Secretary III

Honolulu Police Department; East Honolulu (HI); On-site; USD 52,000 - 60,000; Full time

Job summary

The Honolulu Police Department is seeking a Secretary III to provide administrative, secretarial, and clerical support to the Assistant Chief of the Central Patrol Bureau, covering District 1, District 5, District 6, District 7, and the Central Receiving Division.

The incumbent will draft and finalize correspondence, manage records, coordinate programs and communications with various agencies, and ensure follow-up actions are completed accurately and on schedule.

Qualifications

• Combination of education and experience equivalent to high school graduation and four years of secretarial or clerical work.
• Ability to prepare correspondence and maintain records.
• Knowledge of office procedures and grammar.

Responsibilities

• Reads, evaluates, and reviews incoming and/or outgoing letters, memoranda, confidential investigative or evaluative reports, departmental and divisional reports, and any other type of correspondence or documents to determine accuracy, correctness, and comprehensiveness.
• Organizes, coordinates, files, and processes matters that require the Assistant Chiefs attention. Prepares correspondence, memoranda, etc., from the Assistant Chief's draft or from general directions and finalizes these papers. Composes and types replies to general inquiries. May refer to someone else for response.
• Incepts and maintains records of correspondence, reports, programs, operations, etc. This file maintenance requires follow-up at fixed periods to ensure compliance with established programs and procedures. May grant extensions to delayed reports. This follow-up system also mandates checking with outside agencies, departments, governments, businesses, etc., to ensure receipt and response to the Assistant Chief's inquiry.

Skills

Secretarial

Stenography

Clerical work

Record keeping

Communication skills

Education

High school diploma or equivalent

Tools

Word processing software

Microcomputers

Job description

CENTRAL PATROL BUREAU

SECRETARY III, SR-16

Summary of Duties:

The incumbent provides administrative, secretarial, and clerical services and support to the Assistant Chief in the Central Patrol Bureau who is responsible for District 1 (Central Honolulu), District 5 (Kalihi), District 6 (Waikiki), District 7 (East-Honolulu), and the Central Receiving Division, and the many subordinate echelons within these divisions. The Assistant Chief plans, directs, and coordinates programs, activities, and operations with other branches and/or agencies at the federal, state, and county levels; the criminal justice system, as well as community and other interested organizations, The Assistant Chief also spends a substantial portion of his time in personal contact with these groups. Such programs are interlocked on a direct and continuing basis with the programs of other departments requiring constant attention to formal clearances and procedural control.

The incumbent performs as a knowledgeable and conversant individual on matters pertaining to the organization and operations of the department, this office, and the varied elements of the bureau; is necessarily privy to department and bureau administrative and operational matters; and must frequently independently and unilaterally refer matters which will require follow-up by others.

Example of Duties:

1. Reads, evaluates, and reviews all incoming and/or outgoing letters, memoranda, confidential investigative or evaluative reports, departmental and divisional reports, and any other type of correspondence or documents to determine accuracy, correctness, and comprehensiveness.
2. Organizes, coordinates, files, and processes matters that require the Assistant Chiefs attention. Prepares correspondence, memoranda, etc., from the Assistant Chief's draft or from general directions and finalizes these papers. Composes and types replies to general inquiries. May refer to someone else for response.
3. Incepts and maintains records of correspondence, reports, programs, operations, etc. This file maintenance requires follow-up at fixed periods to ensure compliance with established programs and procedures. May grant extensions to delayed reports. This follow-up system also mandates checking with outside agencies, departments, governments, businesses, etc., to ensure receipt and response to the Assistant Chief's inquiry.

Training and Experience:

A combination of education and experience substantially equivalent to graduation from high school, and four years of secretarial, stenographic or substantive clerical experience.

License Requirement:

None

Knowledge of:

Office practices and procedures; basic principles and capabilities of word processors and microcomputers, as required; filing methods and systems; grammar, spelling and word usage; use of standard office equipment; principles and practices of supervision, as required.