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Home My WebLink About1.152 SECRETARY 20230717PART I DEPARTMENT OF HUMAN RESOURCES COUNTY OF KAUAI 1.152 Class Specifications for the Class: SECRETARY SR-16, BU-03X Duties Summary: Provides secretarial, substantive clerical, and routine administrative services to a top- level managerial and administrative executive; and performs other related duties as required. Distinguishing Characteristics: This class is distinguished by its responsibility for providing secretarial, substantive clerical, and routine administrative services for a top-level managerial and administrative executive, including the department head, deputy or assistant to a department head, administrative officer, and director or chief of an agency or major division. Examples of Duties: (The following are examples of duties and are not necessarily descriptive of any one position in this class. The omission of specific duties statements does not preclude management from assigning such duties if such duties are a logical assignment for the position).  Organizes and coordinates matters that require top-level managerial or an administrative executive’s attention;  Searches files and assembles background materials and information for top-level managerial or an administrative executive’s action or decisions;  Summarizes and briefs materials;  Gives information to the public or others based upon the knowledge of departmental or Council functions, organization, regulations, and the top-level managerial or an administrative executive’s thinking and attitude;  Screens incoming mail and answers routine correspondence independently;  Prepares letters from general and oral and written instructions;  Screens office callers and visitors;  Makes appointments for top-level managers or administrative executives; PART I SECRETARY 2 1.152  Makes confidential contacts;  Arranges logistics for meetings;  Answers telephone and routes calls or relays messages;  Sets up codes and maintains files of confidential correspondence, reports, minutes, and other materials;  Operates general office machines and computer related software and equipment;  May supervise clerical employees by scheduling, assigning, and reviewing their work;  May keep records of expenditures; and  Performs other related duties as required. Knowledge of: Office practices and procedures; filing methods and systems; grammar, spelling, and word usage; use of standard office machines. Ability to: Understand and interpret laws, ordinances, rules, and regulations; summarize and brief materials; operate computer related software and equipment, such as, personal computer, keyboard, monitor, printer, scanner, and other peripheral devices; operate general office equipment, such as, telephone, calculator, facsimile machine, and copier; give and follow oral and written instructions; deal tactfully and effectively with the public; work harmoniously with others. This is an amendment to the specification for the class SECRETARY, which was approved on December 30, 1985, amended on February 18, 1986, July 7, 1986, September 10, 2003, March 1, 2013, and on December 1, 2021, and is to be substituted for that specification. Approved: July 17, 2023 (date) ANNETTE L. ANDERSON Director of Human Resources PART II DEPARTMENT OF HUMAN RESOURCES COUNTY OF KAUAI 1.152 Minimum Qualification Specifications for the Class: SECRETARY SR-16; BU-03X Training and Experience: A combination of education and experience substantially equivalent to graduation from high school; and  three and one half (3 ½) years of substantive clerical and secretarial work experience. Qualifying Substantive Clerical And Secretarial Work Experience: Progressively responsible typing, and/or substantive clerical work which demonstrated possession of knowledge in the use 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 punctuation and typographical errors; maintaining a log of pending work; etc.; use computers and software applications (e.g., word processing, spreadsheet, databases, etc.); providing personal assistance to an administrator or executive by attending to the administrative details of an office; having an overall awareness of the activities and administrative framework of a program/organization; and ability to exercise sound judgment in office administrative matters. Substitutions Allowed: The following may be substituted for education: A. Four (4) years of full-time general work experience may be substituted for a high school diploma. B. Successful completion of semester credits leading towards a degree or diploma from an accredited community college, college or university, trades school, etc., may be substituted for up to four (4) years of the education requirement (15 semester credits = 6 months). C. An Associate’s, Bachelor’s, Master’s, or PhD degree from an accredited community college, college or university, trades school, etc., may be substituted for the education requirement. PART II SECRETARY 2 1.152 The following may be substituted for experience: A. An Associate’s degree in Secretarial Science or Office, Administration, and Technology (OAT) from an accredited business school or community college may be substituted for up to two (2) years of substantive clerical and secretarial work experience. B. Successful completion of semester credits leading towards a degree or diploma from an accredited community college, business or technical school, college, or university may be substituted for up to four (4) years of substantive clerical and secretarial work experience (15 semester credits = 6 months). C. A Bachelor’s degree in any field from an accredited college or university may be substituted for up to four (4) years of substantive clerical and secretarial work experience. D. A Master’s or PhD degree in any field from an accredited college or university may be substituted for one (1) year of substantive clerical and secretarial work experience. If a degree is used to substitute for the education requirement, it may not be used again towards the experience requirement. If work experience is used to substitute for education, it may not be used again to meet the experience requirement. If the applicant holds more than one degree, transcripts must be provided, and a thorough review will be conducted by the DHR staff in order for more than one degree to be credited towards the minimum qualification requirements. Additional degrees can be considered if obtained independently through mutually exclusive classes from another degree being considered. Substitutions will be used to the advantage of the applicant. Quality of Experience: Possession of the required number of years of experience will not in itself be accepted as proof of qualification for a position. The applicant's overall experience must have been of such scope and level of responsibility as to conclusively demonstrate that he/she has the ability to perform the duties of the position for which he/she is being considered. License Requirement: Possession of the appropriate licenses or certificates as required of the position. Selective Certification: Specialized knowledge, skills and abilities may be required to perform the duties of some positions. For such positions, Selective Certification Requirements may be established, and certification may be restricted to eligibles who possess the pertinent experience and/or training required to perform the duties of the position. PART II SECRETARY 3 1.152 Agencies requesting Selective Certification must show the connection between the kind of training and/or experience on which they wish to base selective certification and the duties of the position to be filled. Tests: Applicants may be required to qualify on an appropriate examination. Health and Physical Condition Requirements: Persons seeking appointment to positions in this class must meet the health and physical condition standards deemed necessary and proper to perform the essential functions of the position with or without reasonable accommodations. Physical Effort Grouping: Light This is an amendment to the specification for the class SECRETARY, which was approved on December 30, 1985, amended on February 18, 1986, July 7, 1986, September 10, 2003, March 1, 2013, and on December 1, 2021, and is to be substituted for that specification. Approved: July 17, 2023 (date) ANNETTE L. ANDERSON Director of Human Resources