In a state agency, this class is accountable for performing a full range of secretarial support functions.
GUIDELINES FOR CLASS USE:
This class should be used in one of the following ways:
As a junior secretarial level where incumbents would gain the knowledge of the total office operation necessary to perform successfully at the full working Secretary 2 level. Although the job functions may be similar in both the Secretary 1 and 2 classes, an incumbent would not move to the Secretary 2 level until he/she had demonstrated solid job content knowledge and the ability to perform the full range of duties required of the Secretary 2.
In a support capacity within a secretarial function where accountability for the total secretarial function rests with a higher level employee.
See addendum for differentiators between the Secretarial and General Clerical job series.
Works under the general supervision of an employee of higher grade in the performance of routine tasks; receives closer supervision when performing more advanced tasks.
May lead other clerical staff as assigned.
EXAMPLES OF DUTIES:
Incumbents perform a variety of secretarial duties as illustrated 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 reference materials and manuals.
CORRESPONDENCE: Composes routine letters/memoranda, etc. (e.g. standard replies and acknowledgement letters) for supervisor's signature.
REPORT WRITING: Compiles information from standard sources and prepares data reports (e.g. number of forms processed during the month).
INTERPERSONAL: Greets and directs visitors; answers phones and takes messages; answers questions requiring knowledge of terminology, organization, supervisor's responsibilities, etc. (e.g. appropriate referrals, general purpose of the unit).
PROCESSING: Scans correspondence; pulls and attaches related materials; reviews, routes and prioritizes mail.
PERSONAL SECRETARY: Arranges and coordinates meetings (including space and equipment); 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; 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; some knowledge of business math; interpersonal skills; ability to schedule and prioritize office workflow; ability to operate office equipment which includes personal computers and electronic equipment; ability to operate office suite software; ability to take notes (shorthand, speedwriting or other method acceptable to the supervisor).
EXPERIENCE AND TRAINING:
Two (2) years' experience above the routine clerk level in office support or secretarial work.
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.
The next higher classes in this career series are:
Unclassified Appointments: Candidates appointed to Unclassified positions within the Connecticut Marketing Authority must meet the above Experience and Training Requirements. These appointments will be made in accordance with Section 22-63a. of the Connecticut General Statues.
This replaces the existing specification for the same class in the same Salary Group CL 14 approved effective April 10, 2001. (2009 SCOPE Review)
6976A 5/26/09 cm
(07)-ADMN CLERICAL (NP-3)
(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.