Secretary I, II - Learning Support Section

The authorized level of this position is Secretary II. Applications are also being accepted down to 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. Responsibilities Greets visitors to the office and answers the telephone; refers calls and callers to the supervisor and other staff based on knowledge of the organization. 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 the 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. Establishes and maintains subject matter, alphabetic and/or chronological files, and supplies records upon request or in anticipation of the 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. Defines assignments of facilities, vehicles, equipment or similar items to provide 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 on a regular and continuing basis. Experience Requirements Applicants must have the following total work experience: Secretary I – 0.5 years general clerical, 1.0 years specialized, total 1.5 years. Secretary II – 0.5 years general clerical, 2.0 years specialized, total 2.5 years. General Clerical Experience : Work experience demonstrating knowledge of English grammar, spelling, and arithmetic; ability to read and understand oral and written instructions; ability to speak and write simply and directly. Specialized Clerical Experience : Progressively responsible typing, stenographic and/or substantive clerical work that demonstrates knowledge of common office appliances and equipment, and the ability to carry out procedures in clerical work systems and perform secretarial tasks such as receiving calls, maintaining a file system, making travel arrangements, composing correspondence, routing correspondence, reviewing outgoing correspondence, and maintaining a log of pending work. Substitutions Allowed substitutions include any combination of work experience and/or education that demonstrates comparable knowledge, skills and abilities. Substitution of Education for Experience Graduation from high school with courses in basic English and arithmetic may be substituted for six months of General Clerical Experience. Graduation from 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 may be deemed equivalent to one year of Specialized Clerical Experience. Partial completion of such a curriculum may be substituted for the Specialized Clerical Experience on a month-for-month basis. Requirements Typing Requirement : 40 net words per minute. Lifting Requirement : Capability to lift and carry objects weighing up to 25 pounds, assisted by another person or using equipment. Salary The advertised salary is based on full-time employment and includes shortage and school-year differentials, if applicable. Temporary Assignment Claims of temporary assignment experience must be verified and attached to the application using one of the following documents: a TA History Report, a signed letter from the applicant’s supervisor detailing dates and duties, or copies of signed SF-10 Forms. Information about Temporary Positions Temporary positions may be extended year to year, dependent upon funding and departmental needs. A person hired in a temporary position may become a temporary employee upon satisfactory completion of the initial probation period of at least six months, and may become eligible to apply for promotion and transfer opportunities. Temporary employees may enjoy the same rights and benefits as permanent employees, except for return rights and placement rights associated with a reduction-in-force. #J-18808-Ljbffr Hawaii State Department of Education