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9030
EXECUTIVE SECRETARY
Nature of Work
Under limited supervision, performs highly responsible
advanced level administrative support work in providing
assistance to a department secretary. Work involves independent
responsibility for making limited policy interpretations in
dealing with the public and acting with authority on office
management and administrative functions in the absence of the
supervisor. Responsibilities include high level secretarial,
clerical, office management and general administrative duties
with primary emphasis on relieving the supervisor of
administrative details. Work is performed in strict confidence
and in accordance with modern professional secretarial principles
and techniques. Supervision may be exercised over subordinate
office clerical personnel. Performs related work as required.
Examples of Work
Performs a variety of administrative tasks for the supervisor
including organizing an appointment calendar, screening
visitors and telephone calls, making travel arrangements,
answering routine correspondence, accumulating information
for reply to requests by correspondence and/or telephone.
Takes dictation of a confidential and technical nature from
the supervisor or transcribes dictation from a transcribing
machine.
Types correspondence, reports, forms, contracts, bulletins,
manuals, narratives and other documents and related office
material which may require a familiarity with specialized
terminology such as medical and/or legal terms.
Independently composes and types correspondence for the
supervisor's signature from general instruction or marginal
notes.
Supervises the clerical operation of the office; directs the
clerical staff on departmental or divisional policies and
procedures.
Gathers and computes information for the supervisor on special
assignments, regular reports, budgets or speeches.
Schedules conferences and meetings; contacts individuals to
participate, assuring convenient time for all those involved
or arranges time changes convenient to all participants,
arranges meeting facilities, transportation for guest
participants and/or speakers; takes minutes of
meetings and transcribes minutes and assures appropriate
distribution of copies.
Maintains and organizes the office files; assures that proper
security measures are followed concerning confidential files
and materials; maintains supervisor's manuals, regulations,
staffing patterns, etc.
Assists the supervisor in planning and analyzing specific
office problems affecting operations; advises the supervisor
of the current situation and problems resulting; and makes
recommendation of possible solutions.
Knowledge, Skills and Abilities
Knowledge of modern office procedures, practices, and
equipment.
Knowledge of agency rules, regulations, and procedures.
Ability to maintain detailed records according to a prescribed
format.
Ability to retrieve and utilize information from multiple
sources to complete assignments.
Ability to compose correspondence dealing with routine
inquiries regarding the services or procedures of the
organizational unit.
Ability to plan, schedule, assign and review the work of other
employees.
Ability to take dictation or operate a transcribing machine.
Ability to deal with the public in an effective and courteous
manner, and to establish and maintain effective working
relationships with superiors, subordinates, associates,
other organizations, and the general public.
Ability to analyze operational procedures and prepare reports
of findings and recommendations for modifications.
Ability to operate standard office equipment.
Ability to add, subtract, divide, and multiply whole and
fractional numbers.
Minimum Qualifications
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Training:
Graduation from a standard four-year high school or
equivalent.
Experience:
Six years of full-time or equivalent part-time
paid secretarial experience, two years of which must have
included administrative support or complex clerical duties.
Substitution:
Successful full-time study in an accredited
college or university or related business or vocational
school training may be substituted through an established
formula for the required experience outside the area of
assignment.
Established: 10/16/90
Revised: 12/1/91
Effective:
12/1/91