PURPOSE OF JOB CLASS (NATURE OF WORK)
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.
EXAMPLES OF DUTIES
Performs a variety of secretarial duties as described in the following areas:
- TYPING:
- Using computers, tablets, and 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.
- 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 and/or meeting minutes;
- 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.
KNOWLEDGE, SKILL AND ABILITY
- Considerable knowledge of
- office systems and procedures;
- proper grammar, punctuation and spelling;
- Knowledge of
- business communications;
- department’s/unit’s policies and procedures;
- business math;
- Skills;
- interpersonal skills;
- oral and written communication skills;
- Ability to
- schedule and prioritize office workflow;
- operate office equipment which includes computers, tablets, and other electronic equipment;
- operate office suite software;
- take notes (shorthand, speedwriting or other method acceptable to the supervisor).
MINIMUM QUALIFICATIONS – GENERAL EXPERIENCE
Three (3) years of experience above the routine clerk level in office support or secretarial work.
MINIMUM QUALIFICATIONS – SPECIAL EXPERIENCE
One (1) year of the General Experience must have been as a Secretary 1 or its equivalent.
MINIMUM QUALIFICATIONS – SUBSTITUTIONS ALLOWED
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.
PREFERRED QUALIFICATIONS
- Experience with Microsoft Office Suite including Microsoft Outlook (including managing multiple calendars), Word, Excel, PowerPoint, SharePoint, Teams, and Bluebeam
- Experience addressing telephone, written, and in-person inquiries for information and assistance
- Experience preparing and distributing electronic memos, documents, and letters in Microsoft Office SharePoint
- Experience communicating verbally and in writing to multiple diverse populations and skill levels
- Experience composing and editing business communications and editing letters and reports with correct grammar, spelling and punctuation and an understanding of engineering and construction terminology
- Experience processing confidential and time-sensitive information for accuracy and completeness while meeting deadlines