Secretary I - West Hawaii District Annex

About the Department

Salary Range:
           Secretary I, SR-12:  $3,748.00 per month

Position Duties

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 (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:

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:

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 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.
3. 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.

Other Qualifications

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:

1. A copy of the applicant’s TA History Report or equivalent system-generated report;

2. 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,

3. Copies of the applicant’s signed SF-10 Forms.

Benefits

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.

Supplemental Questions

Required Question

Agency Information