Secretary I, II - Learning Support Section Job at Hawaii State Department of Edu

Secretary I, II - Learning Support Section

Salary: Secretary I (SR-12) $3,621.00 per month; Secretary II (SR-14) $3,917.00 per month.

Examples of Duties

• 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 takes care of many matters and questions from callers including answering substantive questions not requiring professional research or detailed technical knowledge.
• Keeps the supervisor's calendar and schedules appointments and conferences without prior clearance, ensuring the supervisor is fully 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 follows up to ensure preparation within the specified time.
• Makes necessary arrangements for conferences, assembles background for the supervisor, attends meetings and prepares reports of the proceedings.
• Receives and reads incoming correspondence, reports, instructions, etc., and screens out those that can be handled by drafting replies to general inquiries, relaying instructions to subordinates, or preparing reports for higher echelons.
• Maintains control records on incoming correspondence and action documents and follows up on work in process to insure timely reply or action.
• Reviews outgoing correspondence for procedural and grammatical accuracy, conformance with policy, factual correctness and adequacy of treatment, and notes deviations to the writer or supervisor.
• Assists the supervisor's subordinates in expediting office work, including shifting clerical help, explaining procedures, and arranging with professional staff for data submission for reports.
• Informs and instructs officials, technicians and lower-grade clerical personnel in established procedures for preparation and clearance of correspondence and action documents.
• Informs the supervisor about procedures for clearance of memoranda, past practices, and sources for quick explanations.
• May operate a typewriter to type correspondence, reports or other materials and may take and transcribe dictation.

Minimum Qualifications

Experience Requirements

Except for substitutions provided for in this specification, applicants must have work experience described below and in the amounts shown:

General Clerical Experience: Work experience involving English grammar, spelling and arithmetic; ability to read and understand instructions; and ability to speak and write simply and directly.

Specialized Clerical Experience: Progressively responsible typing, stenographic and/or substantive clerical work including knowledge of common office appliances and the ability to carry out procedures in clerical work systems; duties may include serving as receptionist, maintaining files, making travel arrangements, composing correspondence, obtaining information from files, routing correspondence, and reviewing outgoing documents for format and grammar.

Substitutions Allowed: Any combination of work experience and/or education that demonstrates possession of required knowledge, skills and abilities may be accepted.

Substitution of Education for Experience

• Graduation from high school with courses in basic English and arithmetic may substitute for General Clerical Experience.
• Completion of a clerical/secretarial curriculum at a community college, business or technical school may substitute for Specialized Clerical Experience (one year for a completed program).
• Partial completion of such curriculum may be substituted on a month-for-month basis.
• Education in a university baccalaureate program may substitute for Specialized Clerical Experience on 15 semester hours for six months of experience, up to a maximum of one year, with applicable course examples listed.

Typing, Lifting and Other Requirements

• Typing: Some positions require typing at 40 net words per minute.
• Lifting: Some positions require lifting up to 25 pounds with assistance or equipment.

Supplemental Information

The advertised salary includes applicable differentials. Applicants must meet all requirements as of application date. Calculation of experience follows full-time 40-hour weeks. Part-time experience is pro-rated.

Temporary Assignment (TA) experience may be used to meet minimum qualifications if verified and attached to the application using one of the listed options.

Documents

Attach all relevant supporting documents to your application. Documents submitted before November 16, 2023 do not automatically attach to applications submitted on or after December 16, 2023. All submitted documents become the property of the Hawaii State Department of Education.

Equal Opportunity

The Hawaii State Department of Education does not discriminate in its educational policies, programs, or activities on the basis of sex, race, color, religion, national origin, age, disability, or other protected characteristics in accordance with federal and state laws.

Payday: New employees can expect their first paycheck within the first 3 pay periods. Paydays are on the 5th and 20th of every month (or previous business day).

Benefits

• Holidays, vacation, sick leave, health insurance, life insurance, retirement and other standard state benefits as applicable.

Temporary positions may be extended year to year and may lead to permanent opportunities.

Job functions include Administrative and work in Primary and Secondary Education industries.