Office Operations Assistant II (SR-10)

Posting number: 2024 Office Op Assistant II

Department: Department of Police

Job classification: OFFICE OPERATIONS ASSISTANT II

Posting type: Open

Categories: Administration, Clerical & Data Entry, Customer Service, Office and Administrative Support

Summary

IMMEDIATE VACANCIES:
Hana & Wailuku

Prepares a variety of documents using word processing and other office equipment and technologies to perform a variety of clerical work in reviewing, refining and verifying data for conformance with established requirements; interprets laws, rules and regulations; may supervise others; and performs other related duties as required.
 
Distinguishing Characteristics:
 
This class differs from that of the Office Operations Assistant I in that the Office Operations
Assistant II uses word processing and other office equipment and technologies in performing a variety of clerical work involving the review, refinement, and verification of data, interpretation of legal provisions, rules and regulations, and judgment in selecting and adapting alternate methods or procedures to meet different situations and conditions; whereas the Office Operations Assistant I uses word processing and other office equipment and technologies to execute a variety of documents into finished form from rough drafts and unorganized notes, and performs a variety of clerical work in checking and processing clerical material for completion, accuracy, and conformance with standard requirements and procedures with reference to a variety of established sources.

Examples of duties

The following are examples of duties and are not necessarily descriptive of any one position in this class. The omission of specific duties statements does not preclude management from assigning such duties if such duties are a logical assignment for the position.

• Prepares various materials (e.g. contracts, specifications, letters, reports, etc.) from rough copy, notes, and/or oral and written instructions and arranges into proper format.
• Checks and verifies data from different sources and ensures conformance with legal and procedural requirements.
• Review various materials (e.g. contract bids, intent to bid, financial statements, etc.) to ensure accuracy, completeness, and conformity with legal and procedural requirements.
• Complete forms or requests for information and data from general oral or written instructions.
• Perform follow-up actions to assure compliance with legal and procedural requirements.
• Reviews and verifies payroll for accuracy of computations, completeness and conformance to contractual and legal provisions.
• Assemble various information and materials for preparation of progress reports on various projects, assignments, etc.
• Reviews, updates, and maintains files of various materials (e.g. reports, correspondence, etc.).
• Complete various types of leave requests.
• Reproduce various documents and materials (e.g. reports, statements, etc.).
• Answers telephone and provides information, refers callers to proper personnel, and/or makes appointments.
• Posts information to records.
• May supervise others performing clerical work.
• Performs other related duties as required.

Qualifications

Training and Experience: A combination of education and experience substantially equivalent to graduation from high school and two years of clerical experience which shall have included some typing or keyboarding.
 
Substitutions Allowed - Training for Experience: Successful completion of a clerical/office support/business technology curriculum leading to a degree, diploma or certificate at an accredited community college, business or technical school which included courses in English, clerical/office procedures, and mathematics may be substituted for the required Clerical Experience on the basis of fifteen (15) semester credits of satisfactorily completed coursework for six (6) months of experience, up to a maximum of two (2) years.
 
Certificate/License Requirement: A current typing or keyboarding proficiency certificate from an authorized agency with a minimum speed of 40 net words per minute. Possession of a valid motor vehicle driver's license (equivalent to State of Hawaii Type 3) may be required for specific positions.
 
Knowledge of: office practices and procedures; filing methods and systems; punctuation, grammar, spelling and word usage; use of standard office machines a