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HomeMy WebLinkAbout1.140 PLANNING COMMISSION SECRETARY 20231120 PART I DEPARTMENT OF HUMAN RESOURCES COUNTY OF KAUAI 1.140 Class Specifications for the Class: PLANNING COMMISSION SECRETARY SR-20; BU-03X Duties Summary: Provides secretarial services to the Planning Director and the Planning Commission; and performs other related duties as required. Distinguishing Characteristics: This class is distinguished from other secretarial classes by its responsibility for providing secretarial services to the Planning Director and the Planning Commission. 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.) Arranges appointments and receives and screens visitors; Answers and screens telephone calls; Gives information to the public or others based upon the knowledge of departmental functions, organization, regulations and superior’s thinking and attitude; Prepares and distributes agendas and assembles supporting materials for commission meetings and public hearings; Transcribes and prepares letters reports and other materials; Transcribes and prepares official minutes of meetings, conferences and public hearings; Screens correspondence noting matters that require the immediate attention of the Planning Director; Answers routine correspondence independently and writes letters from general and oral material for the commission; Searches files and assembles background and briefs material; PART I PLANNING COMMISSION SECRETARY 2 1.140 Maintain files of confidential correspondence, reports, minutes and other materials; May assist with departmental fiscal and personnel duties; and Performs other related duties as required. Knowledge of: Rules and regulations of the Planning Commission; office practices and procedures; filing methods and systems; secretarial practices; grammar, spelling and word usage; use of computers and standard office equipment. Ability to: Transcribe from recordings and notes accurately; understand and interpret laws, rules, regulations and departmental policies and procedures; write brief and complete summary reports; compose correspondence; follow oral and written instructions; deal tactfully and effectively with the public and other governmental officials. This is an amendment of the specification for the class PLANNING COMMISSION SECRETARY, which was approved on March 6, 1970, amended on November 15, 1977 and March 29, 2021, and is to be substituted to for that specification. APPROVED: November 20, 2023 (Date) ANNETTE L.ANDERSON Director of Human Resources PART II DEPARTMENT OF HUMAN RESOURCES COUNTY OF KAUAI 1.140 Minimum Qualification Specifications For the Class: PLANNING COMMISSION SECRETARY SR-20; BU-03X Training and Experience: A combination of education and experience substantially equivalent to graduation from high school; and five (5) 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: 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 a high school diploma or equivalent. PART II PLANNING COMMISSION SECRETARY 2 1.140 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 the substantive clerical and secretarial work experience requirement. 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 the substantive clerical and secretarial work experience requirement (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 the substantive clerical and secretarial work experience requirement. D. 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 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 PLANNING COMMISSION SECRETARY 3 1.140 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 of the specification for the class PLANNING COMMISSION SECRETARY, which was approved on March 6, 1970, amended on November 15, 1977 and March 29, 2021, and is to be substituted to for that specification. APPROVED: November 20, 2023 (Date) ANNETTE L.ANDERSON Director of Human Resources