SECRETARY III (SR-16) [1 vacancy]

City and County of Honolulu•Oahu, HI

22h•Onsite

About The Position

The Department of Design and Construction (DDC), Mechanical/Electrical Division, is looking for an experienced secretary to fill one (1) vacancy in Honolulu. As a Secretary III, you will provide secretarial services and general assistance in relieving the Program Administrator of a variety of clerical tasks and routine administrative duties.

Requirements

At the time of application, you 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 demonstrating the ability to perform the essential functions of the job may be substituted for education.
Four (4) years of secretarial, stenographic or substantive clerical experience.
Knowledge of and familiarity with office practices and procedures.
Working knowledge and experience with computers and word processing other software applications.
Working knowledge of filing methods and systems.
Proper application of correct grammar, spelling, and word usage.
Experience in the use of standard office equipment.
Ability to type and input information accurately.
Ability to summarize and brief materials.
Ability to deal tactfully and effectively with employees and the public.
Ability to work harmoniously with others.
Possession of an appropriate valid driver's license, as required. The current vacancy does not require a driver's license.

Responsibilities

Independently screen incoming correspondence and determine whether they are to be brought to the Administrator's attention, routed to branch and/or section heads, or disposed of; keep track of correspondence and other material referred to the Division and remind the Administrator and the branch or section heads on the due dates for responses to the correspondences.
Review and check all outgoing correspondence, reports, and other materials submitted for the Administrator's approval and initial for accuracy, adequacy, and conformance to established Division, Departmental, and Administrative formats, policies and procedures.
Oversee the maintenance and filing of all of the Division's project and personnel files and records, including construction plans and specifications, payroll and attendance, and all confidential personnel correspondence, reports, and materials.
Develop the division office forms related to clerical processes and oversee the procedures in handling the division's clerical tasks.
Search files and assemble background materials and information required by the Administrator for action or decision, in preparation of reports, speeches, and correspondence.
Greet and screen callers and take phone calls; refer inquiries and visitors to proper branches at own discretion, if matters could be solved at branch level; give information to the public or others based upon knowledge of Division and departmental functions and organization.
Set up appointments and meetings for the Administrator, considering the nature and urgency of business and well as the Administrator's commitments and work schedules.
Compose letters and answer routine correspondence independently; write letters from general, oral, and written instructions.
Supervise clerical staff to ensure efficient operation of the Division and to provide maximum assistance to the Administrator.