Secretary I, II - Student Support Section

Hawaiʻi State Department of Education; Honolulu (HI); On-site; USD 42,000 - 45,000; Full time

Benefits offered by this job

Health Insurance

Vacation

Sick Leave

Retirement Plan

Union & Collective Bargaining

Job summary

Hawaiʻi State Department of Education is seeking a Secretary I/II to support office operations in Hawaii. The position involves greeting visitors, answering calls, managing correspondence, and maintaining filing systems.

The role requires strong clerical skills, typing/stenography capabilities, and the ability to handle routine supervisory tasks. Salary ranges for Secretary I–II are provided; the II level is $4,054 per month, with the I level at $3,748 per month.

Qualifications

• General Clerical Experience: knowledge of English grammar, spelling and arithmetic; ability to read and understand oral and written instructions; and speak and write simply and directly.
• Specialized Clerical Experience: typing, stenographic and/or substantive clerical work; knowledge of office appliances and the ability to carry out procedures in clerical work systems; and perform secretarial tasks.

Responsibilities

• Greet visitors, answer phones, refer calls, schedule appointments and relay information accurately.
• Process mail, drafts routine correspondence for supervisor review, and ensure typographical accuracy.
• Maintain subject matter and filing systems; manage supplies and equipment procurement.
• Assist with records, travel arrangements, and routing of correspondence.

Skills

English grammar

Spelling accuracy

Arithmetic

Reading instructions

Clear written communication

Job description

Description

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

Salary Range

• Secretary I, SR-12: $3,748.00 per month
• Secretary II, SR-14: $4,054.00 per month

Examples of Duties

• 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 acknowledgements 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:

Except for the substitutions provided for in this specification, applicants must have had work experience of the kind and quality described below and in the amounts shown in the following table:

Class Title Gen. Clerical

Exp. (Yrs) Spec. Clerical

Exp. (Yrs) Total

Exp. (Yrs)

Secretary I 0.5 1.0 1.5

Secretary II 0.5 2.0 2.5

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.

Substitutions Allowed

Any combination of work experience and/or education, although not cited elsewhere in this specification, which clearly demonstrates the applicant's possession of knowledge, skills and abilities comparable in quality and quantity to that described in this specification may be accepted as satisfying a portion or all of the minimum qualification requirements.

Substitution of Education for Experience

• Graduation from high school with courses in basic English and arithmetic may be substituted for the six months of General Clerical Experience.
• Successful completion of a substantially full-time equivalent clerical, stenographic or secretarial curriculum leading to a degree or diploma at an accredited community college, business or technical school which included courses in business English, arithmetic, office clerical procedures, and office machines will be deemed equivalent to one year of Specialized Clerical Experience.
• Partial completion of a substantially full-time equivalent clerical, stenographic or secretarial curriculum at an accredited community college, business or technical school which included courses in business English, arithmetic, office clerical procedures, and office machines will be substituted for the Specialized Clerical Experience on a month-for-month basis.
• Education in an accredited university in a baccalaureate program may be substituted for the Specialized Clerical Experience, on the basis of fifteen semester hours for six months of experience, up to a maximum of one year 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 for a position. The applicant's overall experience must have been of such scope and level of responsibility as to conclusively demonstrate that applicant has the ability to perform the duties of the position for which applicant is being considered.

Supplemental Information

Salary: The advertised salary is based on full-time employment and includes shortage and school year differentials, if applicable.

Requirements: Applicants must meet all the requirements for the position they are seeking as of the date of the application, unless otherwise specified. Unless specifically indicated, the required education and experience may not be gained concurrently. Calculation of experience is based on full-time, 40-hour workweeks. Part-time experience is pro-rated. Example: Twelve months of experience at 20 hours/week is equivalent to six months of experience, not one year. Also, hours worked in excess of 40 hours/week will not be credited. Example: Twelve months of experience at 60 hours/week is equivalent to one year of experience, not one and a half years.

Temporary Assignment

Claims of Temporary Assignment (TA) experience to meet the minimum qualification requirements must be verified and attached to the application using one of the options below:

• A copy of the applicant’s TA History Report or equivalent system-generated report;
• A signed letter from the applicant’s supervisor that includes the applicant’s name, his/her TA job title, the TA start and end dates (from mm/yy to mm/yy), his/her specific TA duties performed, and either the TA hours worked per week or total TA hours worked; or,
• Copies of the applicant’s signed SF-10 Forms.

