In a state agency this class is accountable for independently performing a full range of secretarial support functions requiring an understanding of organizational policies and procedures.
GUIDELINES FOR CLASS USE:
In addition to functions described in the Secretary specification incumbents in this class must have a thorough knowledge of and responsibility for a total office operation. Understanding of organizational policies must be demonstrated by regular relating of information regarding agency policies and procedures via telephone, in person and/or correspondence. This class is not intended for use as an assistant to another administrative secretary or an Administrative Assistant but as a personal secretary to an administrative official. See addendum for differentiators between the Secretarial and General Clerical job series.
Works under the general supervision of an employee of higher grade.
May have lead responsibility over other clerical or secretarial staff as assigned.
EXAMPLES OF DUTIES:
Incumbents perform a variety of secretarial duties as illustrated in the following areas:
TYPING: Using a or 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 reference materials and manuals.
CORRESPONDENCE: Composes complex letters and/or memoranda, etc. (e.g. explaining department practices/policies) for own or supervisor's signature.
REPORT WRITING: Compiles information from a variety of sources and prepares narrative or statistical reports, exercising judgment in the selection of items to be included.
INTERPERSONAL: Greets and directs visitors; answers phones and screens incoming calls; provides advice to callers regarding policy and procedures (e.g. citing a regulation to solve a specific problem); coordinates with others both within and outside of the organization on a variety of non-routine matters.
PROCESSING: Screens letters, memos, reports and other materials to determine action required; may make recommendations to the 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: Maintains an inventory of supplies and equipment; orders supplies when necessary; completes, processes and maintains paperwork for purchasing (e.g. orders, requisitions, invoices, etc.); maintains time and attendance records; assists in preparing and monitoring the office budget (e.g. compiles figures, reviews statistical reports, verifies expense items); designs and initiates new forms and procedures to facilitate workflow; performs related duties as required.
MINIMUM QUALIFICATIONS REQUIRED KNOWLEDGE, SKILL AND ABILITY:
Considerable knowledge of office systems and procedures; considerable knowledge of proper grammar, punctuation and spelling; knowledge of business communications; knowledge of department's/unit's policies and procedures; some knowledge of business math; interpersonal skills; ability to schedule and prioritize office workflow; ability to operate office equipment which includes personal computers other electronic equipment; ability to operate office suite software; ability to take notes (shorthand, speedwriting or other method acceptable to the supervisor).
EXPERIENCE AND TRAINING:
Three (3) 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 1 or its equivalent.
College training in the secretarial sciences may be substituted for the General Experience on the basis of fifteen (15) semester hours equalling one-half (1/2) year of experience to a maximum of two (2) years.
The next higher class in this career series is Administrative Assistant.
This replaces the existing specification for the same class in the same Salary Group CL 16 approved effective April 2, 2007. (2009 SCOPE Review)
7539A 5/26/09 cm
(07)-ADMN CLERICAL (NP-3)
ADDENDUM TO THE SPECIFICATIONS FOR SECRETARY 1, SECRETARY 2 AND ADMINISTRATIVE ASSISTANT
PRIMARY DIFFERENTIATORS BETWEEN THE SECRETARIAL SERIES AND THE GENERAL CLERICAL SERIES:
Secretaries should be expected to plan, organize and coordinate the full range of office support activities. They would become involved in designing and recommending forms, procedures and office systems. Persons in the General Clerical classes would usually be responding to specific assignments and would plan and coordinate around those tasks. Most of their work would be within the context of previously designed procedures and systems.
Secretaries have additional technical skill requirements - 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 math. In the case of the Administrative Assistant knowledge of office administration (budgeting, personnel administration, purchasing, etc.) is critical.
Secretaries have a higher level interpersonal dimension to their jobs. They should be able to schedule appointments for staff, handle phone calls requiring knowledge of and sensitivity to the unit's functions, etc. At the highest level the Administrative Assistant would actually troubleshoot for the manager. In the General Clerical classes, the interpersonal dimension requires tact and diplomacy and the ability to accurately give and receive information.