Address
Form of workSalary : $43,068.00 Annually
Location : Future vacancies with immediate vacancies in Hilo, HI
Job Type: Permanent & Temporary Positions
Job Number: 2023-00186
Department: Various
Opening Date: 11/26/2023
Closing Date: Continuous
Duties Summary
Independently performs and coordinates a variety of administrative, technical, and clerical support services for a major program; plans and organizes administrative housekeeping services; maintains and processes fiscal, purchasing, and personnel records and reports; serves as the contact position for program information and request for services; performs other related duties as assigned.
Two (2) immediate permanent full-time vacancies with the Hawai`i Fire Department - Support Services Division in Hilo.
The eligible list may be used for other permanent and temporary vacancies as they arise during the life of the list. Temporary appointment may lead to conversion to permanent appointment.
Examples of Duties
Minimum Qualification Requirements
Training and Experience:
A combination of education and experience substantially equivalent to:
Examination: All applicants who meet the minimum qualification requirements will be assigned a score of 70 points. An education and experience evaluation will be conducted based on the applicant's training, education and experience as presented in the 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: office practices and procedures, including records maintenance and filing; basic principles and practices of public relations; grammar, spelling, and word usage; the use of standard office machines, personal computer, and software applications; and report writing.
Ability to: learn and apply the laws, ordinances, policies, procedures, regulations, fundamentals, and terminology relating to the applicable programs and services; maintain records and files, including fiscal accounts; make arithmetic computations; summarize data and prepare simple reports; operate standard office machines and equipment,
deal tactfully and effectively with other employees, the public, and representatives from other agencies; and follow oral and written instructions.
Physical Requirements: Persons seeking appointment to positions in this class must meet the health and physical condition standards deemed necessary and proper to perform the essential functions of the position with or without reasonable accommodations.
Physical Effort Grouping: Light
Supplemental Information
Please scan and attach these supporting documents to your on-line application, if required:
PLEASE APPLY IMMEDIATELY AS THIS RECRUITMENT MAY CLOSE AT ANY TIME.
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 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.
Employee benefits are generally for full-time permanent employment and include the following from the date of hire:
* sick leave and vacation earnings
* paid holidays
* social security
* credit union membership
* life, dental, medical, vision, and prescription
drug insurance plans
* employee-employer paid retirement plan
* flexible spending plan
* tax-sheltered savings and investment program
* career opportunity and mobility in a merit system for
civil service positions
Persons who are hired may be required to pay union dues/service fees.
Benefits for part-time employment is based on hours worked and type of appointment.
Benefits are subject to change due to legislative, collective bargaining negotiation, and other changes.
01
REQUIRED SUPPLEMENTAL QUESTIONS. The information provided to these Supplemental Questions may be used in combination with your application to determine whether you meet the minimum qualification requirements and/or your final score. Failure to provide detailed and complete information may result in your application being rejected or you receiving a lower score. Please do not submit a resume in place of completing the Supplemental Questions. Any information you submit may be verified.
When applying for this position, I understand that I must thoroughly complete the Education and Work Experience Sections of my application and the Supplemental Questions. This includes a detailed description of each position that I feel qualifies me for the job I am seeking.
I have read the above statement and understand that failure to provide sufficient detailed information may result in my application being rejected or my receiving a lower examination score. I also understand that I may not submit resumes in lieu of filling out the application or answering the Supplemental Questions. However, I may attach a resume to the application to provide additional information.
02
Applicants must meet all the requirements for the position they are seeking as of the closing date of the recruitment, unless otherwise specified. Your possession of the required amount of experience will not in itself be accepted as proof of qualification for the position. Overall paid or unpaid experience must be of such scope and responsibility as to conclusively demonstrate that you have the ability to perform the duties of the position. It is essential that you 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.
Note: Calculation of experience is based on full-time, 40-hour work weeks. Part-time experience must be pro-rated. Example: Twelve months of experience at 20 hours per week is equivalent to six months of experience. In addition, hours worked in excess of 40 hours per week, per work experience, will not be credited. Example: Twelve months of experience at 60 hours per week is equivalent to one year, not one and one-half years.
03
Do you have a high school diploma or equivalent (GED or HiSET)?
04
Do you have four (4) years of office clerical and administrative work experience which included all of the following?
