Secretary I, II - School Improvement Section Job at Hawaii State Department of E

Overview

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

Salary Range: Secretary I, SR-12: $3,748.00 per month; Secretary II, SR-14: $4,054.00 per month

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

Experience Requirements

Except for the substitutions provided for in this specification, applicants must have had work experience of the kind and quality described below and in the amounts shown in the following table:

• Secretary I: General Clerical Experience 0.5 years, Specialized Clerical Experience 1.0 year, Total 1.5 years
• Secretary II: General Clerical Experience 0.5 years, Specialized Clerical Experience 2.0 years, Total 2.5 years

General and Specialized Clerical Experience

General Clerical Experience: Work experience involving knowledge of English grammar, spelling and arithmetic; ability to read and understand oral and written instructions; and to read, speak and write clearly.

Specialized Clerical Experience: Progressively responsible typing, stenographic and/or substantive clerical work with knowledge of common office appliances and the ability to carry out procedures in clerical work systems and to perform secretarial tasks including, but not limited to, serving as receptionist, maintaining 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.

Substitutions Allowed: Any combination of work experience and/or education that demonstrates knowledge, skills and abilities comparable to the described requirements may be accepted as satisfying all or part of the minimum qualifications.

Substitution Details

1. Graduation from high school with courses in basic English and arithmetic may be substituted for six months of General Clerical Experience.

2. Full-time equivalent clerical/stenographic/secretarial curriculum leading to a degree or diploma, with courses in business English, arithmetic, office clerical procedures, and office machines, will be deemed equivalent to one year of Specialized Clerical Experience.

3. Partial completion of such curriculum substituted for Specialized Clerical Experience on a month-for-month basis.

4. University baccalaureate program substituted for Specialized Clerical Experience at fifteen semester hours for six months of experience, up to a maximum of one year, if it includes at least two or more relevant courses.

Quality of Experience

Possession of the required number of years of experience will not by itself qualify a candidate; the applicant's overall experience must demonstrate the ability to perform the duties of the position.

Salary: The advertised salary is based on full-time employment and includes shortage and school year differentials, if applicable.

Requirements

Applicants must meet all the requirements for the position as of the date of the application, unless otherwise specified. 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. Example: Twelve months of experience at 20 hours/week equals six months; hours worked beyond 40 per week are not credited.

Temporary Assignment: Claims to meet minimum qualification requirements must be verified and attached to the application using one of the options below:

1. A copy of the TA History Report or equivalent

2. A signed supervisor letter with TA title, start/end dates, duties, and hours

3. Copies of signed SF-10 Forms

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

Temporary Positions: Temporary positions may be extended year to year, may lead to permanent opportunities, and include certain rights and benefits; some rights may differ from permanent positions.