Secretary I, II - Learning Support Section

Hawaiʻi State Department of Education; Honolulu (HI); On-site; USD 41,827 - 45,242; Full time

Job summary

The Hawaiʻi State Department of Education is seeking a Secretary to manage clerical responsibilities, including greeting visitors, handling correspondence, and maintaining records. Applicants should possess general and specialized clerical experience, effective communication skills, and proficiency in typing.

This position demands physical capability, such as lifting objects up to 25 pounds. Join a dedicated team committed to serving the community with excellence.

Qualifications

• 0.5 years of general clerical experience and 1 year of specialized clerical experience for Secretary I.
• 0.5 years of general clerical experience and 2 years of specialized clerical experience for Secretary II.
• Able to lift and carry objects up to 25 pounds.
• Proficient in using common office appliances and equipment.

Responsibilities

• Greets visitors and answers the telephone.
• Receives, opens and refers mail to the supervisor.
• Maintains subject-matter and chronological files for records.
• Procures supplies and equipment through agency channels.
• May supervise clerical subordinates in complex clerical tasks.

Skills

Knowledge of English grammar

Typing skills (40 net wpm)

Ability to follow instructions

Clerical skills

Job description

Salary

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 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 inquiries when no question arises about 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 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.

Minimum Qualifications

• Experience Requirements:
  • Secretary I – 0.5 years General Clerical Experience, 1.0 year Specialized Clerical Experience, 1.5 years total.
  • Secretary II – 0.5 years General Clerical Experience, 2.0 years Specialized Clerical Experience, 2.5 years total.
• General Clerical Experience: Demonstrated knowledge of English grammar, spelling and arithmetic; ability to read and understand oral and written instructions; ability to speak and write simply and directly.
• Specialized Clerical Experience: Progressively responsible typing, stenographic and/or substantive clerical work demonstrating knowledge of common office appliances and equipment and the ability to carry out procedures in clerical work systems; includes duties such as serving as telephone and walk‑in receptionist, maintaining a system of files, making travel arrangements, composing correspondence, routing correspondence, reviewing outgoing correspondence for format, grammar, spelling and typography, maintaining a log of pending work, etc.
• Typing Requirement: 40 net words per minute.
• Lifting and Carry Requirement: Able to lift and carry objects up to 25 pounds with assistance and/or use of equipment (e.g., hoisting equipment, hand truck).

Equal Opportunity

The Hawaii State Department of Education is an equal opportunity employer. It does not discriminate in its employment practices on the basis of sex, race, color, religion, national origin, age, disability, sexual orientation, arrest and court record, National Guard participation, or any other protected status in accordance with applicable federal and state laws.