Job Title: Secretary II
Job Number: 2025-03370P
District/Complex Area: Classified / OSSS / Student Services
School/Office: Classified / Student Support
Location: Honolulu, HI 96816
Job Type: Various, 12-month
Salary Range: $3,748.00 - $4,054.00 per month
Opening Date: January 16, 2026
Max Number of Applicants: 35
Description:
The authorized level of the position is Secretary II. Applications are being accepted down to the Secretary I in the event of recruiting difficulties.
Examples of Duties:
• Greets visitors to the office and answers the telephone; refers calls and callers to supervisor and other staff based on knowledge of the work of the organization; takes messages for the supervisor; makes appointments for the supervisor and reminds the supervisor of appointments; gives direct factual information in response to specific inquiry when there is no question as to the propriety of releasing such information; • Receives and opens incoming mail and refers to the supervisor unless referral can be made to another staff member; attaches previous correspondence and other related matters to correspondence requiring supervisors attention; sends routine acknowledgments or selects form letters in response to routine inquiries; composes routine correspondence for supervisors review requiring specific knowledge of operational methods, procedures, policies or other information; reviews all outgoing correspondence for typographical accuracy and conformance with procedures; • Establishes and maintains subject matter, alphabetic and/or chronological files, and supplies records upon request or in anticipation of supervisors need; • Procures supplies, equipment, repair and maintenance services and the like, through agency channels; • Consults or studies specific books, manuals, catalogs or other sources in order to obtain desired information; • Makes assignments of facilities, vehicles, equipment or similar items to provide for efficient and optimal use; • orally relays messages and instructions to other subordinates of the supervisor; • Allocates debits, credits, costs, charges or other similar bookkeeping items of operational procedures to correct accounts or classifications; • May typewrite straight copy from correct copy or rough drafts; prepares duplicating machine stencils and/or master copies; • May take dictation using shorthand or a steno-type machine and transcribe using a typewriter; takes general notes and/or minutes at meetings or conferences by longhand, shorthand or steno-type machine; • Explains details of services, methods or policies; • Reviews the work of others, calling attention to the use of incorrect procedures or methods and to correct entries or results; • Approves or recommends rejection of applications, requests, claims or other items following operational policies or rules of action; • May supervise clerical subordinates and others in the performance of highly complex clerical work (as defined in the Office Assistant series) on a regular and continuing basis.
Minimum Qualifications:
Experience Requirements:
Except for the substitutions provided for in this specification, applicants must have had work experience of the kind and quality described below and in the amounts shown in the following table:
| Class Title | Gen. Clerical Exp. (Yrs) | Spec. Clerical Exp. (Yrs) | Total Exp. (Yrs) | | --- | --- | --- | --- | | Secretary I | 0.5 | 1.0 | 1.5 | | Secretary II | 0.5 | 2.0 | 2.5 |
General Clerical Experience:
Work experience which involved performance of 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:
Progressively responsible typing, stenographic and/or substantive clerical work which duties demonstrated possession of, in addition to the knowledge and abilities noted under General Clerical Experience, 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 and typography; • maintaining a log of pending work;
Allowable Substitutions:
If you are utilizing an allowable substitution of education for experience, please select the one option that best describes your educational background.
Transcripts, Certifications, and Other Verifying Documents:
Official or copies of official transcripts, certifications (front and back), and other documents that verify you meet the minimum qualification requirements must be submitted with your application. If these documents are NOT received, your application may be rejected.
Required Question:
Employer: Hawaii State Department of Education Address: P.O. Box 2360 Honolulu, Hawaii, 96804 Website: https://www.hawaiipublicschools.org