-The maintenance of records and files
-The compilation of statistical data
-The preparation of reports
-Contact with the public, and
-The resolution of complaints
05
If you answered "Yes" to question #4, please describe your office clerical and administrative work experience. Treat each change in employer or position separately. Include the following information:
A. Employer's name
B. Your job title
C. Employment dates (from month/day/year to month/day/year)
D. Hours worked per week
E. Description of your office clerical and administrative tasks in the following areas:
- Maintenance of records and files
- Compilation of statistical data
- Preparation of reports
- Contact with the public
- Resolution of complaints
F. The percentage of time spent on office clerical and administrative work.
If you answered "No" enter N/A.
Be specific and complete ALL questions for ALL experience you are claiming. The following are unacceptable responses:
- See above
- Refer to resume
- See attached
06
Do you have a valid State of Hawai`i driver's license (class 3) or comparable driver's license at time of filing? (You will be required to submit your driver's license at time hire, if the position requires a valid driver's license.)
The immediate vacancy requires a valid driver's license.
Required Question
Location : Future vacancies with immediate vacancies in Hilo, HI
Job Type: Permanent & Temporary Positions
Job Number: 2023-00186
Department: Various
Opening Date: 11/26/2023
Closing Date: Continuous
Duties Summary
Independently performs and coordinates a variety of administrative, technical, and clerical support services for a major program; plans and organizes administrative housekeeping services; maintains and processes fiscal, purchasing, and personnel records and reports; serves as the contact position for program information and request for services; performs other related duties as assigned.
Two (2) immediate permanent full-time vacancies with the Hawai`i Fire Department - Support Services Division in Hilo.
The eligible list may be used for other permanent and temporary vacancies as they arise during the life of the list. Temporary appointment may lead to conversion to permanent appointment.
Examples of Duties
- Plans and coordinates the administrative housekeeping services for division; sets up, revises, and maintains data/data collection records and division files.
- Maintains maps, charts, graphs, and drawings using computer software programs, which may include computer-aided design (CAD); plots locations of various facilities, plants, traffic signs and markings, utilities, wells, pumps, etc.; may use the Global Positioning System (GPS) and Geographical Information System (GIS) equipment/tools to plot locations of various facilities.
- Searches through a variety of files and records; extracts and compiles data; organizes information and prepares final reports.
- Maintains inventory of supplies and equipment; obtains quotes from vendors; recommends and purchases materials, equipment, supplies, and annual bulk items; tracks incoming purchases and verifies accuracy and completeness of order.
- Provides information and assistance to the public relating to programs, activities, policies, and regulations of the division; responds to routine complaints or refers individuals to appropriate personnel for further assistance.
- Coordinates the administrative support for various program activities; serves as the public contact for requesting services; initiates and coordinates work requests with staff and other agencies.
- Coordinates the installation of temporary speed humps on County right-of-ways.
- Serves as the contact person for Division's One Call Center program; generates work orders using Division's automated system; works with other agencies to ensure that all underground utilities are properly located prior to planned field activities.
- Reviews timesheets for accuracy and completeness before forwarding to Finance or department's central office; maintains records of hours worked and leaves of absences.
- Maintains safety program records and files; schedules required safety training and recertification for employees.
- Participates in reviewing, classifying, and posting expenditures to appropriate fiscal accounts; prepares and processes accounting documents for receivables, expenditures, reimbursements, travel expenses, and deposits; takes periodic trial balances and advises superior of account balances.
- Accepts cash payments for standard fees; provides written receipts; reconciles balances; prepares treasury/deposit receipts for processing.
- Coordinates logistics for meetings, workshops, and training.
- Composes routine correspondence and letters of acknowledgement from general instructions; types letters, memoranda, reports, statements, forms, and other materials into final form; checks and proof reads materials.
- May supervise lower level staff.
- Operates vehicle to deliver and pick up materials and correspondence from other agencies and departments.
- 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 administrative work experience which shall have included the maintenance of records and files, compilation of statistical data, preparation of reports, contact with the public, and resolution of complaints, and
- possession of a valid State of Hawai`i driver's license (Class 3) or any other valid comparable driver's license at the time of filing, as applicable to the position. You will be required to submit your valid driver's license at time of hire, if the position requires a driver's license. (The immediate vacancy with the Hawai`i Fire Department requires a valid driver's license.)
Examination: All applicants who meet the minimum qualification requirements will be assigned a score of 70 points. An education and experience evaluation will be conducted based on the applicant's training, education and experience as presented in the 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: office practices and procedures, including records maintenance and filing; basic principles and practices of public relations; grammar, spelling, and word usage; the use of standard office machines, personal computer, and software applications; and report writing.
Ability to: learn and apply the laws, ordinances, policies, procedures, regulations, fundamentals, and terminology relating to the applicable programs and services; maintain records and files, including fiscal accounts; make arithmetic computations; summarize data and prepare simple reports; operate standard office machines and equipment,
deal tactfully and effectively with other employees, the public, and representatives from other agencies; and follow oral and written instructions.
Physical Requirements: Persons seeking appointment to positions in this class must meet the health and physical condition standards deemed necessary and proper to perform the essential functions of the position with or without reasonable accommodations.
Physical Effort Grouping: Light
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,
PLEASE APPLY IMMEDIATELY AS THIS RECRUITMENT MAY CLOSE AT ANY TIME.
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 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.
Employee benefits are generally for full-time permanent employment and include the following from the date of hire:
* sick leave and vacation earnings
* paid holidays
* social security
* credit union membership
* life, dental, medical, vision, and prescription
drug insurance plans
* employee-employer paid retirement plan
* flexible spending plan
* tax-sheltered savings and investment program
* career opportunity and mobility in a merit system for
civil service positions
Persons who are hired may be required to pay union dues/service fees.
Benefits for part-time employment is based on hours worked and type of appointment.
Benefits are subject to change due to legislative, collective bargaining negotiation, and other changes.
01
REQUIRED SUPPLEMENTAL QUESTIONS. The information provided to these Supplemental Questions may be used in combination with your application to determine whether you meet the minimum qualification requirements and/or your final score. Failure to provide detailed and complete information may result in your application being rejected or you receiving a lower score. Please do not submit a resume in place of completing the Supplemental Questions. Any information you submit may be verified.
When applying for this position, I understand that I must thoroughly complete the Education and Work Experience Sections of my application and the Supplemental Questions. This includes a detailed description of each position that I feel qualifies me for the job I am seeking.
I have read the above statement and understand that failure to provide sufficient detailed information may result in my application being rejected or my receiving a lower examination score. I also understand that I may not submit resumes in lieu of filling out the application or answering the Supplemental Questions. However, I may attach a resume to the application to provide additional information.
- I acknowledge that I have read and understand the above information.
02
Applicants must meet all the requirements for the position they are seeking as of the closing date of the recruitment, unless otherwise specified. Your possession of the required amount of experience will not in itself be accepted as proof of qualification for the position. Overall paid or unpaid experience must be of such scope and responsibility as to conclusively demonstrate that you have the ability to perform the duties of the position. It is essential that you 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.
Note: Calculation of experience is based on full-time, 40-hour work weeks. Part-time experience must be pro-rated. Example: Twelve months of experience at 20 hours per week is equivalent to six months of experience. In addition, hours worked in excess of 40 hours per week, per work experience, will not be credited. Example: Twelve months of experience at 60 hours per week is equivalent to one year, not one and one-half years.
- I acknowledge that I have read and understand the above information.
03
Do you have a high school diploma or equivalent (GED or HiSET)?
- Yes
- No
04
Do you have four (4) years of office clerical and administrative work experience which included all of the following?
-The maintenance of records and files
-The compilation of statistical data
-The preparation of reports
-Contact with the public, and
-The resolution of complaints
- Yes
- No
05
If you answered "Yes" to question #4, please describe your office clerical and administrative work experience. Treat each change in employer or position separately. Include the following information:
A. Employer's name
B. Your job title
C. Employment dates (from month/day/year to month/day/year)
D. Hours worked per week
E. Description of your office clerical and administrative tasks in the following areas:
- Maintenance of records and files
- Compilation of statistical data
- Preparation of reports
- Contact with the public
- Resolution of complaints
F. The percentage of time spent on office clerical and administrative work.
If you answered "No" enter N/A.
Be specific and complete ALL questions for ALL experience you are claiming. The following are unacceptable responses:
- See above
- Refer to resume
- See attached
06
Do you have a valid State of Hawai`i driver's license (class 3) or comparable driver's license at time of filing? (You will be required to submit your driver's license at time hire, if the position requires a valid driver's license.)
The immediate vacancy requires a valid driver's license.
- Yes
- No
Required Question
