Secretary IV - Hawaii Child Nutrition Programs

Overview

Secretary IV, Hawaii Department of Education – Hawaii Child Nutrition Programs

• 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.

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 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.

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.

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…