Hawaiʻi State Department of Education
Secretary IV - Communications Branch
Hawaiʻi State Department of Education, Honolulu, Hawaii, United States, 96814
Secretary IV - Communications Branch
Salary Range: $4,742.00 per month
Description Examples of Duties
R eceives 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.
P ersonally takes care of many matters and questions from callers including answering substantive questions not requiring professional research or detailed technical knowledge.
K eeps 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.
R eceives 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.
M akes necessary arrangements for conferences including space, time, people, etc., assembles background for the supervisor, attends meetings and prepares reports of the proceedings.
R eceives 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.
M aintains control records on incoming correspondence and action documents and follows up on work in process to insure timely reply or action.
R eads 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.
A ssists 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.
I nforms 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.
I nforms 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.
M ay operate a typewriter to type correspondence, reports or other materials.
M ay take and transcribe dictation of correspondence, reports and other materials.
Minimum Qualifications Experience Requirements : Except for the substitutions provided for in this specification, applicants must have had work experience of the kind and quality described below and in the amounts shown in the following table:
Secretary IV: 0.5 General Clerical Exp. (years), 4.0 Spec. Clerical Exp. (years), 4.5 Total Exp. (years)
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 demonstrating possession of 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, in addition to 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 outgoing correspondence for format, grammar, spelling and typography; maintaining a log of pending work; etc.
Two years of the Specialized Clerical Experience, requires progressively responsible typing, stenographic and/or substantive clerical work… (text continues)
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 that 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…, Successful completion of a substantially full-time equivalent clerical curriculum… Partial completion … Education in an accredited university… (text continues)
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. ... (rest of text continues)
Temporary Assignment
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, his/her specific TA duties performed, and either the TA hours worked per week or total TA hours worked;
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. ... (rest of text continues)
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 ... (full EEO statement continues)
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.
Benefits Overview
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.
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.
Retirement Plan: The State contributes to a retirement plan for eligible employees ...
Tax Shelter Annuity (TSA): If eligible, Department employees are able to participate in a tax shelter annuity program ...
Deferred Compensation: The State offers employees a tax deferred (sheltered) retirement investment program ...
Temporary Disability Insurance: Qualified employees may be eligible to receive benefits for a disability caused by a non-work related injury or illness.
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 ...
Application Instructions 01. GENERAL CLERICAL EXPERIENCE: Of the options, choose the ONE option that best describes how you meet this requirement.
I possess a High School Diploma.
I possess a General Equivalency Diploma (GED).
I do not possess a High School Diploma or GED, but I have at least 6 months of work experience involving tasks that show my knowledge of English grammar, spelling and arithmetic; my ability to read and understand oral and written instructions; and my ability to speak and write simply and directly. I will provide more details in the following question.
None of the above.
02. GENERAL CLERICAL EXPERIENCE (cont.): If you chose the third option as a response to the previous question, use the space to provide responses to ALL of the following items for EACH work experience you held that fully meets this requirement ...
03. SPECIALIZED CLERICAL EXPERIENCE: I possess progressively responsible typing, stenographic and/or substantive clerical work ...
I possess at least one (1) year of Specialized Clerical Experience.
I possess at least two (2) years of Specialized Clerical Experience.
None of the above.
04. SPECIALIZED CLERICAL EXPERIENCE (cont.): ...
05. ADMINISTRATIVE CLERICAL EXPERIENCE: In addition to the two (2) years of Specialized Clerical Experience, I possess progressively responsible typing, stenographic...
In addition to the two (2) years of Specialized Clerical Experience, I possess at least one (1) year of Administrative Clerical Experience.
In addition to the two (2) years of Specialized Clerical Experience, I possess at least two (2) years of Administrative Clerical Experience.
None of the above.
06. ADMINISTRATIVE CLERICAL EXPERIENCE (cont.): ...
07. ALLOWABLE SUBSTITUTIONS: If you are utilizing an allowable substitution of education for experience, please select the one option that best describes your educational background. ...
I successfully completed 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.
I partially completed 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.
I possess education in an accredited university in a baccalaureate program which included at least two or more courses such as: human relations in business, business correspondence or communications, principles of management, personnel management relations, office management, business administration, etc.
None of the above.
08. TRANSCRIPTS, CERTIFICATIONS, AND OTHER VERIFYING DOCUMENTS: Official or copies of official transcripts, certifications (front and back), and other verifying documents must be received in our office within ten (10) calendar days from the date of your application. If these documents are NOT received by the deadline, your application may be rejected.
I understand, and will submit the required documents to CSSP Recruitment within ten (10) calendar days.
I understand, but I will not submit the required information. I understand that my application may be rejected.
I have previously submitted my verifying documents for another recruitment.
Seniority level
Entry level
Employment type
Full-time
Job function
Marketing, Public Relations, and Writing/Editing
Primary and Secondary Education
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Description Examples of Duties
R eceives 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.
