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HomeMy WebLinkAbout1.139 PUBLIC SAFETY SERVICES SECRETARY 20231120 PART I DEPARTMENT OF HUMAN RESOURCES COUNTY OF KAUAI 1.139 Class Specifications for the Class: PUBLIC SAFETY SERVICES SECRETARY SR-18; BU-03X Duties Summary: Serves as personal assistant to one or more top-level public safety executives; performs a wide variety of secretarial tasks that provide specialized support to the principal(s); performs other related duties as required. Distinguishing Characteristics: Positions in this class provide specialized support to the Chief and one or more top- level public safety departmental executives and participates in the management of the office by applying a good working knowledge of public safety programs. Work requires use of judgement and initiative, and the ability to operate computer systems utilizing various office software packages. 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.) • Maintains an overall awareness of organizational activities of importance or impact to the Chief and public safety executive(s) and the department; • Serves as liaison between the bureaus and/or the principal(s) involved, internal staff, and outside agencies; • Answers inquiries and resolves problems that require the interpretation, explanation, and justification of administrative and programmatic policies and procedures; • May conduct extensive research assignments; • Researches and reports information which requires the evaluation of sources or the application of regulations and procedures to specific cases; • Composes correspondence and other documents that require the synthesis or integration of a variety of subject areas or the summation of contributions from staff or sub-units; PART I PUBLIC SAFETY SERVICES SECRETARY 2 1.139 • May accompany the executive(s) and/or attends meetings participating as requested; • Coordinates logistical arrangements relating to conferences, meetings, and travel for the executive(s); • Screens incoming mail and composes correspondence, memos, and reports that represent the executive(s) position; • Transcribes and/or records confidential or sensitive information; • Reviews and edits documents prepared by the executive(s) for content and appropriate spelling, punctuation, syntax, and format; modifies copy as necessary; • Establishes and maintains executive(s) confidential records and files; 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: Transcribe from recordings and notes accurately; understand and interpret laws, ordinances, rules, and regulations; summarize and brief materials; 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 PUBLIC SAFETY SERVICES SECRETARY, which was approved on September 22, 2003, effective November 16, 2001, amended on December 1, 2021, and is to be substituted for that specification effective October 15, 2023. Approved: November 20, 2023 (date) ANNETTE L. ANDERSON Director of Human Resources PART II DEPARTMENT OF HUMAN RESOURCES COUNTY OF KAUAI 1.139 Minimum Qualification Specifications For the Class: PUBLIC SAFETY SERVICES SECRETARY SR-18; BU-03X Training and Experience: A combination of education and experience substantially equivalent to graduation from high school; and • four and one half (4 ½) years of substantive clerical and secretarial work experience. Qualifying Substantive Clerical And Secretarial Work Experience: Progressively responsible 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: 1. Four (4) years of full-time general work experience may be substituted for a high school diploma. 2. 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). 3. 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 PUBLIC SAFETY SERVICES SECRETARY 2 1.139 The following may be substituted for experience: 1. 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 the substantive clerical and secretarial work experience requirement. 2. 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 the substantive clerical and secretarial work experience requirement (15 semester credits = 6 months). 3. A Bachelor’s degree in any field from an accredited college or university may be substituted for up to four (4) years of the substantive clerical and secretarial work experience requirement. 4. A Master’s or PhD degree in any field from an accredited college or university may be substituted for one (1) year of the substantive clerical and secretarial work experience requirement. 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 human resources 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 qualifications for a position. The applicant’s overall experience must have been of such scope and level of responsibility as to conclusively demonstrate that they have the ability to perform the duties of the position for which they are 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 PART II PUBLIC SAFETY SERVICES SECRETARY 3 1.139 established, and certification may be restricted to eligibles who possess the pertinent experience and/or training required to perform the duties of the position. Departments/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: 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 PUBLIC SAFETY SERVICES SECRETARY, which was approved on September 22, 2003, effective November 16, 2001, and on December 1, 2021, and is to be substituted for that specification effective October 15, 2023. Approved: November 20, 2023 (date) ANNETTE L. ANDERSON Director of Human Resources