Provides secretarial, clerical and routine administrative services to the head of a division or office in a department or agency; may service a board or commission; may supervise lower level clerical staff; and performs other related duties as required.
Distinguishing Characteristics:
These classes include positions which involve the performance of secretarial services as a primary work assignment along with clerical and routine administrative services for the head of a division or office in a department or agency. Responsibilities may also include providing secretarial and clerical support services to a board or commission.
These classes differ from the Clerk-Stenographer and Office Operations Assistant classes in that the Clerk-Stenographer and the Office Operations Assistant classes perform clerical work in support of an office function and may incidentally perform various secretarial tasks.
Grade Level Standards:
Grade I: This class is distinguished by its responsibility for providing secretarial services to the head of a division or office in a department or agency having moderately intense managerial functions and coordinative requirements by reason of the staff size and/or variety and diversity of functions.The following are examples of duties and are not necessarily descriptive of any one position in this class. The omission of specific duties statements does not preclude management from assigning such duties if such duties are a logical assignment for the position.
- Organizes and coordinates matters that require executive attention;
- Searches files and assembles background materials and information for executive action or decisions;
- Summarizes and briefs materials;
- Gives information to the public or others based upon the knowledge of departmental functions, organization, regulations and the superior's thinking and attitude;
- Reads incoming correspondence and other material, screens out those which can be disposed of personally or routed to other personnel for action;
- Answers routine correspondence independently and writes letters from general oral and written instructions;
- Keeps the supervisor's calendar and schedules and adjust appointments and conferences;
- Arranges dates and places for meetings and notifies those who are to attend;
- May take and transcribe dictation of letters, reports and other materials;
- May attend board or commission meetings and take and transcribe minutes of proceedings;
- May prepare agendas, notices and minutes of hearings and/or meetings for distribution;
- Establishes and maintains files of confidential correspondence, reports, minutes and other materials;
- May supervise clerical employees by scheduling, assigning and reviewing their work;
- May keep records of expenditures and assist in budget preparation;
- Performs other duties as assigned.
Training and Experience: A combination of education and experience substantially equivalent to graduation from high school including or supplemented by course work in typing or keyboarding and:
Grade I: three (3) years of secretarial, stenographic or substantive clerical experience.
License Requirement: A current typing or keyboarding proficiency certificate from an authorized agency with a minimum speed of 40 net words per minute must be presented at the time of filing. Possession of a valid motor vehicle driver's license (equivalent to State of Hawaii Type 3) as applicable to the position.
Knowledge of: Business English/ spelling, arithmetic; general and special office practices and procedures as they relate to operations; the operation and operational maintenance of various office machines and equipment including a personal computer; secretarial principles and practices; principles and practices of supervision.
Ability to: type/keyboard accurately at a rate of 40 net words per minute; as applicable to specific positions, take dictation at a rate of 80 words per minute; understand and interpret laws, ordinances, rules and regulations; plan, organize and carry out a broad range of secretarial functions; learn and effectively use word processing and other software applications; summarize and brief materials; deal tactfully and effectively with employees and the public; work harmoniously with others.
Physical Requirement:
Persons seeking appointment to a position in this class must meet health and physical condition standards deemed necessary and proper to perform the essential functions of the position with or without reasonable accommodations.
Physical Effort Grouping: Light
