Executive Administrative Secretary

Hawaiʻi State Department of Education; Honolulu (HI); On-site; USD 38,000 - 52,000; Full time

Job summary

Hawaiʻi State Department of Education is seeking a Secretary II (SR-14) to perform essential clerical and front-office duties in a busy Honolulu office.

The role includes greeting visitors, answering phones, managing files, preparing correspondence, scheduling for supervisors, and providing general office support to keep operations running smoothly. Salary is $4,054 per month with standard state benefits.

Qualifications

• General Clerical Experience: Work experience which involved performance of tasks which demonstrated knowledge of English grammar, spelling and arithmetic; and the ability to read and understand oral and written instructions; and speak and write simply and directly.
• Specialized Clerical Experience: Progressively responsible typing, stenographic and/or substantive clerical work which duties demonstrated possession of, in addition to the knowledge and abilities noted under General Clerical Experience, knowledge of common office appliances and equipment and the ability to carry out procedures in clerical work systems and to perform secretarial tasks including, but not limited to, several of the following: serving as telephone and walk-in receptionist; maintaining a system of 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.

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.

Job description

Hawaiʻi State Department of Education is seeking a Secretary II (SR-14) to perform essential clerical and front-office duties in a busy Honolulu office.

The role includes greeting visitors, answering phones, managing files, preparing correspondence, scheduling for supervisors, and providing general office support to keep operations running smoothly. Salary is $4,054 per month with standard state benefits.