Administrative Coordinator II

2 weeks ago

Honolulu, Hawaii, United States Hawaii State Department of Education Full time

Compensation Overview:
Administrative Coordinator II, SR-14: $3,730.00 per month
Welcomes guests to the office and manages incoming calls; directs inquiries and callers to the appropriate personnel based on an understanding of the organization's functions; takes messages for management; schedules appointments for executives and provides reminders; delivers accurate information in response to specific requests when permissible;
Handles incoming correspondence and forwards it to management unless it can be addressed by another team member; attaches previous communications and relevant documents to correspondence needing management's attention; sends standard acknowledgments or selects template responses for routine inquiries; drafts standard correspondence for management's review that requires specific knowledge of operational practices, procedures, policies, or other relevant information; checks all outgoing correspondence for typographical correctness and adherence to procedures;
Organizes and maintains subject matter, alphabetical, and/or chronological filing systems, and provides records upon request or in anticipation of management's needs;
Orders supplies, equipment, and maintenance services through appropriate channels;
Consults specific books, manuals, catalogs, or other resources to obtain necessary information;
Assigns the use of facilities, vehicles, equipment, or similar resources to ensure efficient and effective utilization;
Conveys messages and instructions to other staff members on behalf of management;
Allocates debits, credits, costs, charges, or similar bookkeeping items to the correct accounts or classifications;
May type documents from accurate copies or rough drafts; prepares duplicating machine stencils and/or master copies;
May take dictation using shorthand or a steno-type machine and transcribe using a typewriter; records general notes and/or minutes during meetings or conferences by hand, shorthand, or steno-type machine;
Explains details of services, methods, or policies;
Reviews the work of others, identifying incorrect procedures or methods and correcting entries or results;
Approves or recommends the rejection of applications, requests, claims, or other items in accordance with operational policies or rules of action;

May oversee clerical staff and others in the execution of complex clerical tasks (as defined in the Office Assistant series) on a regular and ongoing basis.


Experience
Qualifications:
Applicants must possess work experience of the type and quality described below and in the amounts indicated in the following table:
Class Title General Clerical Experience (years)

Specialized Clerical Experience (years) Total Experience

(years) Administrative Coordinator II Substitutions Allowed:

Any combination of work experience and/or education, not specifically mentioned elsewhere in this specification, which clearly demonstrates the applicant's possession of knowledge, skills, and abilities comparable in quality and quantity to those described in this specification may be accepted as fulfilling a portion or all of the minimum qualification requirements.


Substitution of Education for Experience:


Graduation from high school with coursework in basic English and arithmetic may be substituted for six months of General Clerical Experience.

Successful completion of a full-time equivalent clerical, stenographic, or secretarial program leading to a degree or diploma at an accredited community college, business, or technical school that included courses in business English, arithmetic, office clerical procedures, and office machines will be considered equivalent to one year of Specialized Clerical Experience.

Partial completion of a full-time equivalent clerical, stenographic, or secretarial program at an accredited community college, business, or technical school that included courses in business English, arithmetic, office clerical procedures, and office machines will be substituted for the Specialized Clerical Experience on a month-for-month basis.

Education in an accredited university in a baccalaureate program may be substituted for the Specialized Clerical Experience on the basis of fifteen semester hours for six months of experience, up to a maximum of one year, provided it included at least two or more courses such as: human relations in business, business correspondence or communications, principles of management, personnel management relations, office management, business administration, etc.


Quality of Experience:

Meeting the required number of years of experience will not in itself be accepted as proof of qualification for a position.

The applicant's overall experience must have been of such scope and level of responsibility as to conclusively demonstrate that the applicant has the ability to perform the duties of the position for which they are being considered.


Requirements:

Applicants must meet all the requirements for the position they are seeking as of the date of the application, unless otherwise specified.

Experience calculation is based on full-time, 40-hour workweeks. Part-time experience is pro-rated.

Example:
Twelve months of experience at 20 hours/week is equivalent to six months of experience, not one year. Additionally, hours worked in excess of 40 hours/week will not be credited.

Example:

Twelve months of experience at 60 hours/week is equivalent to one year of experience, not one and a half years.

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