Secretary III SR-18

IMMEDIATE VACANCIES:
Department of Human Concerns Temporary FullTime
Department of Housing Permanent FullTime

Provides secretarial clerical and routine administrative services to a deputy department head or top echelon administrative official in the Office of the Mayor; may service a board or commission; may supervise lower level clerical staff; and performs other related duties as required.

Distinguishing Characteristics:

This class is distinguished by its responsibility for providing secretarial clerical and routine administrative services for a deputy department head or top echelon administrative official in the Office of the Mayor. Responsibilities may also include providing secretarial and clerical support services to a board or commission.

• Receives telephone and personal calls screens those which can be handled by other department representatives and tactfully makes referrals as appropriate;
• Responds to inquiries and provides information based upon the knowledge of departmental functions organization rules and regulations and the superiors 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 and routes those which require executive attention or are of special interest to the executive for consideration;
• Answers routine correspondence independently and writes letters from general oral and written instructions;
• 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;
• Keeps the supervisors calendar and schedules and adjusts appointments and conferences;
• Arranges dates and places for meetings and notifies those who are to attend;
• May take and transcribe dictation for the executives correspondence and records;
• Establishes and maintains files of confidential correspondence reports minutes 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;
• May supervise clerical employees by scheduling assigning and reviewing their work;
• May keep records of expenditures and assist in departmental 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 five 5 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 drivers 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; give and follow written and oral instructions; 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

TEMPORARY POSITIONS:
Employees appointed to temporary positions may also gain membership in the civil service upon satisfactory completion of an initial probation period of at least six months. Once you become a member of the civil service you become eligible to apply for promotion and transfer opportunities to permanent as well as other temporary positions.

APPLICATIONS MAY BE FILED ONLINE AT: you have never applied for a job using the NEOGOV system you must create an account. You will need a username password and working email address to create your account. Your detailed work history is required on the application. A resume submitted in lieu of an application will not be sufficient. Furthermore See resume is NOT an acceptable response under the Work Experience section. An application containing this response may be deemed incomplete. Applications may be rejected if they are incomplete.

EXAMINATIONS ARE ADMINISTERED IN THE COUNTY OF MAUl ONLY

The above examination is being given on an opencompetitive basis to establish an eligible list which shall be effective for not more than one year unless extended by the Director of Personnel Services.

AN EQUAL OPPORTUNITY EMPLOYER

The County of Maui does not discriminate on the basis of race sex sexual orientation age religion color ancestry national origin disability marital status pregnancy arrest and court record assignment of child support national guard participation or any other basis covered by state or federal laws governing nondiscrimination

PreEmployment/PostOffer Drug Screening Test: All applicants who will enter a safety sensitive position or certain designated categories that the Personnel Services Director has established or who are required by law to be drug tested must pass a preemployment/postoffer drug screening test as a condition of employment. There is no retesting or reevaluation process. Cost for the drug screening test shall be borne by the County of Maui.

Personnel Services Email: