Hawaiʻi State Department of Education
Secretary IV - Hawaii Child Nutrition Programs
Hawaiʻi State Department of Education, Houston, Texas, United States
Overview
Secretary IV, Hawaii Department of Education – Hawaii Child Nutrition Programs
Responsibilities
Receives telephone and personal callers, screens those which can be handled by other subordinates or offices, and tactfully refers as appropriate.
Personally handles matters and questions from callers, including substantive questions not requiring professional research or detailed technical knowledge.
Maintains the supervisor’s calendar and schedules appointments and conferences, ensuring the supervisor is briefed on matters to be considered.
Receives requests for statistical or informational material and prepares or coordinates its preparation within specified time frames.
Makes arrangements for conferences, assembles background for the supervisor, attends meetings, and prepares reports of proceedings.
Receives and reads incoming correspondence and screens out items that can be handled by drafting replies to general inquiries; relays instructions; collects data and prepares reports as needed.
Maintains control records on incoming correspondence and action documents and follows up on work in process to ensure timely reply or action.
Checks outgoing correspondence for procedural and grammatical accuracy and highlights deviations to the writer or supervisor as necessary.
Assists the supervisor’s subordinates in procedural aspects of expediting office work, including managing fluctuating workloads and coordinating with professional staff for data submission.
Informs and instructs officials and clerical personnel on established procedures for preparation and clearance of correspondence and action documents.
Informs the supervisor on matters related to procedures for clearance of memoranda and recurring items; provides quick explanations of various matters as needed.
Operates a typewriter to prepare correspondence, reports or other materials; may take and transcribe dictation.
Minimum Qualifications Experience Requirements: Except for substitutions, applicants must have the experience described below and in the amounts shown.
General Clerical Experience : Work that demonstrates knowledge of English grammar, spelling and arithmetic; ability to read and understand instructions; and to speak and write clearly.
Specialized Clerical Experience : Progressively responsible typing, stenographic and/or substantive clerical work; knowledge of office equipment and procedures; ability to perform secretarial tasks (e.g., receptionist, file maintenance, travel arrangements, composing correspondence, data gathering, reporting, etc.).
Two years of Specialized Clerical Experience: includes providing personal assistance to an administrator, understanding the program/organization, and exercising sound judgment.
Substitutions and Education
Substitutions Allowed : Any combination of work experience and/or education that demonstrates knowledge, skills and abilities comparable to the requirements may be accepted.
Substitution of Education for Experience :
High school graduation with courses in English and arithmetic may substitute for six months of General Clerical Experience.
Completion of a clerical/secretarial curriculum at an accredited school may substitute for one year of Specialized Clerical Experience.
Partial completion of such a curriculum may be substituted month-for-month for Specialized Clerical Experience.
Education at an accredited university in a bachelor’s program may be substituted for part of Specialized Clerical Experience with specified coursework in business topics.
Quality of Experience Possession of the required years of experience alone is not sufficient; the applicant’s 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 may not be gained concurrently unless specified. Calculation of experience is based on full-time 40-hour weeks. Part-time experience is pro-rated.
Temporary Assignment:
Conditions for TA experience must be verified and attached to the application using the provided options (TA History Report, supervisor letter with dates and duties, or SF-10 forms).
Documents:
Attach all relevant supporting documents to your application. Documents submitted before a certain date may not automatically attach to new submissions. All documents become the property of the Hawaii State Department of Education.
Information about Temporary Positions:
Temporary positions may be extended or converted; opportunities for promotion and transfer exist. Rights and benefits of permanent employees may not apply in the same way to temporary roles.
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, or disability, and complies with applicable civil rights laws.
Benefits
Holidays: up to 13 paid holidays per year; 14 in election years.
Vacation: 21 days per year for certain bargaining units.
Sick Leave: 21 days per year; may be used toward retirement benefits.
Health Insurance, Life Insurance, Retirement, and other benefits as described by the State plans.
