Secretary II - Construction Management Section

Teach In Hawaii • Facilities Development Branch", HI

303d • $3,917

About The Position

The Secretary II position at the Hawaii State Department of Education involves a variety of clerical and administrative tasks to support the supervisor and the office. The role includes receiving and screening telephone and personal callers, managing the supervisor's calendar, preparing reports, and maintaining control records on incoming correspondence. The Secretary II is responsible for drafting replies to general inquiries, making arrangements for conferences, and ensuring timely responses to correspondence. The position requires a proactive approach to managing office tasks and assisting other staff members in procedural aspects of their work.

Requirements

• General Clerical Experience: 0.5 years of general clerical experience demonstrating knowledge of English grammar, spelling, and arithmetic.
• Specialized Clerical Experience: 2 years of progressively responsible typing, stenographic, and/or substantive clerical work.
• High School Diploma or GED is required.
• Ability to read and understand oral and written instructions.
• Ability to speak and write simply and directly.

Nice To Haves

• Graduation from high school with courses in basic English and arithmetic may substitute for six months of General Clerical Experience.
• Completion of a clerical, stenographic, or secretarial curriculum at an accredited institution may substitute for Specialized Clerical Experience.
• Education in a baccalaureate program may substitute for Specialized Clerical Experience.

Responsibilities

• Receives telephone and personal callers, screens those which can be handled by other subordinates or offices, and makes referrals as appropriate.
• Answers substantive questions from callers that do not require professional research or detailed technical knowledge.
• Keeps the supervisor's calendar and schedules appointments and conferences without prior clearance.
• Receives requests for statistical or informative material and prepares it personally or follows up to ensure it is prepared on time.
• Makes necessary arrangements for conferences including space, time, and people, and prepares reports of the proceedings.
• Screens incoming correspondence and drafts replies to general inquiries.
• Maintains control records on incoming correspondence and follows up on work in process.
• Reads outgoing correspondence for accuracy and conformance with policy.
• Assists other subordinates in expediting office work and explains procedures.
• Informs and instructs officials and clerical personnel on established procedures.
• May operate a typewriter to type correspondence and reports.
• May take and transcribe dictation of correspondence and reports.

Benefits

• 13 paid holidays each year; 14 during an election year.
• 21 days of vacation per year.
• 21 days of sick leave per year.
• Health insurance with partial premium coverage.
• Free life insurance policy for employees.
• Flexible Spending Accounts for health care and dependent care expenses.
• Retirement plan contributions by the State.
• Tax Shelter Annuity (TSA) program participation.
• Deferred Compensation program for retirement savings.
• Temporary Disability Insurance for non-work-related injuries.
• Workers' Compensation benefits for job-related injuries.

What This Job Offers

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