Hawaiʻi State Department of Education
Secretary IV - Business Operations Branch
Hawaiʻi State Department of Education, Honolulu, Hawaii, United States, 96814
Secretary IV - Business Operations Branch
Overview
Secretary IV, SR-18: $4,742.00 per month. Provides secretarial and administrative support to the supervisor and office, including handling routine inquiries, coordinating communications, and supporting clerical workflows. Responsibilities
Receives telephone and personal callers, screens those which can be handled by other subordinates of the supervisor or other offices, and tactfully makes referrals as appropriate. Personally handles matters and questions from callers, including substantive questions not requiring professional research or detailed technical knowledge. Keeps the supervisor's calendar and schedules appointments and conferences, ensuring the supervisor is briefed on matters to be considered before meetings. Receives requests for statistical or informative material concerning programs, advises when material can be furnished, and prepares it personally or ensures follow-up for timely preparation. Arranges conferences (space, time, people, etc.), assembles background for the supervisor, attends meetings, and prepares reports of proceedings. Receives and reads incoming correspondence, screens those that can be handled personally by drafting replies to general inquiries, relays instructions to subordinates, collects data, and prepares reports for higher levels as needed. Maintains control records on incoming correspondence and action documents; follows up on work in process to ensure timely reply or action. Reads outgoing correspondence for procedural and grammatical accuracy, policy conformance, factual correctness, and adequacy of treatment; calls deviations to the attention of the writer or supervisor as appropriate. Assists the supervisor's subordinates with procedural aspects of expediting office work, including reallocating clerical support to handle fluctuating workloads, explaining and guiding implementation of instructions, and coordinating with professional staff for data collection and reporting. Informs and instructs officials, technicians, and lower-grade clerical personnel on established procedures for preparing and clearing correspondence and related documents. Informs the supervisor about procedures for clearance of memoranda, past practices, and sources for quick explanations of various matters. Operates a typewriter to type correspondence, reports, or other materials; may take and transcribe dictation of correspondence, reports and other materials. Minimum Qualifications
Experience Requirements:
Except for substitutions provided for in this specification, applicants must have work experience described below in the amounts shown in the following table. The categories are General Clerical Experience, Specialized Clerical Experience, and Total Experience. General Clerical Experience:
Work experience involving knowledge of English grammar, spelling, arithmetic; ability to read and understand oral and written instructions; and to speak and write simply and directly. Specialized Clerical Experience:
Progressively responsible typing, stenographic, and/or substantive clerical work with knowledge of common office appliances; ability to carry out procedures in clerical work systems and perform secretarial tasks including, but not limited to, receptionist duties, file maintenance, travel arrangements, composing correspondence, retrieving information from files, routing correspondence, proofreading, and maintaining a log of pending work. Two years of Specialized Clerical Experience
requires progressively responsible typing, stenographic and/or substantive clerical work, including providing personal assistance to an administrator or executive, awareness of program/organization activities, and the ability to exercise sound judgment. Substitutions Allowed : Any combination of work experience and/or education that clearly demonstrates the required knowledge, skills, and abilities may be accepted in place of part or all of the minimum qualifications. Substitution of Education for Experience: High school graduation with courses in basic English and arithmetic may substitute for six months of General Clerical Experience. Full-time equivalent clerical/secretarial curriculum leading to degree or diploma with courses in business English, arithmetic, office clerical procedures, and office machines may substitute for one year of Specialized Clerical Experience. Partial completion of such curriculum may be substituted month-for-month. University-level education in a related baccalaureate program may substitute for up to one year of Specialized Clerical Experience with specified course examples. Quality of Experience:
Possession of the required years of experience alone does not guarantee qualification; the overall experience must demonstrate the ability to perform the duties of the position. Supplemental Information
Salary:
The advertised salary is based on full-time employment and includes applicable differentials. Requirements:
Applicants must meet all requirements as of the date of application. Education and experience requirements may not be gained concurrently unless specified. Calculation is based on full-time 40-hour weeks; part-time experience is pro-rated. Temporary Assignment:
TA experience may be used to meet minimum qualifications if verified by one of the listed methods. Documents:
Attach all relevant supporting documents. Documentation requirements and transfer rules are described. Equal Opportunity : The department does not discriminate in accordance with applicable civil rights laws and regulations. Benefits (12-month civil service and SSP):
Holidays, Vacation, Sick Leave, Health Insurance, Life Insurance, Premium Conversion, Flexible Spending Accounts, Retirement, Tax Shelter Annuity, Deferred Compensation, Temporary Disability Insurance, Social Security, Workers’ Compensation, Union & Collective Bargaining benefits. Details vary by appointment and bargaining agreements. 01 GENERAL CLERICAL EXPERIENCE: Choose the option that best describes your qualifications. 02 GENERAL CLERICAL EXPERIENCE (cont.): Provide details for each qualifying experience if option 3 is chosen. 03 SPECIALIZED CLERICAL EXPERIENCE: Choose the option that best describes your qualifications. 04 SPECIALIZED CLERICAL EXPERIENCE (cont.): Provide details for each qualifying experience if option 1 or 2 is chosen. 05 ADMINISTRATIVE CLERICAL EXPERIENCE: Choose the option that best describes your qualifications. 06 ADMINISTRATIVE CLERICAL EXPERIENCE (cont.): Provide details for each qualifying experience if option 1 or 2 is chosen. 07 ALLOWABLE SUBSTITUTIONS: Select the applicable educational substitution. 08 TRANSCRIPTS, CERTIFICATIONS, AND OTHER VERIFYING DOCUMENTS: Submit required documents within 10 days of application. Eligibility and other details:
This description reflects current information for candidate screening and is subject to change. Referrals increase your chances of interviewing at Hawaiʻi State Department of Education. Get notified about new Branch Secretary jobs in Honolulu, HI.
