Secretary I, II - Leeward District Administration

Hawaii State Department of Education•Waipahu, HI

9d•Onsite

About The Position

The authorized level of the position is Secretary II. Applications are being accepted down to the Secretary I in the event of recruiting difficulties. The role involves greeting visitors, answering telephones, referring calls and visitors, taking messages, making and reminding the supervisor of appointments, and providing direct factual information. Responsibilities include receiving and opening mail, attaching relevant documents to correspondence, sending routine acknowledgments, composing routine correspondence for supervisor's review, and reviewing outgoing correspondence for accuracy and conformance with procedures. The position also entails establishing and maintaining filing systems, procuring supplies and services, consulting various sources for information, allocating facilities and equipment, relaying messages and instructions, allocating bookkeeping items, and potentially typing, preparing stencils, taking dictation, and transcribing. Additionally, the role involves explaining services, methods, or policies, reviewing the work of others for accuracy, approving or recommending rejection of applications and requests, and potentially supervising clerical subordinates in complex clerical work.

Requirements

General Clerical Experience: Work experience which involved performance of tasks which demonstrated knowledge of English grammar, spelling and arithmetic; and the ability to read and understand oral and written instructions; and speak and write simply and directly.
Specialized Clerical Experience: Progressively responsible typing, stenographic and/or substantive clerical work which duties demonstrated possession of, in addition to the knowledge and abilities noted under General Clerical Experience, knowledge of common office appliances and equipment and the ability to carry out procedures in clerical work systems and to perform secretarial tasks including, but not limited to, several of the following: 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; etc.
Secretary I: 0.5 years General Clerical Experience, 1.0 years Specialized Clerical Experience, 1.5 years Total Experience.
Secretary II: 0.5 years General Clerical Experience, 2.0 years Specialized Clerical Experience, 2.5 years Total Experience.
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.
Education in an accredited university in a baccalaureate program may be substituted for the Specialized Clerical Experience, on the basis of fifteen semester hours for six months of experience, up to a maximum of one year provided it included at least two or more courses such as: human relations in business, business correspondence or communications, principles of management, personnel management relations, office management, business administration, etc.
Applicants must meet all the requirements for the position they are seeking as of the date of the application, unless otherwise specified.
Unless specifically indicated, the required education and experience may not be gained concurrently.
Calculation of experience is based on full-time, 40-hour workweeks. Part-time experience is pro-rated.
Temporary Assignment (TA) experience claims must be verified and attached to the application using one of the following options: A copy of the applicant’s TA History Report or equivalent system-generated report; A signed letter from the applicant’s supervisor that includes the applicant’s name, his/her TA job title, the TA start and end dates (from mm/yy to mm/yy), his/her specific TA duties performed, and either the TA hours worked per week or total TA hours worked; or, Copies of the applicant’s signed SF-10 Forms.

Nice To Haves

The authorized level of the position is Secretary II. Applications are being accepted down to the Secretary I in the event of recruiting difficulties.

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.