Secretary II (SR-16)

County Of Maui•Maui County (various), HI

14h•Onsite

About The Position

Provides secretarial, clerical and routine administrative services to the head of a division or office in a department or agency; may service a board or commission; may supervise lower level clerical staff; and performs other related duties as required. These classes include positions which involve the performance of secretarial services as a primary work assignment along with clerical and routine administrative services for the head of a division or office in a department or agency. Responsibilities may also include providing secretarial and clerical support services to a board or commission. These classes differ from the Clerk-Stenographer and Office Operations Assistant classes in that the Clerk-Stenographer and the Office Operations Assistant classes perform clerical work in support of an office function and may incidentally perform various secretarial tasks. Grade II: This class is distinguished by its responsibility for providing secretarial services to the head of a major division or office having intense control and managerial functions by reason of (1) the size, scope and complexity of operations of the division characterized by the existence of several subordinate major sections and supervisory echelons, or (2) the nature of the staff functions which directly affect the programs and operations of other departments and agencies.

Requirements

Graduation from high school including or supplemented by course work in typing or keyboarding
Four (4) years of secretarial, stenographic or substantive clerical experience
A current typing or keyboarding proficiency certificate from an authorized agency with a minimum speed of 40 net words per minute must be presented at the time of filing
Possession of a valid motor vehicle driver's license (equivalent to State of Hawaii Type 3) as applicable to the position
Knowledge of Business English/ spelling, arithmetic; general and special office practices and procedures as they relate to operations; the operation and operational maintenance of various office machines and equipment including a personal computer; secretarial principles and practices; principles and practices of supervision
Ability to type/keyboard accurately at a rate of 40 net words per minute
As applicable to specific positions, take dictation at a rate of 80 words per minute
Understand and interpret laws, ordinances, rules and regulations
Plan, organize and carry out a broad range of secretarial functions
Learn and effectively use word processing and other software applications
Summarize and brief materials
Deal tactfully and effectively with employees and the public
Work harmoniously with others

Responsibilities

Organizes and coordinates matters that require executive attention
Searches files and assembles background materials and information for executive action or decisions
Summarizes and briefs materials
Gives information to the public or others based upon the knowledge of departmental functions, organization, regulations and the superior's thinking and attitude
Reads incoming correspondence and other material, screens out those which can be disposed of personally or routed to other personnel for action
Answers routine correspondence independently and writes letters from general oral and written instructions
Keeps the supervisor's calendar and schedules and adjust appointments and conferences
Arranges dates and places for meetings and notifies those who are to attend
May take and transcribe dictation of letters, reports and other materials
May attend board or commission meetings and take and transcribe minutes of proceedings
May prepare agendas, notices and minutes of hearings and/or meetings for distribution
Establishes and maintains files of confidential correspondence, reports, minutes and other materials
May supervise clerical employees by scheduling, assigning and reviewing their work
May keep records of expenditures and assist in budget preparation
Performs other duties as assigned