Clerk II – SR-08

Performs full variety of clerical work that may include the more difficult tasks in preparing, processing, and filing forms, records, and similar materials in accordance with general instructions and procedures; and performs other related duties as required.

One (1) immediate permanent full-time vacancy with the Planning Department in Kailua-Kona.

The eligible list will 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. 

• Prepares, checks and processes letters, memoranda, reports, specifications, statements, forms, and other materials into final form from rough or corrected copy; uses word processing techniques; uses some discretion to complete tasks that require resourcefulness; and checks and proofreads finished documents.
• Processes documents from rough or corrected copy where format and arrangement of data are not clearly indicated.
• Creates, edits, prints, scans, stores, retrieves and deletes documents using a computer and word processing and other software.
• Prepares, checks, and processes forms, records, reports, applications, and other documents for accuracy, completion, and conformance to established requirements.
• Follows up to secure required information.
• Determines eligibility for and issues licenses and permits.
• Posts data to and maintains various types of paper and electronic operational and control records.
• Searches through a variety of paper and electronic files and records, extracts, compiles, and summarizes information and prepares periodic and special reports.
• Composes routine correspondence and letters of acknowledgment.
• Sorts, arranges, distributes, and files bills, invoices, applications, correspondence, and other materials.
• Sets up and maintains paper and electronic files and revises system as necessary; codes and indexes records.
• Provides general information involving interpretation and explanation of regulations, policies and procedures, and knowledge of the agency’s purposes and functions; receives complaints from outside parties and refers to appropriate staff for resolution; and resolves simple complaints or refers to appropriate individual.
• Accepts cash payments for standard fees; writes out receipts; prepares deposit receipts.
• Answers telephone and takes or relays messages and calls.
• Makes arrangement for appointments, travel, equipment maintenance, telephone service, and other similar matters.
• Greets callers and directs them to proper persons or offices.
• Reviews, prepares, and processes time sheets and related payroll documents.
• May transcribe reports, correspondence, or meeting proceedings from taped recordings.  Assists with logistics and sets up facility or room for meetings.
• Operates standard office machines such as copiers, scanners, calculators, typewriters, and desktop computers and peripherals.
• Performs other related duties as assigned.

Training and Experience: 

A combination of education and experience substantially equivalent to:

• graduation from high school, and 
• two (2) years of clerical experience which shall have included some typing or keyboarding, and 
• as applicable to the position, must be qualified to carry and/or possess firearm or ammunition in accordance with state and federal laws, e.g., no misdemeanor or felony domestic violence conviction, and 
• possession of a valid State of Hawai’i driver license (Class 3) or any other valid comparable driver license at time of hire, 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 Planning Department does not require a driver’s license). 

Substitution of education for required experience:  An Associates degree in Business Technology, OATS, or Secretarial Science may be substituted for two (2) years of the required experience.  (Scan and attach your official college transcript to be credited for the substitution of experience).

Examination:  The examination consists of a written test that will be administered in Hilo on the Island of Hawai’i only.  

Please read the minimum qualification requirements carefully.  Be certain to list all pertinent training and experience.  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.

You may be required to take a typing exercise at the time of the job interview. 

Knowledge of:  office practices and procedures; filing methods and systems; grammar, spelling, and word usage; the purposes and uses of standard office machines.

Ability to:  type or keyboard, which applicants may be required to demonstrate by satisfactorily passing a performance exercise at the time of interview; make arithmetic computations; compare names and numbers accurately; keep records, summarize materials, and prepare simple reports; operate standard office machines and equipment; understand and interpret laws, ordinances, regulations, and policies pertinent to the department; follow oral and/or written instructions; deal tactfully and effectively with the public; work harmoniously with others.

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

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.

Veterans applying for veteran’s preference points shall also scan and attach their DD-214 form and as needed, their VA claim letter to the on-line application.

PLEASE APPLY IMMEDIATELY AS THIS RECRUITMENT MAY CLOSE AT ANY TIME.

ELECTRONIC NOTIFICATION TO APPLICANTS:
Please ensure that the email address and contact information 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 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.