Documents

Attach all relevant supporting documents to your application. Documents that were attached to applications submitted before November 16, 2023 do not automatically attach or transfer to applications submitted on and after December 16, 2023. All submitted documents become the property of the Hawaii State Department of Education.

Information about Temporary Positions

Temporary positions may be extended year to year, dependent upon funding and departmental needs. Making yourself available for temporary positions increases your employment possibilities and may lead to permanent opportunities. A person hired for a temporary position may also become a temporary employee upon satisfactory completion of the initial probation period of at least six months. Once a temporary employee, you would be eligible to apply for promotion and transfer opportunities to permanent as well as other temporary positions. You may also enjoy other rights and benefits as afforded to an employee in a permanent position, with the exception of return rights and placement rights associated with a reduction-in-force.

Equal Opportunity

The Hawaii State Department of Education does not discriminate in its educational policies, programs, and activities on the basis of sex, race, color, religion, national origin, age, and disability in accordance with Title IX of the Education Amendments of 1972, Title VI of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, Age Discrimination Act of 1975, and Americans with Disabilities Act of 1991. The Department does not discriminate in its employment policies, programs, and activities on the basis of sexual orientation, arrest and court record, and National Guard participation, as well as on the basis of sex, race, color, religion, national origin, age, and disability, in accordance with Title VII of the Civil Rights Act of 1964, Age Discrimination in Employment Act of 1967, Americans with Disabilities Act of 1991, Equal Pay Act of 1963, and Chapter 378, Part I, Hawaii Revised Statutes.

Payday

New employees can expect their first paycheck within the first 3 pay periods of their start date. Payday is on the 5th and 20th (or previous business day) of every month.

12-month civil service and SSP employees enjoy a range of competitive benefits

• Holidays: You may be eligible for 13 paid holidays each year; 14 holidays during an election year.
• Vacation: Employees of Bargaining Units 1, 2, 3, 4, 9, 10 and 13 earn 21 days per year.
• Sick Leave: Employees of Bargaining Units 1, 2, 3, 4, 9, 10 and 13 earn 21 days per year. Accumulated (unused) credits may be used toward computing retirement benefits.
• Health Insurance: If eligible, the State pays a part of the premiums for each employee's enrollment in a State sponsored Medical, Drug, Vision, and Adult Dental Plan.
• Group Life Insurance: The State provides a free life insurance policy for employees and retirees.
• Premium Conversion Plan: Participating employees may increase their take-home pay by having the State deduct the cost of health care premiums before payroll taxes are withheld.
• Flexible Spending Accounts: Eligible employees can reduce their federal and state income taxes and social security taxes through a tax-savings benefit program called Island Flex. This program allows employees to set aside money from their paychecks to pay for out-of-pocket health care expenses and eligible dependent care expenses on a BEFORE-TAX basis.
• Retirement Plan: The State contributes to a retirement plan for eligible employees. Generally, employees with at least 10 years of credited service and who have reached 62 years of age or have 30 years of credited service and are 55 years old may retire and receive benefits.
• Tax Shelter Annuity (TSA): If eligible, Department employees are able to participate in a tax shelter annuity program. The TSA plan allows eligible employees to contribute pre-tax dollars to an employee-selected investment service provider authorized to provide TSA products.
• Deferred Compensation: The State offers employees a tax deferred (sheltered) retirement investment program. This program is an opportunity to build a retirement nest egg through voluntary payroll deductions. Several investment options are available.
• Temporary Disability Insurance: Qualified employees may be eligible to receive benefits for a disability caused by a non-work related injury or illness under this program.
• Social Security: As an employer, the State also contributes to an employee's social security account.
• Workers' Compensation: If an employee is injured while on the job, benefits covering medical expenses and partial wage support may be available through workers' compensation.
• Union & Collective Bargaining: Employees have the right to join the union for collective bargaining with the State and employee representation. Some employee unions provide discounts, insurance and other opportunities. Employees may also decide not to join a union, however, employees are required to pay union service fees unless the employee's job is excluded from collective bargaining.

The above is intended as a general summary of the benefits offered and is subject to change. This does not constitute a contract or binding agreement. Benefits vary by type of employment appointment and collective bargaining agreements.