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Home My WebLink About1.155 EXECUTIVE SECRETARY TO THE MAYOR 20231120PART I DEPARTMENT OF HUMAN RESOURCES COUNTY OF KAUAI 1.155 Class Specifications for the Class: EXECUTIVE SECRETARY TO THE MAYOR SR-26, BU-03X Duties Summary: Serves as personal secretary to the Mayor by providing clerical, stenographic and administrative assistance, manages the business affairs of the Mayor’s Office; supervises other clerical personnel in the office; and performs other related duties as required. Distinguishing Characteristics: This class is distinguished from other secretarial classes by the complexity and nature of duties performed as the personal secretary to the Mayor. 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). • Plans and supervises the work of clerical personnel in the Mayor's Office; • Receives telephone and personal callers for the Mayor; • Screens inquiries and complaints and routes to proper authorities; • Screens correspondence; • Organizes and coordinates matters that require the personal attention of the Mayor; • Searches files, reviews, summarizes, and assembles background material and information as necessary for executive action or decision; • Gives information to the general public and others; • Transcribes and prepares documents such as letters, reports and other material; • Composes and dictates outgoing correspondence and inter-departmental communications for the Mayor's signature; • Reviews and edits transcripts made; PART I EXECUTIVE SECRETARY TO THE MAYOR 2 1.155 • Attends conferences and meetings called by the Mayor and takes notes of proceedings; • Prepares correspondence approved by the Mayor for submission to the County Council; • Arranges personal and official appointments, meetings, luncheons, dinners and other official functions for the Mayor and other public officials; • Maintains confidential files; • Supervises the maintenance of files, records, and other documents; • Makes arrangements for proper reception of visiting officials and dignitaries; • Supervises all other activities necessary in the operation of the office; and • Performs other related duties as required. Knowledge of: Office practices and procedures; grammar, spelling, punctuation, and word usage; use of standard office machines and equipment, filing methods and systems. Ability to: Transcribe from recordings and notes accurately; read and interpret written material; summarize and prepare reports; give and follow oral and written instructions; deal tactfully and effectively with government officials and the general public. This is an amendment to the specification for the class EXECUTIVE SECRETARY TO THE MAYOR, which was approved on July 15, 1988 and December 1, 2021, and is to be substituted for that specification. Approved: November 20, 2023 (date) ANNETTE L. ANDERSON Director of Human Resources PART II DEPARTMENT OF HUMAN RESOURCES COUNTY OF KAUAI 1.155 Minimum Qualification Specifications for the Class: EXECUTIVE SECRETARY TO THE MAYOR SR-26, BU-03X Training and Experience: A combination of education and experience substantially equivalent to graduation from high school; and • eight and one half (8 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 EXECUTIVE SECRETARY TO THE MAYOR 2 1.155 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 qualification 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 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 EXECUTIVE SECRETARY TO THE MAYOR 3 1.155 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 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 EXECUTIVE SECRETARY TO THE MAYOR, which was approved on July 15, 1988 and December 1, 2021, and is to be substituted for that specification. Approved: November 20, 2023 (date) ANNETTE L. ANDERSON Director of Human Resources