Secretary IV

Salary: $4,582.00 Monthly
Location : Honolulu
Job Type: Various
Job Number: 24-229KS
Department: Various
Opening Date: 11/24/2024
Closing Date: Continuous

Position Specific Description

Recruitment Number 24-229KS, Secretary IV, SR-18, Honolulu, O`ahu.
Summary of Duties

Provides secretarial services to a manager, administrator or director of an organizational entity in the judicial branch of Hawaii's state government; may supervise and participate in performing highly complex clerical work.
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: Some positions shall be restricted to applicants who possess the minimum education and experience requirements and/or 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.

for other important information about the Merit or Civil Service System, Citizenship and Residency requirements, Accommodations, Veterans Preference, Examination process, Administrative Review, and more.
Civil service employees are eligible for a range of benefits, including, but not limited to, the following:

• 13 paid holidays each year, and 14 during election years
  
• 21 vacation leave days per year
  
• 21 sick leave days per year
  
• Reasonable time off with pay for jury or witness duty, death in the family, for certain military duty, and for donating to the Blood Bank
  
• Employer contribution to premiums for enrollment in the state sponsored medical, drug, vision, and adult dental plans
  
• Free life insurance policy for employees and retirees
  
• Deferred compensation retirement savings plan
  
• State retirement plan for eligible employees

CLICK HERE FOR A LIST OF EMPLOYEE BENEFITS AND OTHER RELATED INFORMATION
The above benefits are subject to modification or termination due to changes in statutes, collective bargaining provisions, and/or policies, etc. This summary does not constitute a legal document or contract. Benefits may vary by type of employment and employment conditions.
01

Education Requirement: Do you possess a high school diploma or GED?

• Yes
• No

02

Selective Certification Requirement-Typing: Some Secretary positions require typing and/or keyboarding skills (40 net words per minute) and/or the ability to use typewriters, computers and word processing and/or other software applications.

Are you able to type 40 words per minute and are you interested in being considered for positions that require typing and/or keyboarding?

• Yes
• No

03

General Experience: These positions require 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. Which of the following tasks have you performed on a regular basis in your current or former jobs?

• 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

04

Specialized Experience: These positions require two (2) years of progressively responsible typing, stenographic and/or substantive clerical work which demonstrated 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.

In addition to the two and one-half (2-1/2) years of General Experience, do you have two (2) years of Specialized Experience providing personal assistance to an administrator or executive as the primary function of your job?

• Yes
• No

05

If you answered "Yes" to the question above, please provide the following information for EACH position in which you provided personal assistance to an administrator or executive.

a) Employer name
b) Official job title
c) Dates of employment (From: Month/Year, To: Month/Year)
d) Number of hours you worked per week
e) Immediate supervisor's name
f) Supervisor's official job title
g) A detailed description of your duties and responsibilities that involved providing assistance to your immediate supervisor.
h) The percentage of time that you provided assistance to your immediate supervisor.
06

Substitution of Education for Experience: Education in an accredited college or university may be substituted for part or all of the General Experience and/or Specialized Experience.

Will you be substituting your education for experience? See "Substitutions Allowed" listed on the Job Announcement under Minimum Qualification Requirements.

• Yes
• No
• Not Applicable

07

If you answered "Yes" to the question above, please select from the list below the statement which best describes your educational accomplishments. In order to be given credit for your education, you must scan and attach or mail a photocopy of your official transcripts, immediately after submitting your application, to the following address:

Hawai`i State Judiciary
Human Resources Department
426 Queen Street, First Floor
Honolulu, HI 96813

• 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.
• 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.
• Education in an accredited university or college in a baccalaureate program.
• Graduation from an accredited university or college with a Bachelor's degree.
• Not Applicable

08

IMPORTANT NOTE: Before submitting your application, be sure to review your application for completeness and accuracy. Your examination score will be based on the information you have provided on your application and this supplemental questionnaire. Therefore, it is important that you provide the name of your employer, your official job title, dates of employment (from-to, month/year), hours worked per week, and a detailed description of your duties for each job listed on your application. Failure to provide sufficient detailed information may result in your application being rejected or receiving a lower score.

Do not submit an online or hard copy resume in place of the application or supplemental questionnaire. If you choose to submit a resume with your application, be sure the name of your employer, your official job title, dates of employment (from-to, month/year), hours worked per week, and a detailed description of your duties are indicated in the resume.

• I have read the above statement and understand that failure to provide sufficient detailed information may result in my application being rejected or receiving a lower examination score.

Required Question

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