Secretary II,III,IV - Extended Learning Job Honolulu area,Hawaii USA,Administrative/Clerical

Overview

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

Salary Range

Salary Range:

Secretary II, SR-14: $3,917.00 per month
Secretary III, SR-16: $4,240.00 per month
Secretary IV, SR-18: $4,582.00 per month

Responsibilities

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.

Experience Requirements

Secretary II — Gen Clerical Exp 0.5 yr;
Spec. Clerical Exp 2.0 yr;
Total Exp 2.5 yr
Secretary III — Gen Clerical Exp 0.5 yr;
Spec. Clerical Exp 3.0 yr;
Total Exp 3.5 yr
Secretary IV — Gen Clerical Exp 0.5 yr;
Spec. Clerical Exp 4.0 yr;
Total Exp 4.5 yr

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…


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Job Posting Language

Secretary II, III, IV - Extended Learning