Secretary I - Standards Support Section

Hawaii State Department of Education•Honolulu, HI

12d•Onsite

About The Position

The Secretary I position in the Standards Support Section involves a variety of clerical and secretarial duties. The role includes greeting visitors, answering telephones, taking messages, making appointments, and providing factual information. Responsibilities also extend to managing incoming and outgoing mail, composing routine correspondence, maintaining filing systems, procuring supplies and services, and allocating bookkeeping items. The position may involve typing, preparing stencils, taking dictation, transcribing notes, and taking minutes at meetings. Additionally, the role may include explaining services, methods, or policies, reviewing the work of others for accuracy, and potentially supervising clerical subordinates in complex tasks.

Requirements

Work experience of 0.5 years in General Clerical Experience.
Work experience of 1.0 years in Specialized Clerical Experience.
Total work experience of 1.5 years.
General Clerical Experience: Demonstrated knowledge of English grammar, spelling and arithmetic; ability to read and understand oral and written instructions; ability to speak and write simply and directly.
Specialized Clerical Experience: Progressively responsible typing, stenographic and/or substantive clerical work demonstrating knowledge of common office appliances and equipment, ability to carry out procedures in clerical work systems, and ability to perform secretarial tasks including, but not limited to, serving as telephone and walk-in receptionist; maintaining a system of files; making travel arrangements; composing correspondence; obtaining and presenting information from files; routing correspondence; reviewing outgoing correspondence for format, grammar, spelling and typography; maintaining a log of pending work.
Typing at 40 net words per minute.
Ability to lift and carry objects weighing up to 25 pounds assisted by another person and/or use of equipment (e.g., hoisting equipment, hand truck).

Nice To Haves

Graduation from high school with courses in basic English and arithmetic may be substituted for the six months of General Clerical Experience.
Successful completion of a substantially full-time equivalent clerical, stenographic or secretarial curriculum leading to a degree or diploma at an accredited community college, business or technical school which included courses in business English, arithmetic, office clerical procedures, and office machines will be deemed equivalent to 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 which included courses in business English, arithmetic, office clerical procedures, and office machines will be substituted for the Specialized Clerical Experience on a month-for-month basis.

Responsibilities

Greets visitors to the office and answers the telephone; refers calls and callers to supervisor and other staff based on knowledge of the work of the organization.
Takes messages for the supervisor; makes appointments for the supervisor and reminds the supervisor of appointments.
Gives direct factual information in response to specific inquiry when there is no question as to the propriety of releasing such information.
Receives and opens incoming mail and refers to the supervisor unless referral can be made to another staff member; attaches previous correspondence and other related matters to correspondence requiring supervisor's attention.
Sends routine acknowledgments or selects form letters in response to routine inquiries.
Composes routine correspondence for supervisor's review requiring specific knowledge of operational methods, procedures, policies or other information.
Reviews all outgoing correspondence for typographical accuracy and conformance with procedures.
Establishes and maintains subject matter, alphabetic and/or chronological files, and supplies records upon request or in anticipation of supervisor's need.
Procures supplies, equipment, repair and maintenance services and the like, through agency channels.
Consults or studies specific books, manuals, catalogs or other sources in order to obtain desired information.
Makes assignments of facilities, vehicles, equipment or similar items to provide for efficient and optimal use.
Orally relays messages and instructions to other subordinates of the supervisor.
Allocates debits, credits, costs, charges or other similar bookkeeping items of operational procedures to correct accounts or classifications.
May typewrite straight copy from correct copy or rough drafts; prepares duplicating machine stencils and/or master copies.
May take dictation using shorthand or a steno-type machine and transcribe using a typewriter; takes general notes and/or minutes at meetings or conferences by longhand, shorthand or steno-type machine.
Explains details of services, methods or policies.
Reviews the work of others, calling attention to the use of incorrect procedures or methods and to correct entries or results.
Approves or recommends rejection of applications, requests, claims or other items following operational policies or rules of action.
May supervise clerical subordinates and others in the performance of highly complex clerical work (as defined in the Office Assistant series) on a regular and continuing basis.