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HomeMy WebLinkAbout1.535 STAFF SERVICES ASSISTANT 20220602PART I DEPARTMENT OF HUMAN RESOURCES COUNTY OF KAUAI 1.535 Class Specifications for the Class: STAFF SERVICES ASSISTANT SR-14, BU-03 Duties Summary: Plans, organizes, and conducts administrative housekeeping services; may supervise a clerical assistant(s); and performs other related duties as assigned. Distinguishing Characteristics: This class is distinguished by its responsibility for administrative housekeeping services in support of program and activities serving a division head and program staff or a small department. There is significant participation in advising and assisting in budget and fiscal, purchasing, personnel, and other administrative functions to fulfill program requirements. 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). • Verifies and compiles expenditure information for budget planning purposes; • Drafts budget estimates for supplies and equipment in required format for discussion and review with division head; • Proposes expenditure plan for approval based on allotment; • Establishes recordkeeping of encumbrances and expenditures to budgetary accounts and funds; • Reviews requisitions and monitors expenditures, reports possible shortfalls; • Reviews request for payment, ensuring changes to the appropriate projects and accompanied by appropriate documentation and approvals; • Maintains a master inventory of office equipment and vehicles; effectuates equipment transfer and disposal as approved; • Manages and maintains files in the division or department; PART I STAFF SERVICES ASSISTANT 2 1.535 • Assists division staff in preparing reports, project specifications, change orders; • May supervise a clerical subordinate(s) in the maintenance of records, the preparation of various operational reports, and the reconciliation of records; • Advises program staff on personnel rules, regulations and procedures, and relays inquiries and information; • Maintains control on correspondence requiring response; maintains operating manuals; • May plan, organize, direct, and evaluate the work of a subordinate; • May serve as secretary to advisory commissions and committees; • May take and transcribe minutes of meetings and hearings; • Ensures that agendas, announcement of meetings and notifications of affected persons are completed and in compliance with laws, ordinances, rules, and regulations; and • Performs other related duties as assigned. Knowledge of: Office practices and procedures, including records maintenance and filing, word and mail processing, and related services; the use and operational maintenance of standard office equipment; administrative housekeeping services, including fiscal recordkeeping, purchasing, inventory and personnel recordkeeping. Ability to: Plan, organize, and carry out a variety of basic administrative housekeeping service functions and activities; learn budget preparation and expenditure control; learn and understand office automation; understand general organization functions and activities; deal with a variety of administrative housekeeping services and seek advice and assistance as necessary; deal effectively with staff and schedule and coordinate work in order to meet established deadlines; give and receive oral and written instructions and direct the work of others as required. PART I STAFF SERVICES ASSISTANT 3 1.535 This is an amendment to the specification for the class STAFF SERVICES ASSISTANT, which was approved on December 22, 1994, and is to be substituted for that specification. Approved: June 2, 2022 (date) ANNETTE L. ANDERSON Director of Human Resources PART II DEPARTMENT OF HUMAN RESOURCES COUNTY OF KAUAI 1.535 Minimum Qualification Specifications for the Class: STAFF SERVICES ASSISTANT SR-14; BU-03 Training and Experience: A combination of education and experience substantially equivalent to graduation from high school; and • one (1) year of clerical experience, and • two and one half (2 ½) years of specialized work experience. Qualifying Clerical Work Experience: Work experience which involved the performance of a variety of clerical tasks and demonstrated knowledge of office practices and procedures, and the ability to carry out procedures in clerical work systems, and operate various kinds of office equipment including computers, Microsoft Office, and other technologies. Qualifying Specialized Work Experience: Work experience in office and administrative housekeeping work experience which included the full range of office services in records and file maintenance, word and mail processing, and reception and related services, and responsibility for at least one or a combination of the following: fiscal, recordkeeping, budget preparation, purchasing, inventory control, or personnel services. Substitutions Allowed: The following may be substituted for education: A. Four (4) years of full-time general work experience may be substituted for a high school diploma. B. Successful completion of semester credits leading towards a degree or diploma from an accredited community college, college or university, trades school, etc., may be substituted up to four (4) years of the education requirement (15 semester credits = 6 months). C. An Associate’s, Bachelor’s, Master’s or PhD degree from an accredited community college, college or university, trades school, etc., may be substituted for the education requirement. PART II STAFF SERVICES ASSISTANT 2 1.535 The following may be substituted for experience: A. An Associate’s degree in Secretarial Science or Office, Administration and Technology (OAT) from an accredited business school or community college may be substituted for up to two (2) years of the clerical work experience requirement. B. Successful completion of semester credits leading towards a degree or diploma from an accredited community college, business or technical school, college, or university may be substituted up to four (4) years of the clerical work experience requirement (15 semester credits = 6 months). C. A Bachelor’s degree in any field from an accredited college or university may be substituted for up to four (4) years of the clerical work experience requirement. D. A Master’s or PhD degree in any field from an accredited college or university may be substituted for one (1) year of the clerical work experience requirement. E. Successful completion of semester credits leading towards a degree or diploma in business or public administration or a related field from an accredited community college, trades school, may be substituted up to four (4) years of the specialized work experience requirement (15 semester credits = 6 months). F. An Associate’s degree in business or public administration or related field from an accredited community college, business, or technical school, may be substituted for two (2) years of the specialized work experience requirement. G. A Bachelor’s degree in business or public administration or a related field from an accredited college or university may be substituted for up four (4) years of the specialized work experience requirement. H. A Master’s or PhD degree in business or public administration or a related field from an accredited college or university may be substituted for up to one (1) year of the specialized work experience requirement. If a degree is used to substitute for the education requirement, it may not be used again towards the experience requirement. If work experience is used to substitute for education, it may not be used again to meet the experience requirement. If the applicant holds more than one degree, transcripts must be provided, and a thorough review will be conducted by the DHR staff in order for more than one degree to be credited towards the minimum qualification requirements. Additional degrees can be considered if obtained independently through mutually exclusive classes from another degree being considered. Substitutions will be used to the advantage of the applicant. Quality of Experience: Possession of 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 PART II STAFF SERVICES ASSISTANT 3 1.535 have been of such scope and level of responsibility as to conclusively demonstrate that he/she has the ability to perform the duties of the position for which he/she is being considered. License Requirement: Possession of the appropriate licenses or certificates as required of the position. Selective Certification: Specialized knowledge, skills and abilities may be required to perform the duties of some positions. For such positions, Selective Certification Requirements may be established, and certification may be restricted to eligibles who possess the pertinent experience and/or training required to perform the duties of the position. Agencies requesting Selective Certification must show the connection between the kind of training and/or experience on which they wish to base selective certification and the duties of the position to be filled. Tests: Applicants may be required to qualify on an appropriate examination. Health and Physical Condition 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 This is an amendment to the specification for the class STAFF SERVICES ASSISTANT, which was approved on December 22, 1994, and is to be substituted for that specification. Approved: June 2, 2022 (date) ANNETTE L. ANDERSON Director of Human Resources