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SECRETARY III (SR-16) - HAWAII ISLAND
Job Details
SECRETARY III (SR-16) - HAWAII ISLANDEmployer
State of Hawai'i
Salary
$3,197.00 - $5,121.00 Monthly
Location
State of Hawaii Executive BranchJob Type
Various
Job Number
218199
Department ND
Various
Opening Date
05/05/2018
Closing Date
Continuous
Bargaining Unit
63
Recruitment Information
Recruitment Number 218199 - Hilo, Island of Hawaii Employment Only - The immediate vacancy is Temporary.
Note: The starting monthly salary is at the minimum rate of pay advertised above.
NOTE: 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. You may also enjoy other rights and benefits afforded to an employee in a permanent position with the exception of return rights and placement rights associated with a reduction-in-force.
A continuous recruitment may be closed at any time. The notice of the last day to file applications will be posted on the Civil Service Hawaii State Government Jobs page of our website.Duties Summary
Serves as Secretary to the manager of a statewide program or programs and an organization of substantial complexity and size or scope; and performs other related duties as assigned.
Minimum Qualification Requirements
To qualify, you must meet all of the following requirements:
General Clerical Experience: Six months of work experience which involved performing 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:
A. Two years of progressively responsible typing and/or substantive clerical work which demonstrated possession of, in addition to the knowledge and abilities noted under General Clerical Experience above, knowledge of common office appliances and equipment and the ability to carry out procedures in clerical work systems and to perform secretarial tasks including, but 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, punctuation and typographical errors; maintaining a log of pending work; and using computers and software applications (e.g., word processing, spreadsheet, databases, etc.).
AND
B. One additional year of progressively responsible typing and/or substantive clerical work experience, which 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.
Substitutions Allowed: Relevant substitutions as described in the Minimum Qualification Requirements, will apply.
Skill: Certain positions require the ability to type 40 net words per minute and/or take and transcribe dictation at 80 words per minute. Applicants who do not possess these skills will be referred only to those positions not requiring the ability to type or take dictation at the above rates.
License: A valid driver's license is required for some positions. For those positions requiring a driver's license, you must possess a valid driver's license at the time of appointment.
The information provided above represents a summary of the complete Minimum Qualification Requirements. To view the Requirements in their entirety, please CLICK HERE.
01150:031608:63:CLA
Other Information
PUBLIC SERVICE LOAN FORGIVENESS (PSLF) PROGRAM
The PSLF Program is a federal program that is intended to encourage individuals to work in public service by forgiving the balance of their federal student loans. To qualify, the individual must have made 120 qualifying payments while employed by a qualifying employer. For more information, please click: https://studentaid.ed.gov/sa/repay-loans/forgiveness-cancellation/public-service
ELECTRONIC NOTIFICATION TO APPLICANTS
The Department of Human Resources Development will use electronic mail (email) to notify applicants of important information relating to the status and processing of their applications as part of our ongoing efforts to increase operational efficiency, promote the conservation of green resources, and minimize delays and costs.
Please ensure that the email address and contact information you provide is current, secure, and readily accessible to you. We will not be responsible in any way if you do not receive our emails or fail to check your email-box in a timely manner.
TESTING INFORMATION
The examination for this recruitment will be conducted on an unassembled basis where the examination score is based on an evaluation and rating of your education and experience. It is therefore important that your employment application provide a clear and detailed description of the duties and responsibilities of each position you held.
In-person interviews and/or further testing in Hawaii may be required at the discretion of the hiring agency. If in-person interviews and/or further testing are required, applicants who meet the minimum qualification requirements and are referred to the vacancy must be available to participate in person and at their own expense in this phase of the selection process.
Applicants are encouraged to submit their applications as soon as possible. In addition to employment availability and score, the referral of qualified applicants may be based upon other factors including date of receipt of the application.
The State of Hawai'i complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If you require reasonable accommodations in completing an application, any pre-employment testing, or otherwise participating in the selection process, please call 808-587-0936 for assistance.
CLICK HERE for further information about Equal Employment Opportunity, the Merit Civil Service System, Citizenship and other requirements, Reasonable Accommodation, Veterans Preference, Examination Requirements, and the State Recruiting Office's Levels of Review.
YOUR JOB BENEFITS WITH THE STATE OF HAWAI'I
Click on this link: https://hidhrd.adobeconnect.com/p2v443ex9w0r/ for information regarding the wonderful benefits the State of Hawai'i has to offer employees.
