SECRETARY IV (SR-18) [1 vacancy]

SECRETARY IV (SR-18) [1 vacancy]

Salary

$4,742.00 - $5,768.00 Monthly

Location

Oahu, HI

Job Type

Full-Time Temporary

Job Number

399256

Department

Human Resources

Division

Administration

Opening Date

06/18/2026

Closing Date

Continuous

• Description
• Benefits
• Questions

Position Information

Apply your secretarial skills to make an impact today!

The Department of Human Resources (DHR) is looking for a Secretary IV in Honolulu. This full-time temporary (limited-term appointment [LTA]) position within the Administration Division serves as a trusted personal assistant, providing secretarial services to the Assistant Director of Human Resources.

What You Will Do

General duties and responsibilities of a Secretary IV include but are not limited to:

• Organizing and coordinating matters that require executive attention; Searches files to assemble background materials and information for the executives action or decisions.
• Communicate information to the public, to internal City Departments, or others based upon knowledge of departmental functions, organization, regulations and managers thinking and attitude.
• Taking and transcribing notes of meetings and conferences, and preparing summary minutes.
• Reading incoming emails, postal mail and answering routine correspondences.
• Create written correspondence from oral or written instructions.
• Screening callers/visitors and making appointments for the manager.
• Keeping records of expenditures and draft budget requests.
• Responding and assisting callers in a wide variety of inquires, requiring knowledge of numerous City Departments.
• May supervise clerical employees by scheduling, assigning and reviewing their work.
• Maintain confidentiality with sensitive information.

Salary rate commensurate with applicable experience, pending approval

Enjoy excellent employment benefits including generous time off (up to 21 vacation days, 21 sick leave days, and holidays), comprehensive health coverage, retirement plan, career development, and much more! View details about all our available benefits by clicking on the "Benefits" tab at the top of this posting or visiting https://www.honolulu.gov/dhr/benefits/.

Apply today and take the first step toward a lasting career!

Additional Job Information

Some notifications will be sent via e-mail. You are responsible for monitoring instructions and correspondence from this office by checking your email account in a timely manner. To ensure proper delivery, please make sure you:

• use a valid e-mail account;
• verify your e-mail address is entered correctly on your GovernmentJobs account;
• are subscribed to email notices;
• check your spam folders; and
• add infoneogov@honolulu.gov and info@governmentjobs.com to your contact list.

Notifications may also be sent via text message if opted into the service. Data and text messaging fees apply.

Minimum Qualification Requirements

At time of application, you must be a citizen, national or permanent resident alien of the United States or a non-citizen eligible under federal law for unrestricted employment.

EDUCATION REQUIREMENT:

Equivalent to graduation from high school. Responsible work experience demonstrating the ability to perform the essential functions of the job may be substituted for education.

EXPERIENCE REQUIREMENT:

Five (5) years of secretarial, stenographic or substantive clerical experience.

Desirable Experience: Familiarity/experience working in a governmental or legal organization.

Applicable Skills Needed

• Knowledge of: office practices and procedures; principles and capabilities of word processors and microcomputers; filing methods and systems; grammar, spelling and word usage use of standard office equipment; principles and practices of supervision.
• Ability to: understand and effectively use word processing and other software applications; give and follow oral and written instructions; understand and interpret laws, ordinances, rules and regulations; summarize and brief materials; type and/or key/input information accurately; transcribe notes accurately; and deal tactfully and effectively with employees and the public.

LICENSE REQUIREMENT:

Possession of an appropriate valid drivers license, as required.

Examination Process

If you qualify for the position, your name will be eligible for consideration for current vacancy/vacancies and future job openings with this job title. Screening will be based on the education, experience, and other job-related information provided in your application. Failure to provide sufficient information may result in your application being rejected or your receiving a lower rating. All information provided on an application is subject to verification. As applicable, false or misleading statements or omissions of material facts are grounds for disqualification and/or termination of employment with the City and County of Honolulu.

What are the benefits of being a City Employee?

• • Vacation: Employees may earn up to 21 days per year.
• • Sick Leave: Employees may earn up to 21 days per year.
• • Holidays: 13 days a year; 14 days during election years.
• • Training and Development: Computer, career, and personal enhancement courses are offered; curriculum designed for employee, supervisory, and management development.
• • Medical, Dental, Prescription Drug, and Vision Care: Various health insurance plans are available. Premiums are subsidized by the City and deductible from pre-tax income for participants of the Premium Conversion Plan (PCP).
• • Group Life Insurance: No cost for eligible employees.
• • Deferred Compensation Plan: Invest in your future...choose to defer part of your pre-tax income for retirement.
• • Retirement Plan: The Employees Retirement System (ERS) of the State of Hawaii administers retirement benefits for State and County employees. Employee contribution required.
• • Commuter Choice Pre-Tax Benefits: Employees may designate certain transportation expenses (TheBus, LOTMA, Vanpool Hawaii, etc.) as a pre-tax item
• • Parking: Some job locations offer parking on-site; others may have access to parking at low monthly rates.
• • Direct Deposit: Direct deposit of paychecks to a designated financial institution is available.
• • Employee Assistance Program (EAP): Confidential, professional counseling and resource referral.
• • Public Service Loan Forgiveness (PSLF) Program: A federal program forgiving the balance of federal student loans for individuals working in public service. For program requirements and additional information, please visit: https://studentaid.gov/manage-loans/forgiveness-cancellation/public-service

To view additional information, please visit our Benefits of City Employment page.

