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Private Secretary I - Hilo-Waiakea Complex Area
JOB
Salary Range: Private Secretary I, SR-20: $5,133.00 per month
EXAMPLE 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.
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.
Salary Range: Private Secretary I, SR-20: $5,133.00 per month
EXAMPLE 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.
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.
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