Secretary I, II - School Health Section

Hawaii State Department of Education; Honolulu (HI); On-site; USD 38,000 - 50,000; Full time

Job summary

The Hawaii State Department of Education is seeking a Secretary for various administrative tasks. Responsibilities include greeting visitors, handling mail, and maintaining files. Candidates must have experience in clerical work and possess skills in English grammar and office procedures.

This role requires strong organizational skills and the ability to manage office equipment effectively. Educational qualifications include a high school diploma at minimum, with potential substitutions for formal education in related fields.

Qualifications

• 0.5 years of general clerical experience.
• 1.0 years of specialized clerical experience.

Responsibilities

• Greets visitors and answers the telephone.
• Receives and opens incoming mail.
• Maintains subject matter and alphabetical files.
• Procures supplies and equipment.
• Types and prepares correspondence.

Skills

Knowledge of English grammar

Ability to read and understand instructions

Proficient typing skills

Familiarity with office appliances

Education

High school diploma

Completion of secretarial curriculum

Job description

Responsibilities

1. 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.
2. 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.
3. Establishes and maintains subject matter, alphabetic and/or chronological files, and supplies records upon request or in anticipation of supervisor's need.
4. Procures supplies, equipment, repair and maintenance services and the like, through agency channels.
5. Consults or studies specific books, manuals, catalogs or other sources in order to obtain desired information.
6. Makes assignments of facilities, vehicles, equipment or similar items to provide for efficient and optimal use.
7. Orally relays messages and instructions to other subordinates of the supervisor.
8. Allocates debits, credits, costs, charges or other similar bookkeeping items of operational procedures to correct accounts or classifications.
9. May typewrite straight copy from correct copy or rough drafts; prepares duplicating machine stencils and/or master copies.
10. 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.
11. Explains details of services, methods or policies.
12. Reviews the work of others, calling attention to the use of incorrect procedures or methods and to correct entries or results.
13. Approves or recommends rejection of applications, requests, claims or other items following operational policies or rules of action.
14. May supervise clerical subordinates and others in the performance of highly complex clerical work on a regular and continuing basis.

Experience Requirements

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

General Clerical Experience: Work experience that involves tasks demonstrating knowledge of English grammar, spelling and arithmetic; the ability to read and understand oral and written instructions; the ability to speak and write simply and directly.

Specialized Clerical Experience: Progressively responsible typing, stenographic and/or substantive clerical work demonstrating 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, 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.

Substitutions Allowed: Any combination of work experience and/or education that clearly demonstrates the applicant's possession of knowledge, skills and abilities comparable in quality and quantity to those described in this specification may be accepted as satisfying a portion or all of the minimum qualification requirements.

Substitution of Education for Experience:

1. Graduation from high school with courses in basic English and arithmetic may be substituted for the six months of General Clerical Experience.
2. Successful completion of a substantially full-time equivalent clerical, stenographic or secretarial curriculum at an accredited community college, business or technical school, including 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 will be substituted for the Specialized Clerical Experience on a month-for-month basis.
4. Education in an accredited university in a baccalaureate program may be substituted for up to one year of Specialized Clerical Experience, on the basis of fifteen semester hours for six months of experience, provided it included at least two or more courses such as human relations in business, business correspondence or communications, principles of management, personnel management relations, office management, business administration, etc.

Quality of Experience: Possession of the required number of years of experience will not in itself be accepted as proof of qualification. The overall experience must have been of such scope and level of responsibility as to conclusively demonstrate that the applicant has 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.