Secretary IV - Exceptional Support Section

Secretary IV Position

Salary : $4,582.00 per month

Location : Honolulu, HI 96816

Job Type : Temporary, Full-time 12-month

Position Number : 12061

District / Complex Area : Classified / OSSS / Exceptional Support

School / Office : Classified / Exceptional Support

Position % : 100%

Opening Date : 10 / 01 / 2024

Max Number of Applicants : 25

Description :

Salary Range : Secretary IV, SR-18 : $4,582.00 per month

Examples of Duties :

• Receives telephone and personal callers, screens those which can be handled by other subordinates of the supervisor or other offices, and tactfully makes referrals as appropriate.
• Personally takes care of many matters and questions from callers including answering substantive questions not requiring professional research or detailed technical knowledge.
• Keeps the supervisor's calendar and schedules appointments and conferences without prior clearance, seeing that the supervisor is fully briefed on the matters to be considered before scheduled meetings.
• Receives requests for statistical or informative material concerning the programs which can be assembled from the files and records, advises when the material can be furnished, and prepares it personally or follows up to see that it is prepared within the specified time by the supervisor's staff.
• Makes necessary arrangements for conferences including space, time, people, etc., assembles background for the supervisor, attends meetings and prepares reports of the proceedings.
• Receives and reads incoming correspondence, reports, instructions, etc., and screens out those that can be personally handled by drafting replies to general inquiries not requiring a detailed technical knowledge of the programs, relaying instructions to subordinate office, collecting data, preparing reports for higher echelons or otherwise acting on requests concerning procedural or administrative requirements.
• Maintains control records on incoming correspondence and action documents and follows up on work in process to insure timely reply or action.
• Reads outgoing correspondence for procedural and grammatical accuracy, conformance with general policy, factual correctness and adequacy of treatment, and calls any deviations or inadequacies to the attention of the writer or more rarely to the supervisor.
• Assists the supervisor's other subordinates in the procedural aspects of expediting the work of the office, including such matters as shifting clerical help in subordinate offices to take care of fluctuating workload, explaining and guiding implementation of the supervisor's instructions concerning procedures, explaining report requirements and arranging with professional and technical staff for the collection and submission of data for assembly into general reports of the total work of the office, etc.
• Informs and instructs officials, technicians and lower-grade clerical personnel in the office concerning established procedures for the preparation and clearance of correspondence, action documents and the like.
• Informs the supervisor on such matters as procedures in the clearance of memoranda, past practices with respect to various reports, the general nature and history of miscellaneous recurring items, and the sources from whom the supervisor can obtain a quick explanation of various matters.
• May operate a typewriter to type correspondence, reports or other materials.
• May take and transcribe dictation of correspondence, reports and other materials.

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. (years)

Spec. Clerical Exp. (years)

Total Exp. (years)

Secretary IV

0.5

4.0

4.5

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.

Two years of the Specialized Clerical Experience requires progressively responsible typing, stenographic and / or substantive clerical work, which duties demonstrated possession of the ability to perform secretarial duties including, but not limited to, the following : 1) providing personal assistance to an administrator or executive by attending to the administrative details of an office; 2) having an overall awareness of the activities and administrative framework of a program / organization; and 3) ability to exercise sound judgment.

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 :

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.