The State of Hawaii offers its employees who are members of the civil service a range of benefits. Some benefits are offered as a result of collective bargaining agreements and changes may occur.
A summary of these benefits, which is based on full-time employment, is listed below.
Note: Benefits for NON-CIVIL SERVICE appointments will be provided by the hiring department at the time of interview.
With Civil Service modernization, effective July 1, 2002, 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. As a temporary member of the civil service, you will be eligible to apply for promotion and transfer opportunities to permanent as well as other temporary positions. You may also enjoy other rights and benefits afforded to members of the civil service, with the exception of return rights and placement rights associated with a reduction-in-force of a permanent member of the civil service.
Paid Holidays
You may be eligible for 13 paid holidays each year; 14 holidays during an election year.
Paid Vacation
You may earn vacation leave at a rate that other employers find tough to match – 21 days each full year from the FIRST year of employment. This compares to an average of 10 days offered by private companies. You may accumulate up to a total of 90 days (720 hours) of vacation.
Paid Sick Leave
You may earn sick leave at the same rate as vacation – 21 days per year from the FIRST year, and there is no limit on the amount you can accumulate. Expectant mothers may also use sick leave for pre-natal or post-natal check-ups or any illness related to pregnancy. Plus, unused accumulated sick leave may eventually be used to increase your retirement benefits in certain situations.
Other Leaves
Reasonable time off with pay may be provided for jury or witness duty, a death in the family, some military duty, and donation to the Blood Bank. Leave sharing donations may be granted to eligible employees who have serious personal illnesses or injuries or need to care for a seriously ill or injured family member. Various leaves without pay may also be granted with full re-employment rights.
Health Insurance
The State pays a part of the premiums for each employee's enrollment in a State sponsored Medical, Drug, Vision, and Dental Plan. For more information, visit the Employer Union Trust Fund website www.eutf.hawaii.gov for coverage and options.
Group Life Insurance
The State provides a free life insurance policy for employees.
Retirement Plan
The State contributes to a retirement plan for eligible employees. Generally, employees under the Hybrid Plan with 10 years of credited service and who have reached 65 years of age or have 30 years of credited service and have reached 60 years of age may retire and receive benefits. To find out more about the options you have, go to http://ers.ehawaii.gov.
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. This program allows employees to set aside money from their paychecks to pay for out-of-pocket health care expenses and eligible dependent care expenses on a BEFORE-TAX basis.
Transportation Benefits
Participating employees may increase their take-home pay by having the State deduct qualified transportation expenses (i.e. eligible parking fees, monthly bus passes for TheBus, fare coupons for The Handi-Van, Vanpool Hawaii participation fee, etc.) through pre-tax payroll deductions.
Deferred Compensation
The State offers employees a voluntary pre-tax retirement savings plan designed to give employees a tax break today and an opportunity to build a retirement nest egg through voluntary payroll deductions. Several types of investment options are available.
Temporary Disability Insurance
Qualified employees may be eligible to receive benefits for a disability caused by a non-work related injury or illness under this program.
Social Security
As an employer, the State also contributes to an employee's social security account.
Promotions & Transfers
For employees with membership in the civil service, the State offers promotion and transfer opportunities throughout the State Executive Branch.
Training & Continuing Education
The State supports developmental activities related to an employee's work. In many departments there are numerous in-service training opportunities available. Sabbatical leaves with pay are available for qualified employees.
Travel Expenses
The State may pay for certain business related travel expenses including mileage reimbursement for use of a personal car during work, airfare, meals and lodging expenses for trips to neighbor islands or out of state.
Incentive & Service Awards
The State has a program that recognizes employees for their years of service and provides cash awards for their superior accomplishments and other contributions that improve State operations.
Union & Collective Bargaining
Employees have the right to join the union for collective bargaining with the State and employee representation. Some employee unions provide discounts, insurance and other opportunities. Employees may also decide not to join a union, however, employees are required to pay union service fees unless the employee's job is excluded from collective bargaining.
The above information is solely intended as a summary of the benefits available to State of Hawaii employees and is subject to change. Whether or not you are entitled to a particular benefit will depend on your specific appointment and employment status (included, excluded, exempt, non-exempt). Please refer to the appropriate collective bargaining agreement or executive order and all applicable laws, rules, policies, or plan documents for further details. Nothing herein shall be deemed as creating an employment contract, promise of employment, promise of continued employment, or obligation of any kind on the part of the State of Hawaii.
