Overview
Secretary I, II – Maui District Administration Jobs in Hawaii at Hawaiʻi State Department of Education
Description/Duties & Responsibilities
The Office Assistant position provides a wide range of clerical and administrative support to the City Librarian and Public Library division in a fast-paced, customer-service oriented environment with high-volume workload and time-sensitive deadlines.
Duties and Responsibilities:
Maintains staff and division calendars including heavy meeting and travel coordination; handles meeting logistics and setup
Prepares and routes contracts and purchase orders; codes and processes incoming invoices and statements for payment; tracks budget expenditures; maintains accurate tracking reports
Coordinates the submissions of monthly updates from staff and drafts the division memorandum
Assists with facility reservations and service requests
Types, proofreads, edits, and distributes a variety of documents, forms, reports, letters, and general correspondence with discretion, attention to detail and accuracy
Generates and oversees a variety of reports, spreadsheets, and databases using multiple computer applications and software
Performs all records management functions for the division, including creating and maintaining files, tracking records, preparing files for annual destruction, and partnering with the City Clerk’s Office to fulfill public records requests
Assists candidates for interviews and facilitates exams, when applicable
Performs other related duties to help support the Santa Clarita Public Library
Education and Experience
High School Diploma or GED equivalent
One year of administrative support experience in a professional office environment
Possession of, or ability to obtain, a valid Class C California driver license may be required
Bilingual in English and Spanish is desirable
Any combination of education and experience that has provided the knowledge, skills, and abilities necessary will be considered
Knowledge and Abilities
Strong written communication skills and knowledge of basic math, business English, spelling, grammar, and punctuation rules as well as the ability to correctly proofread and edit correspondence for accuracy and relevance
Strong verbal communication skills and the ability to professionally communicate with varying levels of leadership and employees at all levels of the organization and the public; kind, approachable, and proactively helpful communication style
Strong work ethic; reliable and dependable with the ability to appropriately handle sensitive information using professional judgment and confidentiality
Strong organizational skills and the ability to manage time effectively, coordinate multiple projects simultaneously and accurately, work in an environment with constant interruptions, be flexible to changing priorities, consistently meet time-sensitive deadlines all with a can-do attitude
Strong problem-solving skills and the ability to proactively identify scheduling conflicts, overlapping events/meetings, or other issues as they arise; work to find creative solutions to ensure seamless operations
Strong customer service skills and the ability to provide excellent service to staff and the public, ensure all stakeholders are informed about meeting information promptly and accurately; ability to understand, interpret, and explain City policies, regulations, and procedures to others
Strong interpersonal skills and the ability to build and maintain effective relationships with coworkers and the general public; demonstrate professionalism even in challenging situations and foster respect and trust with others; able to work as part of a team and collaborate effectively
Strong computer skills and the ability to produce email, correspondence, and reports using Microsoft Outlook, Word, Excel, and PowerPoint; quick-learner with ability to learn additional software tools, such as SmartSheet, Canva, and other databases
Strong file management skills and the ability to set up and maintain effective tracking and filing systems
Strong attention to detail and the ability to produce work that is both accurate and complete; produce consistently thorough work consistent with City standards
Self-motivated and the ability to work both independently and as part of a cohesive work team
Ability to lift, drag, and push files, paper, and documents weighing up to 25 pounds
Additional Information
An online completed City application form is required to apply for this position. All employment information must be provided on the application. Providing a resume is not a substitute for completing this section of the application. Applications left incomplete, or with a reference to attachments may be rejected. The selection process will include one or more of the following: written exam, technical knowledge assessment, writing skill assessment, and/or oral interviews that may be conducted in person and/or via video conferencing. Applicants that meet minimum qualifications and are selected for interviews will be required to disclose information regarding criminal convictions. If you require special accommodations to participate in the application/selection process, please notify Human Resources for assistance.
All offers of regular employment with the City of Santa Clarita are made contingent upon receipt of proof of legal right to work in the United States, successful completion of a post-offer pre-employment physical, which may include a drug screen and Department of Justice fingerprinting. Criminal offender information will be reviewed on an ongoing basis. The City uses the E-Verify program to electronically confirm work authorization of newly hired employees. All new employees are required to participate in the DMV Employer Pull-Notice Program. This program authorizes the City to receive a driver record report upon enrollment and during employment. Only degrees recognized by the U.S. Department of Education and accredited by the Council for Higher Education Accreditation will be accepted.
As a City of Santa Clarita public employee, you may be called upon to work as a Disaster Service Worker (DSW) in the event of an emergency (in accordance with Government Code §§ 3100-3109). Before entering upon the duties of employment, all public employees, except those excluded by law, take and subscribe to an oath or affirmation set forth in the California Constitution, declaring them to be Disaster Service Workers in time of need.
Compensation includes enrollment in California Public Employees’ Retirement System as a replacement for Social Security plus a competitive benefits package. All appointments are made at step 1 of the salary range unless otherwise authorized by the City Manager.
The City of Santa Clarita is an Equal Opportunity Employer.
Title: Secretary I, II – Maui District Administration
Company: Hawaiʻi State Department of Education
Location: Hawaii