• All benefits as stated above, are subject to eligibility requirements and to legislative and/or negotiated changes. Individuals are responsible for any related fees or charges that may apply.

01

APPLICATION GUIDELINES & INSTRUCTIONS

When applying for this position, please thoroughly complete the Education, Work Experience, and Supplemental Question sections of your application. The information provided in these sections, particularly the job-specific Supplemental Questions, will be used to determine whether you meet the qualification requirements for the job and your final score. Failure to provide detailed and complete information or submit any required documentation may result in your application being rejected or you receiving a lower score.

Please do not submit resumes in place of completing any of these sections.

List each work experience separately, do not combine jobs. For example, if youve held more than one position or job level(s) for the same employer, they should be listed and described separately so that the resulting changes in your duties and responsibilities are accurately reflected. If any part of your experience is unclear, you may be asked to provide a copy of your official job/position description (PD).

In general (unless otherwise specified on the job posting), the following criteria is utilized for evaluation of the Minimum Qualification Requirements:

• Substitute, temporary assignment, internship or volunteer experience requires an official letter of verification from your supervisor and/or Human Resources department. 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.

• Concurrent or overlapping experiences and/or education will NOT be double credited.

• Professional experience refers to work that generally involves independent critical thinking, solving complex, non-routine problems, preparing reports, and interpreting and applying technical information.

• Most work experience as an intern will NOT be creditable as equivalent to professional experience.

• Calculation of experience will be based upon a full-time, 40-hour work week. Part-time experience will be pro-rated. Hours worked in excess of 40 hours/week will not be extra credited.

• Example: Twelve months of experience at 20 hours/week will be pro-rated to six months of experience.

• Example: Twelve months of experience at 60 hours/week will be credited as one year of experience, NOT one and a half years.

• All requirements for the position must be met at the time of application or by the closing date of the recruitment.

Possession of the required amount of experience will not in and of itself be accepted as proof of qualification for the position. The overall experience must be of such scope and responsibility as to conclusively demonstrate that you have the ability to perform the duties of the position.

Any information you submit is subject to verification. Supporting documents must be either electronically attached to your application or submitted to our office at: Department of Human Resources, 650 South King Street, 10th Floor, Honolulu, HI 96813. Documents should be identified by job title and recruitment number.

If you previously submitted education documents (e.g., transcripts, diploma, etc.) to our office, for most cases you are not required to resubmit them. Supporting documents with an expiration period (e.g., drivers license, Department of Transportation medical certificate, etc.) will need to be submitted with each application to verify possession of a current license or certificate at the time specified on the job posting.

• I certify that I have read and understand the above statements.

02

RELEVANT EXPERIENCE

Describe your secretarial, stenographic, or substantive clerical experience. Indicate which position(s) from the Work Experience section of your application where you had such experience and provide specific examples of your duties and responsibilities in:

a) preparing, composing, and completing correspondences, memorandums, and special reports;b) performing final review of correspondences prepared by others to ensure outgoing materials are neat, accurate, and in conformance with established requirements (such as correct spelling, proper work usage, grammar, etc); andc) budget preparation, expenditures, purchasing, and other fiscal matters.

03

Which statement best describes your competency with WORD PROCESSING (e.g., using Microsoft Word), specifically putting documents into final format?

• I am an expert with word processing. On a daily basis, I type letters and documents into final format. I change margins, create charts, and add automatic page numbering, headers and footers to documents.
• I am proficient with word processing. On a daily basis, I type letters and documents and am familiar with margins and page numbering.
• I type emails and short memos/notes or input data on a daily basis.
• I am not proficient at word processing but am willing to learn.

04

Which statement best describes your competency in using and creating SPREADSHEETS (e.g., using Microsoft Excel), specifically in tracking expenditures?

• I am an expert with Excel. I have used advanced formulas, know how to structure and format tables, and used charts to present data.
• I am proficient with Excel. I have used simple SUM and IF formulas, formatted cells and developed tables, and know how to use charts.
• I am familiar with Excel using it for tracking projects and/or recording purchases.
• I am not proficient with Excel but am willing to learn.

05

Which statement best describes the frequency of your interaction with customers/general public/co-workers regarding CUSTOMER SERVICE?

• On a daily basis, I provided customer service to customers/general public/co-workers, both in person and over the phone as a regular part of my clerical experience, interacting with them on a daily/constant basis providing information, services, etc.
• On a regular basis, I provided customer service to customers/general public/co-workers, both in person and over the phone as a regular part of my clerical experience, providing information, services, etc.
• On an intermittent basis, I provided customer service to customers/general public/co-workers as a regular part of my clerical experience, and have some customer service experience.
• I rarely interacted with customers/general public/co-workers as a regular part of my clerical experience and have very little customer service.

Required Question

Employer City and County of Honolulu

Address 650 South King Street, 10th Floor

Honolulu, Hawaii, 96813

Phone (808) 768-8536

Website https://www.honolulu.gov/dhr/