CLICK HERE for more information on the State of Hawaii's Benefits At-A-Glance.
The State of Hawaii is an Equal Opportunity Employer
Revised 01/13
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01APPLICANT'S ACKNOWLEDGMENT - REQUIRED SUPPLEMENTAL QUESTIONS
The responses you provide to these Supplemental Questions will be used in combination with your application to determine whether you meet the qualification requirements and/or your final score. Failure to provide detailed and complete information may result in your application being rejected or receiving a lower score. Please do not submit a resume in place of completing the Supplemental Questions.
You must submit verification (e.g., copies of official transcripts or diploma as directed below) in order to receive credit for education. In general, proof of education downloaded from and/or submitted through the internet will not be accepted. Education obtained outside the United States must be comparable to education earned at an accredited school in the United States. We also reserve the right to request further information about your academic program, evidence of comparability, or an original transcript.
To receive credit for substitute, temporary assignment, or volunteer experience, applicants must submit an official letter of verification. The letter should include the job title, employment dates, number of hours worked, a description of the duties performed, and a contact name and phone number.
Any information you submit may be verified. Supporting documents must be either electronically attached to your application or submitted to our office within five working days of the filing of your application. Our mailing address is: State of Hawaii Department of Human Resources Development, 235 South Beretania Street--11th Floor, Honolulu, Hawaii 96813. Documents should be identified by job title and recruitment number.- I acknowledge that I have read, understand and agree to all of the above.
02APPLICANT'S ACKNOWLEDGMENT (Continued)
Applicants must meet all the requirements for the position they are seeking as of the date of the application, unless otherwise specified. In general, concurrent experiences and/or education will not be double credited unless otherwise specified. Your possession of the required amount of experience will not in and of itself be accepted as proof of qualification for the position. The overall paid or unpaid experience must be of such scope and responsibility as to conclusively demonstrate that you have the ability to perform the duties of the position. Our calculation of experience will be based upon a full-time, 40-hour work week. Part-time experience will be pro rated. Example: Twelve months of experience at 20 hours/week will be pro rated to six months of experience. Also, hours worked in excess of 40 hours/week will not be extra credited. Example: Twelve months of experience at 60 hours/week will be credited as one year of experience, not one and a half years.- I acknowledge that I have read, understand, and agree to all of the above.
03APPLICANT'S ACKNOWLEDGMENT - MINIMUM QUALIFICATION REQUIREMENTS (Complete information and details)
The information provided in the job announcement represents a summary of the complete Minimum Qualification Requirements. A live link to the complete Minimum Qualification Requirements was provided to me in the job announcement.- I acknowledge that I have accessed and read the complete Minimum Qualification Requirements via the live link provided in the job announcement.
04EMPLOYMENT AVAILABILITY
Please check the following conditions of employment for which you are interested and available.- Permanent Full-time
- Permanent Part-time
- Temporary Full-time
- Temporary Part-time
- A job at a lower rate of pay
05SELF CERTIFICATION STATEMENT - KEYBOARDING/TYPING and/or SHORTHAND SKILL
Some positions require that applicants possess keyboarding or typing skill of at least 40 net words per minute and/or take shorthand at a rate of 80 words per minute and make accurate transcriptions. Please indicate below whether you possess the required keyboarding, typing, and or shorthand skill and are interested in being considered for such positions. I understand that my proficiency may be tested by the appointing authority and that failure to demonstrate at least the minimum keyboarding/typing and/or shorthand skill may result in corrective action, including my removal from the list of eligibles for employment consideration.- I am interested in positions that require typing/keyboarding and certify that I understand the above and possess the minimum skill as described.
- I am interested in positions that require shorthand and certify that I understand the above and possess the minimum skill as described.
- I am not interested in being considered for positions that require typing and/or shorthand.
06GENERAL AND "TYPE A" SPECIALIZED CLERICAL EXPERIENCE REQUIREMENT
Do you possess at least SIX MONTHS of General Clerical Experience and TWO YEARS of progressively responsible typing and/or substantive clerical work as described in the Minimum Qualification Requirements?
If yes, identify each experience you would like us to consider, If no such experience then so indicate. Treat each change in employer or position separately.
