Private Secretary I - Office of Fiscal Services

Hawaii State Department of Education • Office of Fiscal Services, HI

22h • $5,133 • Onsite

About The Position

The Private Secretary I, SR-20, is responsible for managing a variety of administrative and secretarial duties to support an official. This role involves handling communications, scheduling, preparing documents, and managing office procedures. The position requires strong organizational skills, attention to detail, and the ability to work independently and exercise sound judgment.

Requirements

• One-half year of work experience demonstrating knowledge of English grammar, spelling, and arithmetic.
• Ability to read and understand oral and written instructions, and speak and write simply and directly.
• Two years of progressively responsible typing, stenographic, and/or substantive clerical work experience.
• Knowledge of common office appliances and equipment.
• Ability to carry out procedures in clerical work systems.
• Ability to perform secretarial-type tasks including serving as a receptionist, maintaining files, making travel arrangements, composing correspondence, obtaining and presenting information, routing correspondence, reviewing outgoing correspondence, and maintaining a log of pending work.
• Three years of progressively responsible typing, stenographic, and/or substantive clerical work experience demonstrating the ability to perform secretarial duties.
• Providing personal assistance to an administrator or executive by attending to administrative details.
• Having an overall awareness of the activities and administrative framework of a program/organization.
• Exercising sound judgment.

Responsibilities

• Receives and screens telephone calls and personal callers, determining appropriate routing or personal handling.
• Makes arrangements for conferences, including informing participants, taking notes, preparing summaries, and distributing materials.
• Receives and controls incoming mail, follows up on correspondence and action documents to ensure timely responses.
• Reviews outgoing correspondence for accuracy in grammar, spelling, procedure, and policy conformance.
• Manages the official's calendar, schedules appointments and conferences, and provides necessary briefing materials.
• Drafts routine correspondence such as letters of acknowledgement, commendation, and notification.
• Interviews and selects stenographic and clerical staff, makes assignments, and schedules work coverage.
• Arranges official and social obligations, including luncheons and guest speaker invitations.
• Obtains and organizes specialized information from various sources for the official.
• Observes the need for administrative notices, prepares drafts, and distributes them to staff.
• Devises and installs office procedures.
• Operates typewriters, word processors, or personal computers for correspondence and reports.
• Takes and transcribes dictation by shorthand, speedwriting, or stenotype.

Benefits

• Payday is on the 5th and 20th (or previous business day) of every month.
• New employees can expect their first paycheck within the first 3 pay periods of their start date.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED