In a state agency this class is accountable for independently performing the most complex tasks in providing both office administration and secretarial support for a major program.
GUIDELINES FOR CLASS USE:
This class includes many of the full range of secretarial functions as described in the Secretary 2 class, but the focus of the position is on administrative activities requiring an advanced level of accountability, problem solving and interpersonal contacts. See addendum for differentiators between the secretarial and general clerical job series.
Works under the limited supervision of a Manager and/or Director level position.
May have lead responsibility over other clerical staff as assigned.
EXAMPLES OF DUTIES:
Performs the most complex office administrative duties as described in the following areas:
TYPING: Using a personal computer or other electronic equipment, formats and types a full range of correspondence, reports, bills, drafts, etc. from rough draft, transcription, dictated notes, etc.; proofreads for content; edits using knowledge of grammar, punctuation and spelling.
FILING: Designs office filing systems; organizes and maintains files (including confidential files); maintains, updates and reviews references materials and manuals.
CORRESPONDENCE: Composes complex letters and/or memoranda, etc. (e.g. explaining department practices and/or policies) for own or manager's signature.
REPORT WRITING: Researches and assembles information from a variety of sources and prepares statistical and/or narrative reports; analyzes information and may make recommendations.
INTERPERSONAL: Acts for manager by interpreting established policies and procedures, etc.; troubleshoots by relieving manager of as much administrative detail as possible; acts for and regularly makes decisions in manager's absence (within prescribed limits of authority).
PROCESSING: Screens letters, memos, reports and other materials to determine action required; may make recommendations to supervisor.
PERSONAL SECRETARY: Arranges and coordinates meetings (including space and equipment); researches, assembles and coordinates meeting materials (e.g. charts, graphs, reports); writes minutes of meetings, lectures, conferences, etc. from rough draft; takes notes using shorthand, speedwriting or machine transcription; prepares expense accounts; makes travel arrangements.
OFFICE MANAGEMENT: Authorizes purchases and payments (within prescribed limits of authority); develops input and prepares documentation for office and/or department budget; coordinates budget control and monitoring; develops office and/or department procedural manuals; assists in interviewing and hiring office support staff; trains office support staff; may supervise office support staff; performs related duties as required.
MINIMUM QUALIFICATIONS REQUIRED KNOWLEDGE, SKILL AND ABILITY:
Considerable knowledge of office administration and management; considerable knowledge of department and/or unit policies and procedures; considerable knowledge of proper grammar, punctuation and spelling; considerable knowledge of business communications; knowledge of business math; considerable interpersonal skills; ability to operate office equipment which includes personal computers and other electronic equipment; ability to operate office suite software; ability to take notes (shorthand, speedwriting or other method acceptable to manager).
EXPERIENCE AND TRAINING:
Four (4) years' experience above the routine clerk level in office support or secretarial work.
One (1) year of the General Experience must have been as a Secretary 2 or its equivalent.
College training in the secretarial sciences may be substituted for the General Experience on the basis of 15 semester hours equalling one-half (1/2) year of experience to a maximum of two (2) years.
The Manager and/or Director level designation is reserved for incumbents with full time responsibilities for a major program. Their work is broadly guided by department policies and goals, and they usually report to the highest level administrators within an organization. The Manager and/or Director will have supervisory responsibilities, but the emphasis of the position will be on management activities. These activities can include such things as formulating program goals and objectives, developing and implementing program policies and procedures, developing and maintaining the program budget, identifying and coordinating both internal and external resources, maintaining high level and sensitive contacts with the public, officials, etc. and regularly acting as the representative of the department on sensitive program related activities.
This replaces the existing specification for the same class in the same Salary Group CL 19 approved April 2, 2007. (2009 SCOPE Review)
3591A 5/25/09 cm
(07)-ADMN CLERICAL (NP-3)
ADDENDUM ADDENDUM TO THE SPECIFICATIONS FOR THE CLASSES OF SECRETARY 1, SECRETARY 2 AND ADMINISTRATIVE ASSISTANT Primary differentiators between the secretarial series and the general clerical series:
Secretaries are expected to plan, organize and coordinate the full range of office support activities. They become involved in designing and recommending forms, procedures and office systems. Incumbents in the general clerical classes are usually responding to specific assignments and plan and coordinate around those tasks. Most of their work is within the context of previously designed procedures and systems.
Secretaries have additional technical skill requirements such as business communications (writing and editing letters and reports), considerable knowledge of office systems and procedures, research skills, ability to take notes (shorthand, speedwriting or other acceptable method) and business mathematics. Knowledge of office administration (budgeting, personnel administration, purchasing, etc.) is critical to the Administrative Assistant.
Secretaries have a higher level interpersonal dimension to their jobs. They are able to schedule appointments for staff, handle telephone calls requiring knowledge of and sensitivity to the unit's functions, etc. At the highest level the Administrative Assistant actually troubleshoots for the manager. In the general clerical classes the interpersonal dimension requires tact and diplomacy and the ability to accurately give and receive information.