Council Services Assistant I - SR-14

Duties Summary

Assists in providing and coordinating clerical, technical, and administrative support services essential to the overall function of the Hawai'i County Council or of its committees; develops agendas and prepares public notices; researches and compiles pertinent data; transcribes minutes; scans, indexes, and files all official documents as prescribed by law; and performs other related duties as required.

There is one (1) immediate permanent full-time vacancy with the Office of the County Clerk - Council 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

• Provides assistance to the chair and members of the County Council or of its various committees.
• Reviews correspondence, reports, documents, applications, and related matters directed to the Council/committees.
• Confers with departmental staff to clarify the intent of reports and communications as necessary and advises same as to whether written reports or documents such as a resolution or ordinance are required.
• Prepares synopsis of agenda items referred to the Council/committees.
• Determines order of priority of agenda items; prepares draft of agendas for standing, special, and subcommittee meetings or public hearings.
• Advises Council/committee chair and members of actions taken on similar or related matters.
• Researches past bills, resolutions, communications, minutes, and actions related to agenda items.
• Confirms dates of meetings and times for televised viewing.
• Prepares publication of, posts, and distributes agenda and other official documents.
• Arranges logistics for meetings.
• Notifies all interested parties.
• Takes and/or records verbatim minutes of Council/committee meetings and hearings; drafts, refines, and finalizes minutes.
• Scans documents such as bills, resolutions, and correspondence.
• Performs initial indexing into Councils' computer database, and summarizes and posts data for use in document tracking and retrieval in accordance with rules and procedures.
• Inputs Council/committee actions into computer database index system.
• Routes reports to ensure receipt by proper governmental agency or affected parties.
• Sets up and coordinates logistics for workshops and informational meetings; prepares reports of such meetings.
• Composes letters and memoranda for approval and signature of Council/committee chair.
• Provides advice and assistance to the staff of council members.
• Makes arrangements for field trips and on-site inspections.
• Handles inquiries ranging from procedural questions to substantive matters pertaining to Council/committee discussions, actions, concerns, and requests.
• Establishes and maintains Council/committee records and files, including status of matters pending before the Council/committee; answers inquiries on such matters.
• Compiles and processes other reports and documents as requested.
• May operate a vehicle to perform work related duties.
• 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 secretarial or clerical and administrative experience.

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.

Ability to: review, research, compile, and summarize documents and materials; compose letters, memoranda, and reports; prepare synopsis of agenda items; understand, interpret, and explain policies, procedures, and legal requirements pertinent to the County Council and its various committees; deal tactfully and effectively with the general public, governmental officials, and private agencies; work within constant time constraints and deadlines; as applicable to specific positions, take and transcribe notes accurately; applicants may be required to demonstrate ability by satisfactorily passing a performance exercise at the time of interview; prepare and type or keyboard documents, standard forms needed for specific Council actions, and other materials accurately; applicants may be required to demonstrate ability by satisfactorily passing a performance exercise at the time of interview; operate standard office machines such as copiers, calculators, typewriters, and personal computers using standard office application programs; work harmoniously with others; and work irregular hours.

Physical Effort Grouping: Light

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 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.

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.

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 [email protected] 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.

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 alternate work schedules (4-10) and flexible working hours. (Not all Departments/Agencies participate and not all positions are eligible.)
• Vacation: Employees start accruing paid vacation time immediately upon hire. 14 hours are earned after a full month of service, which equals to 21 days per year, with a maximum accumulation of 90 working days.
• Sick Leave: Employees start accruing paid sick leave time immediately upon hire. 14 hours are earned after a full month of service, which equals to 21 days per year, with no limitation on the amount of sick leave that may be accumulated.
• Holidays: The County provides 13 paid holidays per year (plus General Election Day when applicable).
• Training and Development: The County provides a variety of training and development opportunities for employees.
• County Tuition Reimbursement Program: Scholarship program for employees who take the initiative to advance their education and learning, subject to eligibility requirements and reimbursement limits.
• Public Service Loan Forgiveness (PSLF) Program: A federal program forgiving the balance of federal student loans for individuals working in public service. For program requirements and additional information, please visit https://studentaid.gov/manage-loans/forgiveness-cancellation/public-service
• Retirement Plan: The Employees’ Retirement System is a qualified defined benefit public pension plan covered under Section 401(a) of the Internal Revenue Code. It 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. For more information visit https://ers.ehawaii.gov
• Deferred Compensation: Eligible employees may participate in the Island Savings Plan (a deferred compensation plan as provided under Section 457 of the Internal Revenue Code.) This is a voluntary supplemental retirement savings plan that allows for the investment of tax-deferred contributions into a variety of investment options.
• Flexible Spending Plan: Eligible employees can use pre-tax dollars to pay for their portion of insurance premiums, qualified dependent care and/or medical expenses.
• Health Benefit Plans: The County of Hawai‘i offers the following health benefit plans for eligible employees:
  • Medical Plan (HMO or PPO)
  • Vision Plan
  • Dental Plan
  • Prescription Drug Plan

• Employee Assistance Program (EAP): The County offers a voluntary assistance program which provides its employees and their family members with free professional and confidential assistance in overcoming personal and work-related problems.
• Group Life Insurance: The County provides a free life insurance policy for active employees.
• Credit Union Membership
• Other Leaves: You may be eligible for other leaves, such as: Family Leave, Funeral Leave, Leave Sharing, Military Leave, Victims Protection Leave, Parent-Teacher Conferences, Disaster Relief, Blood Bank Donations, Donor Leave, and Jury Duty.