The Information for each employer should include:
A. Employer name, your job title and employment dates.
B. Describe this employer and its general organizational structure. What kind of services did it provide and to whom (describe clientele)?
C. What was the primary function and major duties and responsibilities of your position?
D. For each employer, describe your duties, if any, which demonstrated your experience in each of the following areas. Include your specific role, the steps you took and relevant examples. If none, so indicate.
1. The performance of a variety of substantive clerical task and/ or typing.
2. Knowledge of various office appliances, equipment, and software. Include the kinds of office equipment and/or software you regularly worked with.
3. Knowledge of office practices and procedures.
4. The performance of various secretarial task.
E. Did this employer have or employ a separate section or person(s) whose primary function was to provide clerical or secretarial support? If yes, indicate the job title, primary function and major duties of this person(s) and/or entity that provided the clerical and/or secretarial support. What was the relationship of your position to that person(s) or entity?
F. Give the job title, role and authority of your immediate supervisor and a description of his/ her responsibilities. How did your duties and authority differ from those of your supervisor?07"TYPE B" SPECIALIZED CLERICAL EXPERIENCE REQUIREMENT
In addition to the "TYPE A" Specialized experience required, do you possess at least ONE YEAR of progressively responsible typing and/or substantive clerical experience which demonstrated the ability to perform secretarial task as described in the Minimum Qualification Requirements?
If yes, identify each experience you would like us to consider, If no such experience then so indicate. Treat each change in employer or position separately.
A. Employer name, job title and employment dates.
B. Describe this employer. What kind of services did it provide and to whom (describe clientele)?
C. In which department or section did you work? What was the primary function of your position? What were your major duties and responsibilities?
D. For each employer, describe your duties, if any, which demonstrated your experience in each of the following areas. Include your specific role, the steps you took and relevant examples. If none, so indicate.
1) Providing personal assistance to an administrator or executive by attending to the administrative details of an office. Indicate the job title, role and level of authority of the individual to whom you provided personal assistance and the specific duties you performed?
2) Having an overall awareness of the activities and administrative framework of the program/organization. Describe the organizational structure. What matters were referred to higher levels of authority and to whom were these matters referred; Who had the final authority on matters of high priority or urgency? What kinds of rules, regulations, policies, and procedures, if any, did you have to work with?
3) Having to exercise sound judgment.
E. Did this employer have or employ a separate entity or person(s) whose primary function was to provide secretarial support? If yes, indicate the job title, primary function and major duties of this person(s) and/or entity. What was the relationship of your position to that person(s) or entity?
F. Give the job title, role and authority of your immediate supervisor and a description of his/ her responsibilities. How did your duties and authority differ from those of your supervisor?08SUBSTITUTIONS ALLOWED
Have you completed coursework in a baccalaureate program of an accredited college or university OR in a substantially full-time equivalent clerical/office support/business technology curriculum leading to a degree, diploma, or certificate at an accredited community college, business or technical school as described in the Minimum Qualification Requirements?
-------------------- If yes, to receive credit for your academic training, SUBMIT a copy of your OFFICIAL TRANSCRIPTS, identified by the job title (Secretary II) and recruitment number (214175), no later than five days from the date of your application.- Yes
- No
09SUPERVISORY EXPERIENCE/APTITUDE Q1: Are you Interested in being considered for Supervisory positions?- Yes
- No
10SUPERVISORY EXPERIENCE/APTITUDE Q2: If You answered "Yes" to the above question, do you possess:- Supervisory Experience
- Supervisory Aptitude
- I do not possess Supervisory Experience or Aptitude
11SUPERVISORY EXPERIENCE/APTITUDE Q3: Describe your Supervisory Experience or Supervisory Aptitude.
Supervisory Aptitude is the demonstration of aptitude or potential for performance of supervisory duties through successful completion of regular or special assignments which involve some supervisory responsibilities or aspects; by serving as a group or team leader, or in similar work which opportunities for demonstrating supervisory capabilities exist; by the completion of training courses in supervision accompanied by application of supervisory skills in work assignments; or by favorable appraisals by a supervisor indicating the possession of supervisory potential.
-------------------- In the space below, Indicate the employer name, your job title, number and/or title of position(s)/projects supervised, and a detailed description of your supervisory responsibilities and/or supervisory aptitude.* Required Question
- Employer
- State of Hawai'i
