resources; however, also performs key work in several other vital functions or services such as program evaluation and analysis, budgeting, management analysis, procurement, service contract negotiations and administration, reports management, data processing and similar or closely related activities. Paramount requirements are knowledge and understanding of management principles and practices, methods and techniques and skill integrating management services with program operations. Also requires knowledge of the organization served and its mission, including the relative importance of various work operations and management services to these operations. Most importantly, the position requires the ability to apply the knowledge and understanding of administration to solve the practical problems of management.

RESPONSIBILITIES

• Provide all administrative support services for the operation of a statewide program or district.
• Complete actions in administrative matters such as human resources, accounting, budgeting, and procurement.
• Manage financial and human resources, program evaluation and analysis, budgeting, management analysis, procurement, service contract negotiations and administration.
• Perform liaison duties, manage schedules, appointments, and travel arrangements for the manager or administrator.
• Maintain records and files, manage incoming and outgoing mail, and handle telephone and receptionist duties.

QUALIFICATIONS

• Knowledge and skill in dealing with organizations, workflow processes, funding, resources, and equipment.
• Understanding of management principles and practices, methods and techniques.
• Ability to apply knowledge of administration to solve practical problems of management.
• Knowledge of the organization served and its mission, including the relative importance of various work operations.

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