P ersonally takes care of many matters and questions from callers including answering substantive questions not requiring professional research or detailed technical knowledge.
K eeps 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.
R eceives 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.
M akes necessary arrangements for conferences including space, time, people, etc., assembles background for the supervisor, attends meetings and prepares reports of the proceedings.
R eceives 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.
M aintains control records on incoming correspondence and action documents and follows up on work in process to insure timely reply or action.
R eads 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.
A ssists 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.
I nforms 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.
I nforms 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.
M ay operate a typewriter to type correspondence, reports or other materials.
M ay take and transcribe dictation of correspondence, reports and other materials.
Minimum Qualifications Experience Requirements : Except for the substitutions provided for in this specification, applicants must have had work experience of the kind and quality described below and in the amounts shown in the following table:
Secretary IV: 0.5 General Clerical Exp. (years), 4.0 Spec. Clerical Exp. (years), 4.5 Total Exp. (years)
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 demonstrating possession of 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, in addition to 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 outgoing correspondence for format, grammar, spelling and typography; maintaining a log of pending work; etc.
Two years of the Specialized Clerical Experience, requires progressively responsible typing, stenographic and/or substantive clerical work… (text continues)
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 that 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…, Successful completion of a substantially full-time equivalent clerical curriculum… Partial completion … Education in an accredited university… (text continues)
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. ... (rest of text continues)
Temporary Assignment
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, his/her specific TA duties performed, and either the TA hours worked per week or total TA hours worked;
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. ... (rest of text continues)
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 ... (full EEO statement continues)
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.
Benefits Overview
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.
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.
Retirement Plan: The State contributes to a retirement plan for eligible employees ...
Tax Shelter Annuity (TSA): If eligible, Department employees are able to participate in a tax shelter annuity program ...
Deferred Compensation: The State offers employees a tax deferred (sheltered) retirement investment program ...
Temporary Disability Insurance: Qualified employees may be eligible to receive benefits for a disability caused by a non-work related injury or illness.
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 ...
Application Instructions 01. GENERAL CLERICAL EXPERIENCE: Of the options, choose the ONE option that best describes how you meet this requirement.
I possess a High School Diploma.
I possess a General Equivalency Diploma (GED).
I do not possess a High School Diploma or GED, but I have at least 6 months of work experience involving tasks that show my knowledge of English grammar, spelling and arithmetic; my ability to read and understand oral and written instructions; and my ability to speak and write simply and directly. I will provide more details in the following question.
None of the above.
02. GENERAL CLERICAL EXPERIENCE (cont.): If you chose the third option as a response to the previous question, use the space to provide responses to ALL of the following items for EACH work experience you held that fully meets this requirement ...
03. SPECIALIZED CLERICAL EXPERIENCE: I possess progressively responsible typing, stenographic and/or substantive clerical work ...
I possess at least one (1) year of Specialized Clerical Experience.
I possess at least two (2) years of Specialized Clerical Experience.
None of the above.
04. SPECIALIZED CLERICAL EXPERIENCE (cont.): ...
05. ADMINISTRATIVE CLERICAL EXPERIENCE: In addition to the two (2) years of Specialized Clerical Experience, I possess progressively responsible typing, stenographic...
In addition to the two (2) years of Specialized Clerical Experience, I possess at least one (1) year of Administrative Clerical Experience.
In addition to the two (2) years of Specialized Clerical Experience, I possess at least two (2) years of Administrative Clerical Experience.
None of the above.
06. ADMINISTRATIVE CLERICAL EXPERIENCE (cont.): ...
07. ALLOWABLE SUBSTITUTIONS: If you are utilizing an allowable substitution of education for experience, please select the one option that best describes your educational background. ...
I successfully completed 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.
I partially completed 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.
I possess education in an accredited university in a baccalaureate program which included at least two or more courses such as: human relations in business, business correspondence or communications, principles of management, personnel management relations, office management, business administration, etc.
None of the above.
08. TRANSCRIPTS, CERTIFICATIONS, AND OTHER VERIFYING DOCUMENTS: Official or copies of official transcripts, certifications (front and back), and other verifying documents must be received in our office within ten (10) calendar days from the date of your application. If these documents are NOT received by the deadline, your application may be rejected.
I understand, and will submit the required documents to CSSP Recruitment within ten (10) calendar days.
I understand, but I will not submit the required information. I understand that my application may be rejected.
I have previously submitted my verifying documents for another recruitment.
Seniority level
Entry level
Employment type
Full-time
Job function
Marketing, Public Relations, and Writing/Editing
Primary and Secondary Education
Referrals increase your chances of interviewing at Hawaiʻi State Department of Education by 2x
Sign in to set job alerts for “Secretary Communication” roles.
#J-18808-Ljbffr