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Administrative Support Specialist IV

2 months ago

Honolulu, Hawaii, United States Hawaii State Department of Education Full time
Executive Secretary IV Job Overview

The Executive Secretary IV plays a crucial role in ensuring the smooth operation of the office by providing high-level administrative support. This position involves a variety of tasks that require strong organizational skills and attention to detail.

  • Communication Management: Responsible for receiving and screening telephone calls and visitors, making appropriate referrals as necessary.
  • Appointment Coordination: Manages inquiries, schedules appointments, and prepares necessary materials for meetings.
  • Conference Organization: Assists in planning conferences, gathering relevant background information, and preparing comprehensive reports.
  • Correspondence Handling: Reads and processes all incoming and outgoing correspondence efficiently.
  • Record Maintenance: Maintains control records and follows up on ongoing tasks to ensure timely completion.
  • Office Workflow Improvement: Aids in streamlining office procedures to enhance productivity.
  • Guidance and Instruction: Provides direction to office staff regarding established protocols and procedures.
  • Typing and Transcription: May operate office equipment such as typewriters and transcribe dictations as needed.

Experience Requirements: Candidates should possess relevant clerical experience, demonstrating familiarity with office equipment and secretarial duties.

Substitutions Allowed: Equivalent work experience and/or education that showcases comparable knowledge and skills may be considered.

Education Substitution:

  • Completion of high school or a clerical curriculum may substitute for required experience.
  • Education from university programs may be accepted in lieu of specialized clerical experience.

Requirements: All qualifications must be fulfilled at the time of application.

Temporary Assignment Information: Temporary roles may have the potential to transition into permanent positions based on performance and departmental needs.

Document Submission: Applicants must attach relevant supporting documents with their application.

Details on Temporary Positions: The duration of temporary positions may be extended annually depending on funding and departmental requirements, enhancing employment opportunities.