Private Secretary I - Office of Campus Operations and Support

Description

Salary Range:

Private Secretary I, SR-20: $5,133.00 per month

Examples of Duties

• Receives telephone calls and personal callers and determines the identity and nature of the call; determines which calls and callers must be directed to the official served, can be referred elsewhere or handled personally; tactfully holds calls and personal callers to brief the official served on the background and obtain required information;
• Makes all arrangements for conferences including informing participants of topics to be discussed and providing background information, attending and taking notes, preparing summary accounts with emphasis on commitments made and developments of concern to the official served and his/her other staff, and duplicating and distributing handout material and summaries of the meeting;
• Receives incoming mail, 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 official served;
• Keeps the calendar of the official served and schedules appointments and conferences without prior clearance, seeing that the official served is fully briefed on the matters to be considered before the scheduled meetings;
• Drafts letters of acknowledgement, commendation, notification, etc., on own initiative;
• Interviews and makes selection of stenographic and other clerical employees in the immediate office, makes assignments, schedules relief and lunch hour coverage, arranges overtime work as necessary, etc.;
• Insures that official, social obligations are met such as arranging luncheons, issuing invitations or notices, arranging seating, assuring invitation and presence of guest speakers, etc.;
• Obtains specialized information for the official served from technical sources outside the agency or from diverse or numerous documents and organizes the material so as to facilitate focus on most important parts;
• Observes need for administrative or procedural notices and instructions, prepares drafts of necessary issuances, and distributes and explains notices and instructions to appropriate staff;
• Devises and installs office procedures;
• May operate a typewriter, word processor or personal computer to type correspondence, reports and other materials;
• May take and transcribe dictation by shorthand, speedwriting or stenotype of correspondence, reports and other materials.
  
  

Minimum Qualifications

Experience Requirement: Except for the substitutions provided for in this specification, applicants must have had the kind, amount and quality of experience described in the following paragraphs:

General Experience: One-half year of 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: Two years of progressively responsible typing, stenographic and/or substantive clerical work experience which demonstrated possession of, in addition to the knowledge and abilities noted under General Experience, knowledge of common office appliances and equipment and the ability to carry out procedures in clerical work systems and to perform secretarial-type 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 out-going correspondence for format, grammar, spelling and typography; maintaining a log of pending work; etc.

Secretarial Experience: In addition to the above General and Specialized Clerical Experience, three years of progressively responsible typing, stenographic and/or substantive clerical work experience which 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) exercising 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 those described in this specifica­tion may be accepted as satisfying a portion or all of the minimum qualification requirements.

Substitution of Education for Experience:

• Graduation from high school with courses in basic English and arithmetic may be substituted for the required six months of General Experience.
• 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 may be substituted for one year of Specialized Clerical Experience.
• 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 may be substituted for the Specialized Clerical Experience on a month-for-month basis.
• Education in an accredited university in a baccalaureate program may be substituted for the Secretarial Experience, on the basis of fifteen semester hours for six months of experience, up to a maximum of one year provided it included at least two or more of the following types of courses: human relations in business, business correspondence or communications, principles of management, personnel management relations, office management, business administra­tion, etc.
  
  

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.

Supplemental Information

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:

• A copy of the applicant’s TA History Report or equivalent system-generated report;
• 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,
• Copies of the applicant’s signed SF-10 Forms.
  
  

Documents: Attach all relevant supporting documents to your application. Documents that were attached to applications submitted before November 16, 2023 do not automatically attach or transfer to applications submitted on and after December 16, 2023. All submitted documents become the property of the Hawaii State Department of Education.

Information about Temporary Positions: Temporary positions may be extended year to year, dependent upon funding and departmental needs. Making yourself available for temporary positions increases your employment possibilities and may lead to permanent opportunities. A person hired for a temporary position may also become a temporary employee upon satisfactory completion of the initial probation period of at least six months. Once a temporary employee, you would be eligible to apply for promotion and transfer opportunities to permanent as well as other temporary positions. You may also enjoy other rights and benefits as afforded to an employee in a permanent position, with the exception of return rights and placement rights associated with a reduction-in-force.

Equal Opportunity

The Hawaii State Department of Education does not discriminate in its educational policies, programs, and activities on the basis of sex, race, color, religion, national origin, age, and disability in accordance with Title IX of the Education Amendments of 1972, Title VI of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, Age Discrimination Act of 1975, and Americans with Disabilities Act of 1991. The Department does not discriminate in its employment policies, programs, and activities on the basis of sexual orientation, arrest and court record, and National Guard participation, as well as on the basis of sex, race, color, religion, national origin, age, and disability, in accordance with Title VII of the Civil Rights Act of 1964, Age Discrimination in Employment Act of 1967, Americans with Disabilities Act of 1991, Equal Pay Act of 1963, and Chapter 378, Part I, Hawaii Revised Statutes.

Payday

New employees can expect their first paycheck within the first 3 pay periods of their start date. Payday is on the 5th and 20th (or previous business day) of every month.

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.
  
  

The above is intended as a general summary of the benefits offered and is subject to change. This does not constitute a contract or binding agreement. Benefits vary by type of employment appointment and collective bargaining agreements.

01

GENERAL EXPERIENCE REQUIREMENT: Do you have one-half (1/2) year of 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?

• Yes
• No
  
  

02

SPECIALIZED CLERICAL EXPERIENCE REQUIREMENT: Do you possess at least two (2) years of progressively responsible typing, stenographic and/or substantive clerical work experience which demonstrated possession of knowledge of common office appliances and equipment and the ability to carry out procedures in clerical work systems and to perform secretarial-type tasks such as maintaining a system of files; making travel arrangements; composing correspondence; obtaining and presenting information from files; reviewing outgoing correspondence for format, grammar, spelling and typography; taking general notes and/or minutes at meetings or conferences; etc.?

If "Yes", for EACH employer/position you would like considered, provide a complete and accurate description of your duties. In your description(s), please address all of the following items:

• Name of your employer
• Dates of employment (from-to, month/year)
• Your official job title
• A detailed description of your major duties & responsibilities
• The number of hours per week performing each duty
• The name and title of your immediate supervisor
  
  

NOTE: Treat each employer/change in position separately. Do not copy/paste or give reference to your resume as a response to this question.

If you answered "No" to the question above, please type "None" in the space provided.

03

SECRETARIAL EXPERIENCE REQUIREMENT: In addition to the above General and Specialized Clerical Experience, do you possess at least three (3) years of progressively responsible typing, stenographic and/or substantive clerical work experience which demonstrated possession of the ability to perform secretarial duties including, but not limited to, the following:

• providing personal assistance to an administrator or executive by attending to the administrative details of an office;
• having an overall awareness of the activities and administrative framework of a program/organization; and,
• exercising sound judgment?
  
  

If "Yes", for EACH employer/position you would like considered, provide a complete and accurate description of your duties. In your description(s), please address all of the following items:

• Name of your employer
• Dates of employment (from-to, month/year)
• Your official job title
• A detailed description of your major duties & responsibilities
• The number of hours per week performing each duty
  
  

NOTE: Treat each employer/change in position separately. Do not copy/paste or give reference to your resume as a response to this question.

If you answered "No", please type "None" in the space provided.

04

SECRETARIAL EXPERIENCE EMPLOYMENT: For each employer you would like considered, provide the information requested:

• Employer name; description of the employer (government/non-profit/proprietary, large/medium/small, manufacturer/service/retail, etc.). What kind of products/services did the company provide and to whom (clientele)? What are the major departments/sections of the company?
• What was the primary function of the department/section you worked in? How many and what kind of staff (job titles) did it employ?
• What was the official job title of your immediate supervisor? Describe the department(s)/section(s) under his/her scope of responsibility, e.g. name & function(s), number & job titles of employees under his/her supervision, etc. How did your duties, responsibilities, and level of authority differ from those of your supervisor?
  
  

NOTE: Treat each employer/change in position separately. Do not copy/paste or give reference to your resume as a response to this question.

If you answered "None" to the question above, please type "None" in the space provided.

05

SUBSTITUTION OF EDUCATION FOR EXPERIENCE: Did you graduate from high school or do you possess a General Equivalency Diploma (GED)?

Note: Please list your High School information in the Education section of your application.

• Yes
• No
  
  

06

SUBSTITUTION OF EDUCATION FOR EXPERIENCE (cont.): Which statement best describes your highest level of education?

NOTE: If you plan to utilize one of the allowable postsecondary education substitutions for experience, you must provide a copy of your official transcripts from each institution to receive credit for the coursework.

• Education in an accredited university in a baccalaureate program with courses in human relations in business, business correspondence or communications, principles of management, personnel management relations, office management, business administration, etc.
• 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.
• Partial 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.
• None of the above.
  
  

07

TRANSCRIPTS, CERTIFICATIONS, AND OTHER VERIFYING DOCUMENTS:

Official or copies of official transcripts, certifications (front and back), and other documents that verify you meet the minimum qualification requirements must be submitted with your application. If these documents are NOT received, your application may be rejected.

• My documents are attached to this application.
• My documents were attached to a previously submitted application.
• I may or may not submit my documents at a later date. I understand that my application will be evaluated based on the information available at that time.
  
  

Required Question