Secretary II, III, IV - Extended Learning

Secretary II, III, IV - Extended Learning

Hawaiʻi State Department of Education | Posted Mar 11 | Full-time | Hawaii | Negotiable | Advanced (5-10 yrs) | Job Code: EX-C55AF
828

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

Secretary II (SR-14): $3,917.00/month
Secretary III (SR-16): $4,240.00/month
Secretary IV (SR-18): $4,582.00/month

• Receives telephone and personal callers, screens those which can be handled by other subordinates, and tactfully makes referrals as appropriate.
• Personally handles many matters from callers, including answering substantive questions not requiring professional research or detailed technical knowledge.
• Keeps the supervisor's calendar, schedules appointments and conferences without prior clearance, ensuring the supervisor is fully briefed on matters before meetings.
• Receives requests for statistical or informative material, advises when the material can be furnished, and prepares it personally or follows up to see it is prepared within the specified time by the supervisor's staff.
• Makes arrangements for conferences, including space, time, people, etc.; assembles background for the supervisor, attends meetings, and prepares reports of the proceedings.
• Reads incoming correspondence, reports, instructions, etc., and drafts replies to general inquiries not requiring detailed technical knowledge; relays instructions to subordinate offices, collects data, and prepares reports.
• 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, policy conformance, factual correctness, and adequacy; reports deviations to the writer or supervisor.
• Assists other subordinates with procedural aspects of expediting office work, including shifting clerical help, guiding implementation of procedures, and arranging data collection for general reports.
• Informs and instructs officials, technicians, and lower‑grade clerical personnel on established procedures for preparing and clearing correspondence and action documents.
• Informs the supervisor on procedures in the clearance of memoranda and general nature/history of recurring items.
• Operates a typewriter to type correspondence, reports, or other materials.
• Transcribes dictation of correspondence, reports, and other materials.

• General Clerical
  
  Experience:
  
  Demonstrated knowledge of English grammar, spelling, arithmetic; ability to read and understand oral and written instructions; to speak and write simply and directly.
• Specialized Clerical
  
  Experience:
  
  One or more years of progressively responsible typing, stenographic, or substantive clerical work, including telephone reception, file maintenance, travel arrangements, correspondence composition, and use of office equipment.
• Essential skills:
  Ability to perform secretarial duties such as personal assistance to an administrator, awareness of program activities, and sound judgment.
• Experience Requirements (per level):
  • Secretary II: 0.5 yr general clerical + 2.0 yr specialized = 2.5 yr total
  • Secretary III: 0.5 yr general clerical + 3.0 yr specialized = 3.5 yr total
  • Secretary IV: 0.5 yr general clerical + 4.0 yr specialized = 4.5 yr total
• Education substitutions and additional qualifications may be accepted as described in the original specification.

The Hawaii State Department of Education is an equal opportunity employer and does not discriminate in its employment policies, programs, and activities on the basis of sex, race, color, religion, national origin, age, disability, sexual orientation, arrest record, or National Guard participation in accordance with federal, state, and local laws.

• Holidays: 13 paid holidays per year (14 in election year).
• Vacation: 21 days per year for certain bargaining units.
• Sick Leave: 21 days per year with carryover for retirement benefits.
• Health Insurance:
  State pays a portion of premiums.
• Group Life Insurance:
  Free policy for employees and retirees.
• Retirement:
  State contributes to retirement plan; eligibility based on service and age.
• Deferred Compensation, Tax Shelter Annuity, and other financial plans available to eligible employees.
• Workers' Compensation and Social Security benefits.
• Union & Collective Bargaining rights available to employees.

New employees can expect their first paycheck within the first three pay periods. Payday is on the 5th and 20th (or the previous business day) of each month.