Number of Openings 

Description 

Optimal Defense Solutions is seeking an Office Assistant to provide clerical support services for the Oahu District, Highways Division, Department of Transportation (DOT).  

Responsibilities

• Creates, edits. prints, stores. retrieves and deletes documents us ng a computer and word processing and other software, in draft or final form, from rough or corrected copy where format and arrangement are not clearly indicated.
• Prepares, reviews and processes forms, records, reports, applications and other documents for accuracy, completion and conformance to established requirements.
• Checks records and forms such as applications, permits, requisitions, vouchers and other materials for completeness and accuracy evaluates the information contained therein for conformance with established requirements; and processes documents in accordance with established policies and procedures.
• 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 acknowledgement.
• Sets up and maintains paper and electron c files and revises filing systems as necessary.
• Provides general information and resolves complaints in person or over the telephone involving explanation of rules, regulations, policies and procedures and knowledge of the organization's purpose and functions.
• Determines the need for and/or makes routine orders for necessary supplies, materials or other items.
• Makes arrangements for travel, equipment maintenance, telephone service, and other similar matters.

Requirements

Services provided and duties performed will consist of but are not limited to:

• Sorting, filing, retrieving, duplicating, mailing, posting and processing paper and electronic data and records;
• Counting, tallying , compiling , verifying and/or correcting information,
• Providing information and assistance to others about services available and/or applicable policies and procedures;
• Assisting customers with access to services,
• Screening calls and visitors;
• Scheduling meetings; ordering and maintaining office supplies and equipment;
• Preparing a variety of documents using word processing, spreadsheet and other office equipment and technologies;
• Performing other clerical activities in support of the day-to-day operations of a work unit.

Job Qualifications:

• Education: Shall have at minimum a high school diploma or equivalent; TWO (2) years of college preferred.
• Experience: Must have prior knowledge of and experience with operating and maintaining common office appliances and equipment; ONE (1) year of work experience involving customer service required.
• Background in administrative support, clerical, front desk operations, general office duties or equivalent preferred
• Shall possess the ability to compose routine correspondence and other similar material.
• Must have demonstrated ability to adhere to professional standards, ethical behavior, and professional business attitude.
• Must be able to understand, interpret and apply pertinent policies, procedures, laws, rules and regulations.
• Must demonstrate strong attention to detail and good writing skills to respond to email inquiries as designated.
• Must exhibit a pleasant and friendly approach and have excellent verbal communication skills to service customers.
• Must be able to read and comprehend oral and written instructions.
• Must have the ability to compare words and numbers quickly and accurately.
• Must be able to perform arithmetic computations.

Skills:

• Excellent verbal and written communication
• Service orientation
• Critical thinking
• Active listening
• Efficient and accurate
• Customer Focus
• Customer Service
• Data Entry Skills
• Phone Skills
• Building Relationships
• People Skills
• Interpersonal Savvy
• Problem Solving
• Multi-tasking
• Correct English grammar, spelling, punctuation, word usage and arithmetic
• Keyboarding/Computer Skill Requirement: Must be able to type 40 net words per minute.

Place of Performance:

• Location: The Oahu District, Highways Division, Department of Transportation (DOT), located at 727 Kakoi Street, Honolulu, Hawaii 96819

Background Check:

Candidate must consent to a back screening prior to commencing work:

• Third-party employment verification – last two (2) employers
• Background check – no conviction of a violation of any law