Secretary,II - Maui District Administration,Hana-Lahainaluna-Lanai-Molokai Complex Area Job Waipahu area,Hawaii USA

Position: Secretary I, II - Maui District Administration, Hana-Lahainaluna-Lanai-Molokai Complex Area

Job Summary

Positions:
Secretary I and Secretary II, authorized at the Hana‑Lahainaluna‑Lanai‑Molokai Complex Area, physically located in Puunene.

Salary

Secretary I: $3,748.00 per month;
Secretary II: $4,054.00 per month.

Responsibilities

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.

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.

Establishes and maintains subject matter, alphabetic and/or chronological files, and supplies records upon request or in anticipation of 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.

Makes assignments of facilities, vehicles, equipment or similar items to provide for 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

Secretary I – General Clerical 0.5 years, Specialized Clerical 1.0 years, Total 1.5 years.
Secretary II – General Clerical 0.5 years, Specialized Clerical 2.0 years, Total 2.5 years.

General Clerical Experience

Work experience that involved performance of tasks which demonstrated knowledge of English grammar, spelling and arithmetic; 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 demonstrating 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, 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.

Substitutions Allowed

Any combination of work experience and/or education 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…

Secretary , II - Maui District Administration, Hana-Lahainaluna-Lanai-Molokai Complex Area