Secretary I (SR-14)

About the role

This class includes 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. 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.

Responsibilities

• 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;
• Grants 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.

Requirements

• A combination of education and experience substantially equivalent to graduation from high school including or supplemented by course work in typing or keyboarding and:
• 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.

Knowledge

• 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

• Type/keyboard accurately at a rate of 40 net 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.

Prior Work Experience

Please indicate at which employer did you gain this experience, the specific duties performed, and the percentage of time spent performing those duties.

Minimum Qualification Requirements

• 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.

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.

County of Maui Benefits

• Do you have a high school diploma or GED equivalent?
• Do you have three (3) years of secretarial, stenographic or substantive clerical experience?
• If yes, please indicate at which employer did you gain this experience, the specific duties performed, and the percentage of time spent performing those duties.