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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 comprehensive administrative support. This position requires a high level of professionalism and the ability to manage multiple tasks efficiently.

  • Communication Management: Responsible for receiving and screening phone calls and visitors, providing courteous referrals as necessary.
  • Appointment Coordination: Manages inquiries, schedules appointments, and prepares necessary materials for meetings.
  • Conference Organization: Assists in the planning of conferences, gathers relevant background information, and compiles reports.
  • Correspondence Handling: Reads and processes both incoming and outgoing communications, ensuring timely responses.
  • Record Maintenance: Maintains control records and follows up on ongoing tasks to ensure completion.
  • Office Procedure Optimization: Aids in streamlining office work processes to enhance efficiency.
  • Team Guidance: Provides instruction and guidance to office staff on established protocols and procedures.
  • Typing and Transcription: May be required to operate a typewriter and transcribe dictations as needed.

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

Substitutions Allowed: Work experience and/or education that demonstrates comparable knowledge and skills may be considered.

Education Substitution:

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

Requirements: All qualifications must be fulfilled by the application date.

Temporary Assignments: Temporary roles may transition into permanent positions based on performance and departmental needs.

Document Submission: Supporting documents must be attached to the application for consideration.

Information on Temporary Positions: Temporary roles may be extended annually depending on funding and departmental requirements, enhancing employment opportunities.