Job Description

Position Specific Description

Recruitment Number 25-105KS , Secretary IV (Director's Administrative Assistant), SR-18, Honolulu, Oahu.

Summary of Duties

This position serves as a secretary and personal/confidential assistant to the director of the IT & Systems Department. As the director's personal/confidential assistant, the secretary may speak and act for the IT & Systems Director to facilitate workflow, coordination and management controls, and relationships with others both within and outside the organization based on knowledge of the attitudes, views, policies and style of operation of the IT & Systems Director. In addition, the secretary is responsible for the management and daily operations of the IT & Systems Department; and recommends alternatives to solve problems. This position may also provide secretarial, clerical, and administrative support to a division under this department which may include organizing and coordinating matters, performing research, and compiling information and maintaining confidential files. The secretary provides direction, instruction, and training for other secretary and clerical personnel within the department, as needed, and performs other duties as required.

Minimum Qualification Requirements

Education Requirement: Graduation from high school or equivalent. General Experience: Two and one-half (2-1/2) years of progressively responsible typing, stenographic and/or substantive clerical work experience which demonstrated knowledge of English grammar, spelling and arithmetic; knowledge of common office equipment; knowledge and understanding of computer word processing and software applications; the ability to read and understand oral and written instructions; the ability to speak and write simply and directly; and the ability to carry out procedures in clerical work systems and perform secretarial tasks. This experience includes, but is 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 outgoing correspondence for format, grammar, spelling and typography; maintaining a log of pending work; preparing and finalizing documents using computer word processing applications; preparing and finalizing charts, tables, graphs and other materials using computer software applications, etc. Specialized Experience: Two (2) years of progressively responsible typing, stenographic and/or substantive clerical work, which duties 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) ability to exercise sound judgment. Selective Certification Requirement - Typing: Eligibles for this position shall be restricted to applicants who possess the minimum education and experience requirements and the skill requirement of typing at a rate of 40 net words per minute. The applicant's proficiency may be evaluated by the appointing authority. Failure to meet the proficiency requirements may result in suspension of the applicant's eligibility. The Judiciary's Human Resources Department reserves the rights to test an applicant when there is evidence that the applicant does not meet the proficiency requirements for the class for which the applicant applied. Substitutions Allowed: Any combination of work experience as described above and/or education which clearly demonstrates the applicant's possession of knowledge, skills and abilities comparable in quality and quantity may be accepted as satisfying a portion or all of the minimum qualification requirements. Substitution of Education for Experience: 1. 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 equipment may be substituted on a month-to-month basis up to a maximum of one (1) year of the General Experience. 2. 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 equipment may be substituted for one and one-half (1-1/2) years of the General Experience. 3. Education from an accredited university or college in a baccalaureate program may be substituted for on the basis of fifteen (15) semester hours for six (6) months of experience, up to a maximum of two and one-half (2-1/2) years of the General Experience. 4. Graduation from an accredited university or college with a Bachelor's degree may be substituted for all of the General Experience and one (1) year of Specialized Experience.

Supplemental Information

Any additional information may be attached to your online application, submitted by email to Recruitment@courts.hawaii.gov, or mailed to the following address: Hawai`i State Judiciary, Human Resources Department, 426 Queen Street, First Floor, Honolulu, Hawai`i 96813. Education: If you are using education as a substitute for experience, you must submit a copy of your transcript(s) or diploma(s) at the time of application. If you are selected for a position, we will request an official transcript (not a copy) at a later date. The official transcript must indicate completion of the training and/or the awarding of the appropriate degree.

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