Duties Summary

Provides administrative support services to the director, deputy, and managers of a department relative to the overall administrative services function for the department; conducts special studies on administrative and operational concerns; provides management advisory services on matters related to budget and fiscal management, grant and contract administration, human resources management, organization, and application of laws, regulations, and procedures to different program areas; participates in program planning and evaluation; and performs other related duties as assigned.

There are two (2) vacancies:

• one (1) immediate permanent full-time vacancy with the Mass Transit Agency in Hilo
• one (1) immediate permanent full-time vacancy with the Office of Aging in Hilo

Special Working Conditions for vacancy with the Mass Transit Agency: May need to work evenings and weekends as required.

(For the immediate vacancies with the Mass Transit Agency and the Office of Aging, 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.)

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.

Examples of Duties

• Coordinates the preparation of the departmental budget and program plans; reviews and compiles budget-related requests from programs; prepares supporting justification.
• Conducts cost analyses and prepares estimates and projections of department's requirements; assists in determining the allocation of funds.
• Provides testimony before administration's review committee and Council on budget related matters.
• Oversees the maintenance of fiscal records; monitors the budget; reviews and approves expenditures to ensure that expenses are within budgetary limits; takes trial balances, makes adjusting and closing entries, verifies and analyzes financial data, and prepares financial statements and reports.
• Develops, implements, and updates departmental fiscal policies, procedures, and guidelines; provides management advisory services on fiscal matters including administrative procedures, procurement requirements, and grant administration.
• Reviews and supports the coordination and the preparation of grant proposals and funding requests; administers grant monies awarded; maintains accounting records; reviews expenditures to ensure if allowable; prepares reports; and monitors compliance of grant requirements.
• Oversees the management of departmental contacts; reviews contacts for conformance with state procurement laws, federal regulations, and county general requirements; reviews for standard contract execution procedures and compliance in general report requirements.
• Prepares status reports of grants and contracts; analyzes findings for discussion with management staff.
• Oversees the human resources management function; drafts policies and procedures related to human resources matters or as directed by the central human resources department.
• Provides management advisory services on matters concerning civil service laws, provisions of bargaining unit agreements, organization and management, and other personnel laws and regulations.
• Supervises the preparation and processing of human resources forms and records; participates in union-management meetings to resolve personnel issues.
• Completes special studies by conducting background research and other fact finding; analyzes information and prepares a report of findings with alternative recommendations.
• Serves as departmental liaison and participates in meetings with other departments, governmental agencies, community organizations, and individual contractors.
• Provides training and technical assistance to contractors.
• Drafts proposed legislation.
• Provides staff services to an advisory or policy making board.
• May supervise subordinate clerical personnel in the performance of administrative services work.
• Performs other related duties as assigned.

Minimum Qualification Requirements

Training and Experience:

A combination of education and experience substantially equivalent to:

• graduation from an accredited college or university with a baccalaureate degree in business or public administration or a related field (scan and attach your official college transcript), and
• three (3) years of professional work experience in budget administration, human resources management, or management analysis, and
• ability to travel independently to various geographic locations. This requirement may be fulfilled by the possession of a valid State of Hawai`i driver's license (Class 3), a valid comparable driver's license, or use of other means of transportation that meets position needs.

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: principles and practices of public administration and management including budget and fiscal administration, organization, human resources management, and program analysis; local government organization, functions, and operations; contractual provisions governing public employment; research and analytical methods and techniques; applicable procurement laws; grant administration; report and letter writing; and public speaking.

Ability to: analyze and evaluate administrative problems, fiscal information, and programs; gather, compile, summarize, analyze, and evaluate operational, statistical, and financial data; make sound decisions or recommendations on the basis of data collected; interpret and explain pertinent laws and regulations; write complete and concise reports and correspondence; demonstrate initiative; communicate effectively with contractors and representatives from other agencies or organizations; and establish and maintain effective working relationships with public officials, departmental and other agency personnel, and the public.

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.

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:
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