Oral Health Office Assistant

Sep 29 2017
Job Description


State of Hawaii

Department of Health

Family Health Services Division

Downtown, Oahu


Oral Health Office Assistant

$978 to $1,112 per month (50% FTE Part Time with 20 hours per week), commensurate w/ training and experience


Exempt, non-civil service appointment.  The primary purpose of the position is to provide clerical and other office management support services for the Hawaii State Oral Disease Prevention Program (also known as Oral Health Program).



Minimum Qualification(s)


EDUCATION:           High school diploma or equivalent.


EXPERIENCE:           1. Six (6) months of basic work experience which demonstrated knowledge of English grammar, spelling, arithmetic; ability to read and understand oral and written instructions; write simply and directly and compare words and numbers quickly and accurately.  2. One (1) year of clerical 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 and technologies.


Major Duties and Responsibilities:            1. Receives, reviews and routes incoming correspondence and reports to the appropriate staff member(s).  2. Reviews outgoing correspondence and reports for proper grammar, sentence structure, spelling, completeness, and formatting according to office procedures and standards.  3. Receives telephone calls, answers simple inquiries, takes messages if staff is unavailable and routes complex calls to the appropriate staff.  4. Maintains a calendar of events.  5. Opens, date stamps, logs and sorts all incoming mail, tracks the status of pending documents; and logs all outgoing documents. Prepares and routes outgoing mail for pickup by state messenger to other DOH/State offices.  6. Prepares and maintains appropriate filing systems, tickler and correspondence files.  7. Responsible for maintaining physical inventory records and keeping an accurate internal record of inventory.  8. As instructed by supervisor, prepares routine, essential, numerical data reports from standard format or a format provided by the supervisor.  9. Checks and verifies data by recomputing original calculations with the aid of a machine. Performs ordinary calculations requiring more than one step, such as multiplication or division.  10. Prepares completed reports, contracts, or grants (collating, binding, etc.) for distribution.  11. Reviews sick leave and vacation leave papers submitted by program staff for accuracy and completeness, and sends the paperwork to the division office for posting in a timely manner.  12. Prepares, reviews for accuracy and completeness, and submits various personnel forms (e.g., D-55, WC-1, Mileage Voucher, etc.) to the Division Office.  13. May on occasion, take general notes and/or minutes at meetings or conferences by longhand and type in draft and final form, with or without the use of a recorder.  14. Upon request, arranges appointments and meetings by contacting directly or indirectly, all individuals concerned.




1.   Ability to type a variety of materials accurately from plain or corrected copy.

2.   Read and understand oral and written instructions.

3.   Write simply and directly.

4.   Perform arithmetic computations.

5.   Compose routine correspondence and other similar material.

6.   Understand, interpret and apply pertinent statutory provisions, rules, regulations, policies and procedures.

7.   Speak and deal with others in person and over the phone in a tactful and polite manner.

8.   Establish and maintain effective working relationships with others.

9.   Adhere to professional standards, ethical behavior and professional business attitude.

10. Maintain confidentiality of information.

11.  Ability to utilize the computer (Windows or Mac), MS Office Software (MS Word, MS EXCEL, etc.), Adobe Reader/Professional, email, and internet browsers.


LICENSE:  This position must be licensed in accordance with Hawaii Revised Statutes as applicable to the discipline of the incumbent.  Valid Type 3 Driver's License


Who May Apply


LEGAL AUTHORIZATION TO WORK REQUIREMENT:  The State of Hawaii requires that all persons seeking employment with the government of the State shall be citizens, nationals, or permanent resident aliens of the United States, or eligible under federal law for unrestricted employment in the United States.


How to Apply


Submit cover letter, contact information, completed State of Hawaii Application for Non-Civil Service Appointment, and detailed resume to:


Department of Health

Family Health Services Division

1250 Punchbowl Street

Honolulu, Hawaii  96813

Attn:  Jon Nishihara, Human Resources Specialist


Recruitment is continuous until needs are met.


Other Information


For additional information, you may send an email to Jon Nishihara at jon.nishihara@doh.hawaii.gov. 


This position is exempt from civil service.  Therefore, if you are appointed to the position, your employment will be considered to be “at will.”  



                                                                                                                                                                             An Equal Opportunity Employer