SECRETARY II (SR-14) [2 vacancies]

City and County of Honolulu•Oahu, HI

22h•Onsite

About The Position

The Department of Parks and Recreation, Park Maintenance and Recreation Services Division, is hiring a Secretary II in central Oahu to provide secretarial and administrative assistance to the District Manager. The Department of Planning and Permitting, Administration Division, is hiring a full-time temporary Secretary II in Honolulu to provide secretarial and administrative assistance to the Honolulu Land Information System Administrator.

Requirements

Must be a citizen, national or permanent resident alien of the United States or a non-citizen eligible under federal law for unrestricted employment.
Equivalent to graduation from high school. Responsible work experience that demonstrated the ability to perform the essential functions of the job may be substituted for education.
Three years of secretarial, stenographic or substantive clerical experience.
Proficiency in modern office practices and procedures, including the ability to manage complex filing systems and operate standard office equipment to maintain workflow efficiency.
Proficiency in the use of computers and word processing software to input data accurately and create professional documents.
Ability to analyze, summarize, and brief complex materials.
Ability to learn, understand, and interpret laws, ordinances, rules and regulations.
Excellent command of English grammar, spelling, and word usage, with the ability to provide and follow complex oral and written instructions.
Proven ability to deal tactfully and effectively with employees and the public and maintaining a professional demeanor in all situations.

Nice To Haves

An associate’s degree from a regionally accredited college or university or equivalent may substitute for up to one (1) year of secretarial, stenographic, or substantive clerical experience.
A bachelor’s degree from a regionally accredited college or university or equivalent may substitute for up to two (2) years of secretarial, stenographic, or substantive clerical experience.

Responsibilities

Log, view and screen all incoming correspondence, reports, and other materials and determine appropriate routing.
Organize matters to be presented to the division head by searching files and attaching all pertinent material and data.
Keep up-to-date records of all recreation and maintenance personnel assigned to the districts as well as assignment changes, work schedules, and time and attendance.
Take notes at meetings and conferences; draft and type routine correspondence independently; compose letters, memos and announcements from general, oral and written instructions.
Prepare the district's purchase orders for supplies and services; assist in the preparation of the district's operating budget.
Organize and coordinate matters that require the attention of the Administrator such as searching files and assembling background materials and information for the executive's action or decisions and preparing, summarizing, and briefing materials requested by the Administrator.
Use office management and other related software to perform support duties such as word processing and spreadsheet tasks to produce documents, statistical reports, graphics, and other information.
Organize and perform routine updates to budget and fiscal records.
Perform public relations for the branch by receiving telephone calls and answering general questions, helping to resolve complaints or requests for services, and greeting visitors and directing them to proper persons or offices.
Arrange and attend meetings and conferences.
Maintain both a hard copy and electronic central filing system.
Prepare routine correspondence as required by the Administrator such as letters, memos, reports, and other material.