Administrative Assistant to the County Auditor (Exempt)

Duties Summary

Independently performs a variety of administrative, technical, and clerical services in support of the operations and programs of the County Auditor; and performs other related duties as assigned.

Position is exempt from civil service and selected person for the position will be appointed by the County Auditor.

(Appointment may be made at any rate within the salary range advertised above at which appropriate qualified applicants can be recruited. Starting salary will be based on the qualifications of the person selected.)

Examples of Duties

• Process and maintain fiscal accounts and records;
• Interpret, explain, and apply laws, rules, policies and procedures;
• Summarize data and prepare reports;
• Maintain files and keep records;
• Make arithmetic computations;
• Conduct research;
• Work harmoniously with others;
• Operate standard office machines and equipment;
• Maintain effective relationships with County officials, employees, and the public;
• Follow oral and written instructions.
• Sets up, revises, and maintains departmental human resource and fiscal files records;
• Provides information and assistance to the public relating policies and regulations of the office; when necessary, refers individuals to appropriate personnel for further assistance;
• Reviews, classifies, and posts expenditures to appropriate accounts; prepares and processes accounting documents for receivables, expenditures, reimbursements, travel expenses, and deposits; take periodic trial balances, may assist in the preparation of the annual and supplemental budget;
• Monitors accounts to ensure funds availability; advises County Auditor or designee of account balances;
• Obtains quotes from vendors; recommends and purchases materials, equipment, and supplies;
• Reviews timesheets for accuracy and processes; maintains records of hours worked and leaves of absences;
• Prepares and processes requests for personnel actions involving appointments, transfers, promotions, reallocations, resignations, leaves of absence, etc. in conformance to pertinent civil service laws, contracts, rules, policies, and procedures;
• Prepares and processes payroll certification and personnel action forms related to payroll;
• Interprets and explains pertinent civil service, compensation, contracts, and related laws, policies, and regulations to office personnel;
• Disseminates information about and explains vacation, sick leave, retirement, leave sharing, health fund, and other benefits to office personnel; assists employees in completing personnel forms;
• Maintains files of individual employee folders; posts data to employee records;
• Maintains office inventory of equipment; oversees the general maintenance and operation of equipment;
• Accepts reimbursements for overpayments; provides receipts; reconciles balances; prepares and submits treasury/deposit receipts for processing;
• Coordinates the logistics for workshops, meetings, and presentations;
• Composes routine correspondence and letters of acknowledgement from as instructed;
• Types letters, memoranda, reports, statements, forms, and other materials into final form; checks and proofreads typewritten materials;
• Operates vehicle to deliver and pick up mail, financial or personnel materials, and office supplies; and
• Performs other related duties as assigned.
  
  

Minimum Qualification Requirements

Training and Experience

A combination of education and experience substantially equivalent to

• graduation from high school, and
• four (4) years of office clerical and/or administrative work experience that may include records and file maintenance, preparation of reports, document processing, and public contact, of which
• two (2) years may include the responsibility for fiscal and/or human resources/personnel recordkeeping, and
• possession of a valid State of Hawai'i driver's license (Class 3) or any other comparable driver's license at time of filing. (You will be required to submit your valid driver's license at time of hire).
  
  

Note: Please submit your resume and cover letter explaining why you are interested in this position (scan and attach your resume and cover letter to your application.)

Please read the minimum qualification requirements carefully. Be certain to list all pertinent training and experience, as this may be important in determining your examination score. It is essential that the applicant describe fully the duties and responsibilities of each position held, specify the date of each position held (from and to, month and year), and indicate the number of hours worked per week.

Attach all required documentation (e.g. official transcript, professional license(s)/certification(s), DD-214, etc.) at the time of submitting your application.

Note: In-person interviews and/or further testing in Hawai'i County may be required at the discretion of the hiring department/agency. If in-person interviews and/or further testing are required, applicants who are referred to the hiring department/agency must be available to participate in person and at their own expense at that phase of the selection process.

Knowledge of: Fiscal principles and practices; human resource principles and practices; laws, rules, policies, and procedures governing the County civil service system; various kinds of personnel transactions and procedures for processing thereof; office practices and procedures, including records maintenance and filing; grammar, spelling, and word usage; and use of standard office machines, personal computer, and software applications.

Benefits of County employment: The County of Hawai'i offers a competitive compensation package. Your total compensation is comprised of your salary and a generous range of valuable benefits, subject to eligibility requirements.

• Flexible Working Arrangements: Options may include telecommuting, alternate work schedules (4-10) and flexible working hours. (Not all Departments/Agencies participate and not all positions are eligible.)
• Vacation: Start accruing paid vacation time immediately upon hire - up to 21 days per year.
• Sick Leave: Start accruing paid sick leave time immediately upon hire - up to 21 days per year.
• Holidays: The County provides 13 paid holidays per year (plus General Election Day when applicable).
• Training and Development: The County has a variety of training and development opportunities for employees.
• County Tuition Reimbursement Program: This scholarship program rewards employees who take the initiative to advance their education and learning.
• Public Service Loan Forgiveness (PSLF) Program: You may be eligible for this federal program which forgives portions of federal student loans for individuals working in public service.
• Retirement Plan: The Employees' Retirement System is a qualified defined benefit public pension plan that provides retirement, disability, survivor and other benefits to all eligible full-time and part-time county employees in the State of Hawaii as well as their beneficiaries.
• Deferred Compensation: Save additional money for retirement - this voluntary supplemental retirement savings plan allows for the investment of tax-deferred contributions.
• Flexible Spending Plan: Use pre-tax dollars to pay for qualified dependent care and/or medical expenses, as well as insurance premiums.
• Health Benefit Plans: The County of Hawai'i offers a variety of health benefit plans for eligible employees.
• Employee Assistance Program (EAP): This voluntary assistance program provides employees and their family members with free professional and confidential assistance in overcoming personal and work-related problems.
• Group Life Insurance: Free life insurance policy for active employees.
• Credit Union Membership
• Other Leaves: You may be eligible for other leaves, including Family Leave, Funeral Leave, Leave Sharing, Military Leave, Donor Leave, Victims Protection Leave, as well as leave for Parent-Teacher Conferences, Disaster Relief, Blood Bank Donations, and Jury Duty.
  
  

All benefits are subject to eligibility requirements and change due to legislative actions and/or changes negotiated through collective bargaining. Please check out the benefits tab for additional information.

Supplemental Information

Please scan and attach these supporting documents to your on-line application, if required:

• an official college transcript,
• a valid driver's license,
• a temporary assignment verification,
• professional licenses, and/or
• certificates.
  
  

ELECTRONIC NOTIFICATION TO APPLICANTS

Please ensure that the email address and mobile phone number you provide is current, secure, and readily accessible to you. We will not be responsible in any way if you do not receive our emails and text messages or fail to check your email box or NEOGOV account INBOX in a timely manner. Checking your NEOGOV account INBOX daily is recommended and is the most secure method to check on notices sent to you. This is a new feature created by our vendor, NEOGOV.

Please add info@governmentjobs.com to your contact list. Open your NEOGOV account using your user name and password. In the upper right hand corner of the account is your name, and under your name, click on INBOX to view all notices sent you. The notices will appear here in the INBOX even in the event you don't receive it on your cell phone, computer, or other electronic device. This is the best way to check and view all notices sent to you.

You will receive a confirmation email upon successfully submitting your application. Failure to receive this confirmation email, indicates that your application was not submitted.