County of Hawaii Mass Transit Agency

Hilo, Hawaii

Job Status: Full-time

Website: www.heleonbus.org

Administrative Services Assistant – SR 22

Salary Range: $55,200.00 – $81,744.00 Annually

Relocation and Recruitment Incentive Paid to Successful Applicant

Represented: HGEA Bargaining Unit 13

Closing Date: Continuous.

Apply at: https://www.governmentjobs.com/careers/countyhawaii/jobs/3751542/administrative-services-assistant-i-sr-22

Duties Summary

Provides administrative support services to the Mass Transit Administration & General Manager relative to the overall administrative services function for the Mass Transit Agency; 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.

Examples of Duties

 Coordinates the preparation of the budget and program plans; reviews and compiles budget- related requests from programs; prepares supporting justification.

Conducts cost analyses and prepares estimates and projections of MTA’s requirements; assists in determining the allocation of funds.

Provides testimony before County 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 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 contracts; 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 County’s 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 the Transportation Commission.

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, and

Three (3) years of professional work experience in budget administration, human resources management, or management analysis.

License Requirement: Ability to travel independently to various geographic locations. This requirement may be fulfilled by the possession of a valid State of Hawaii driver’s license (Class 3), a valid comparable driver’s license, or use of other means of transportation that meets position needs.

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