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9020
ADMINISTRATIVE SECRETARY
Nature of Work
Under general direction, performs advanced level work by
assuming responsibility for adjunctive administrative duties
under the guidance of an administrator. Applies in-depth
knowledge of program areas, the mission of the division, and the
administrator's jurisdiction, policies and views. Provides
support services to administrator by supplying specific
information, composing reports and correspondence, and taking
initiative to recommend actions, or by taking action in modifying
and/or improving unit procedures, policies, rules and
regulations. Depending on size of organizational unit, may offer
some clerical support to administrative superior, often in
matters which must remain confidential. Typically performs
administrative support for an agency/division administrator.
Performs related work as required.
Distinguishing Characteristics
The paraprofessional work at this level is generally
confidential and requires a working knowledge of program areas
within the division or organizational unit to which assigned.
Administrative support duties are predominant; clerical/
secretarial duties typically comprise less than 20% of work time.
Examples of Work
Attends meetings for supervisor to take notes and offer input
vis-a-vis supervisor's views, or is briefed on meetings
after the fact in order to assist the implementation of
new procedures.
Studies and analyzes operational procedures; prepares reports
of findings and recommendations for implementation of new
procedures or the modification of existing procedures.
Collects and prepares operating reports such as time and
attendance records, terminations, new hires, transfers,
budget expenditures, and statistical inquiries.
Receives telephone calls, personal callers and incoming mail.
Makes arrangements for conferences, including date, time,
location and space.
Plans, schedules, assigns, and reviews the work of other
employees.
Oversees office services such as the completion of maintenance
reports, ordering of supplies, filing.
Supplies administrator with specific detailed information for
completion of reports, speeches, etc.
Types a variety of documents, often confidential in nature.
May conduct initial job interviews and recommend candidates
for employment.
May monitor particular programs, draft reports on programs
status, assist in applications for grants or outside monies,
and draft correspondence for division heads concerning the
programs areas.
May delegate work to other sections.
May write news releases and otherwise interact with the public
on behalf of or in lieu of the administrator.
Knowledge, Skills and Abilities
Knowledge of division rules, regulations and procedures.
Knowledge of modern office practices.
Ability to write and maintain detailed records.
Ability to retrieve and compile information from multiple
sources to complete assignments.
Ability to draft correspondence dealing with routine inquiries
or specific inquiries regarding the status of program areas.
Ability to communicate effectively with superiors,
subordinates, other division personnel and the general
public.
Ability to analyze operational procedures and prepare reports
of findings and recommendations for modifications.
Ability to perform basic mathematical operations.
Ability to type and operate a variety of office machines.
Minimum Qualifications
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Training:
Graduation from a standard four-year high school or
the equivalent.
Experience:
Six years of full-time or equivalent part-time
paid experience in secretarial work, two years must have
included administrative support or complex clerical duties.
Substitution:
Successful full-time study in an accredited
college or university, or resident business or vocational
school training may be substituted through an established
formula for the required experience.
Established: 10/16/90
Revised: 12/1/91
Effective:
12/1/91