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Overview
Secretary IV, SR-18: $4,742.00 per month. Provides secretarial and administrative support to the supervisor and office, including handling routine inquiries, coordinating communications, and supporting clerical workflows. Responsibilities
Receives telephone and personal callers, screens those which can be handled by other subordinates of the supervisor or other offices, and tactfully makes referrals as appropriate. Personally handles matters and questions from callers, including substantive questions not requiring professional research or detailed technical knowledge. Keeps the supervisor's calendar and schedules appointments and conferences, ensuring the supervisor is briefed on matters to be considered before meetings. Receives requests for statistical or informative material concerning programs, advises when material can be furnished, and prepares it personally or ensures follow-up for timely preparation. Arranges conferences (space, time, people, etc.), assembles background for the supervisor, attends meetings, and prepares reports of proceedings. Receives and reads incoming correspondence, screens those that can be handled personally by drafting replies to general inquiries, relays instructions to subordinates, collects data, and prepares reports for higher levels as needed. Maintains control records on incoming correspondence and action documents; follows up on work in process to ensure timely reply or action. Reads outgoing correspondence for procedural and grammatical accuracy, policy conformance, factual correctness, and adequacy of treatment; calls deviations to the attention of the writer or supervisor as appropriate. Assists the supervisor's subordinates with procedural aspects of expediting office work, including reallocating clerical support to handle fluctuating workloads, explaining and guiding implementation of instructions, and coordinating with professional staff for data collection and reporting. Informs and instructs officials, technicians, and lower-grade clerical personnel on established procedures for preparing and clearing correspondence and related documents. Informs the supervisor about procedures for clearance of memoranda, past practices, and sources for quick explanations of various matters. Operates a typewriter to type correspondence, reports, or other materials; may take and transcribe dictation of correspondence, reports and other materials. Minimum Qualifications
Experience Requirements:
Except for substitutions provided for in this specification, applicants must have work experience described below in the amounts shown in the following table. The categories are General Clerical Experience, Specialized Clerical Experience, and Total Experience. General Clerical Experience:
Work experience involving knowledge of English grammar, spelling, arithmetic; ability to read and understand oral and written instructions; and to speak and write simply and directly. Specialized Clerical Experience:
Progressively responsible typing, stenographic, and/or substantive clerical work with knowledge of common office appliances; ability to carry out procedures in clerical work systems and perform secretarial tasks including, but not limited to, receptionist duties, file maintenance, travel arrangements, composing correspondence, retrieving information from files, routing correspondence, proofreading, and maintaining a log of pending work. Two years of Specialized Clerical Experience
requires progressively responsible typing, stenographic and/or substantive clerical work, including providing personal assistance to an administrator or executive, awareness of program/organization activities, and the ability to exercise sound judgment. Substitutions Allowed : Any combination of work experience and/or education that clearly demonstrates the required knowledge, skills, and abilities may be accepted in place of part or all of the minimum qualifications. Substitution of Education for Experience: High school graduation with courses in basic English and arithmetic may substitute for six months of General Clerical Experience. Full-time equivalent clerical/secretarial curriculum leading to degree or diploma with courses in business English, arithmetic, office clerical procedures, and office machines may substitute for one year of Specialized Clerical Experience. Partial completion of such curriculum may be substituted month-for-month. University-level education in a related baccalaureate program may substitute for up to one year of Specialized Clerical Experience with specified course examples. Quality of Experience:
Possession of the required years of experience alone does not guarantee qualification; the overall experience must demonstrate the ability to perform the duties of the position. Supplemental Information
Salary:
The advertised salary is based on full-time employment and includes applicable differentials. Requirements:
Applicants must meet all requirements as of the date of application. Education and experience requirements may not be gained concurrently unless specified. Calculation is based on full-time 40-hour weeks; part-time experience is pro-rated. Temporary Assignment:
TA experience may be used to meet minimum qualifications if verified by one of the listed methods. Documents:
Attach all relevant supporting documents. Documentation requirements and transfer rules are described. Equal Opportunity : The department does not discriminate in accordance with applicable civil rights laws and regulations. Benefits (12-month civil service and SSP):
Holidays, Vacation, Sick Leave, Health Insurance, Life Insurance, Premium Conversion, Flexible Spending Accounts, Retirement, Tax Shelter Annuity, Deferred Compensation, Temporary Disability Insurance, Social Security, Workers’ Compensation, Union & Collective Bargaining benefits. Details vary by appointment and bargaining agreements. 01 GENERAL CLERICAL EXPERIENCE: Choose the option that best describes your qualifications. 02 GENERAL CLERICAL EXPERIENCE (cont.): Provide details for each qualifying experience if option 3 is chosen. 03 SPECIALIZED CLERICAL EXPERIENCE: Choose the option that best describes your qualifications. 04 SPECIALIZED CLERICAL EXPERIENCE (cont.): Provide details for each qualifying experience if option 1 or 2 is chosen. 05 ADMINISTRATIVE CLERICAL EXPERIENCE: Choose the option that best describes your qualifications. 06 ADMINISTRATIVE CLERICAL EXPERIENCE (cont.): Provide details for each qualifying experience if option 1 or 2 is chosen. 07 ALLOWABLE SUBSTITUTIONS: Select the applicable educational substitution. 08 TRANSCRIPTS, CERTIFICATIONS, AND OTHER VERIFYING DOCUMENTS: Submit required documents within 10 days of application. Eligibility and other details:
This description reflects current information for candidate screening and is subject to change. Referrals increase your chances of interviewing at Hawaiʻi State Department of Education. Get notified about new Branch Secretary jobs in Honolulu, HI.
#J-18808-Ljbffr