Seniority level Entry level
Employment type Full-time
Job function Administrative
Industries Primary and Secondary Education
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Secretary IV, Hawaii Department of Education – Hawaii Child Nutrition Programs
Responsibilities
Receives telephone and personal callers, screens those which can be handled by other subordinates or offices, and tactfully refers as appropriate.
Personally handles matters and questions from callers, including substantive questions not requiring professional research or detailed technical knowledge.
Maintains the supervisor’s calendar and schedules appointments and conferences, ensuring the supervisor is briefed on matters to be considered.
Receives requests for statistical or informational material and prepares or coordinates its preparation within specified time frames.
Makes arrangements for conferences, assembles background for the supervisor, attends meetings, and prepares reports of proceedings.
Receives and reads incoming correspondence and screens out items that can be handled by drafting replies to general inquiries; relays instructions; collects data and prepares reports as needed.
Maintains control records on incoming correspondence and action documents and follows up on work in process to ensure timely reply or action.
Checks outgoing correspondence for procedural and grammatical accuracy and highlights deviations to the writer or supervisor as necessary.
Assists the supervisor’s subordinates in procedural aspects of expediting office work, including managing fluctuating workloads and coordinating with professional staff for data submission.
Informs and instructs officials and clerical personnel on established procedures for preparation and clearance of correspondence and action documents.
Informs the supervisor on matters related to procedures for clearance of memoranda and recurring items; provides quick explanations of various matters as needed.
Operates a typewriter to prepare correspondence, reports or other materials; may take and transcribe dictation.
Minimum Qualifications Experience Requirements: Except for substitutions, applicants must have the experience described below and in the amounts shown.
General Clerical Experience : Work that demonstrates knowledge of English grammar, spelling and arithmetic; ability to read and understand instructions; and to speak and write clearly.
Specialized Clerical Experience : Progressively responsible typing, stenographic and/or substantive clerical work; knowledge of office equipment and procedures; ability to perform secretarial tasks (e.g., receptionist, file maintenance, travel arrangements, composing correspondence, data gathering, reporting, etc.).
Two years of Specialized Clerical Experience: includes providing personal assistance to an administrator, understanding the program/organization, and exercising sound judgment.
Substitutions and Education
Substitutions Allowed : Any combination of work experience and/or education that demonstrates knowledge, skills and abilities comparable to the requirements may be accepted.
Substitution of Education for Experience :
High school graduation with courses in English and arithmetic may substitute for six months of General Clerical Experience.
Completion of a clerical/secretarial curriculum at an accredited school may substitute for one year of Specialized Clerical Experience.
Partial completion of such a curriculum may be substituted month-for-month for Specialized Clerical Experience.
Education at an accredited university in a bachelor’s program may be substituted for part of Specialized Clerical Experience with specified coursework in business topics.
Quality of Experience Possession of the required years of experience alone is not sufficient; the applicant’s 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 may not be gained concurrently unless specified. Calculation of experience is based on full-time 40-hour weeks. Part-time experience is pro-rated.
Temporary Assignment:
Conditions for TA experience must be verified and attached to the application using the provided options (TA History Report, supervisor letter with dates and duties, or SF-10 forms).
Documents:
Attach all relevant supporting documents to your application. Documents submitted before a certain date may not automatically attach to new submissions. All documents become the property of the Hawaii State Department of Education.
Information about Temporary Positions:
Temporary positions may be extended or converted; opportunities for promotion and transfer exist. Rights and benefits of permanent employees may not apply in the same way to temporary roles.
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, or disability, and complies with applicable civil rights laws.
Benefits
Holidays: up to 13 paid holidays per year; 14 in election years.
Vacation: 21 days per year for certain bargaining units.
Sick Leave: 21 days per year; may be used toward retirement benefits.
Health Insurance, Life Insurance, Retirement, and other benefits as described by the State plans.
Seniority level Entry level
Employment type Full-time
Job function Administrative
Industries Primary and Secondary Education
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