Private Secretary I - Hana-Lahainaluna-Lanai-Molokai Complex Area

Hawaii State Department of Education • CA Hana-Lahainaluna-Lanai-Molokai, HI

27d • $5,133 • Onsite

About The Position

This position serves as a Private Secretary I within the Hana-Lahainaluna-Lanai-Molokai Complex Area. The role involves managing administrative details for an official, ensuring smooth office operations, and supporting program/organizational activities. Key duties include handling communications, scheduling, preparing documents, and managing office staff. The position requires a strong understanding of English grammar, office procedures, and the ability to 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 ability to speak and write simply and directly.
• Two years of progressively responsible typing, stenographic, and/or substantive clerical work experience demonstrating knowledge of common office appliances and equipment, ability to carry out procedures in clerical work systems, and perform secretarial-type tasks.
• Three years of progressively responsible typing, stenographic, and/or substantive clerical work experience demonstrating the ability to perform secretarial duties, including providing personal assistance to an administrator or executive, having an overall awareness of the activities and administrative framework of a program/organization, and exercising sound judgment.
• Ability to type at 40 net words per minute.
• Ability to take dictation at 80 net words per minute.

Nice To Haves

• Graduation from high school with courses in basic English and arithmetic (can substitute for General Experience).
• Successful completion of a substantially full-time equivalent clerical, stenographic or secretarial curriculum at an accredited community college, business or technical school (may substitute for one year of Specialized Clerical Experience).
• Partial completion of a substantially full-time equivalent clerical, stenographic or secretarial curriculum at an accredited community college, business or technical school (may substitute for Specialized Clerical Experience on a month-for-month basis).
• Education in an accredited university in a baccalaureate program with courses in human relations in business, business correspondence or communications, principles of management, personnel management relations, office management, or business administration (may substitute for Secretarial Experience, up to one year).

Responsibilities

• Receives telephone calls and personal callers, determines the identity and nature of the call, and directs them appropriately.
• Makes all arrangements for conferences, including informing participants, taking notes, preparing summaries, and distributing materials.
• Receives incoming mail, maintains control records, and follows up on correspondence to ensure timely action.
• Reads outgoing correspondence for accuracy and calls deviations to the attention of the writer or official.
• Keeps the calendar of the official served and schedules appointments and conferences.
• Drafts letters of acknowledgement, commendation, notification, etc.
• Interviews and selects stenographic and other clerical employees, makes assignments, and schedules coverage.
• Ensures official and social obligations are met, such as arranging luncheons and issuing invitations.
• Obtains specialized information for the official served from technical sources or documents and organizes the material.
• Observes the need for administrative or procedural notices, prepares drafts, and distributes and explains them to staff.
• Devises and installs office procedures.
• May operate a typewriter, word processor, or personal computer to type correspondence, reports, and other materials.
• May take and transcribe dictation by shorthand, speedwriting, or stenotype.

Benefits

• Shortage and school year differentials, if applicable.
• Eligibility to apply for promotion and transfer opportunities to permanent as well as other temporary positions.
• Eligibility for other rights and benefits afforded to an employee in a permanent position (with exceptions for reduction-in-force rights).
• First paycheck within the first 3 pay periods of their start date.
• Payday on the 5th and 20th (or previous business day) of every month.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed