GENERAL STATEMENT OF DUTIES:
To serve as a private secretary to a director or assistant director of a state department
or agency; to relieve such official of important administrative details; to handle
correspondence and other routine matters; and to do related work as required.
SUPERVISION RECEIVED:
Assignments and instructions are given in broad outline with specific instructions only in
unusual or unprecedented situations; only important and/or complicated assignments
are reviewed upon completion.
ILLUSTRATIVE EXAMPLES OF WORK PERFORMED:
To serve as a private secretary to a director or assistant director of a state department
or agency.
To relieve such official of important administrative details such as: arranging his
conferences and meetings with other state officials as well as representatives of other
public, private, professional organizations; answering all types of verbal and written
inquiries of an administrative nature which do not involve complex interpretations of
departmental or agency policies and procedures; and reviewing correspondence,
memoranda, statements, forms and records for content and compliance, with
administrative policies and procedures, signing all such documents as authorized on his
behalf.
To be responsible for routine office matters such as: composing, independently, all
kinds of correspondence not requiring administrative judgement and interpretation of the
policies and rules and regulations of the department or agency and signing such
correspondence; obtaining information or material needed by the department or agency
head in answering correspondence, conducting telephone conversations, preparing
speeches or in formulating new methods or procedures; initiating and receiving personal
and telephone contacts with the responsibility of making appointments, answering
requests for administrative information, interviewing callers and referring them through
the proper channels and conferring with other employees in the department or agency
to solve problems relating to coordination of work and other matters in order to relieve
the administrative official of as much detail as possible; and maintaining confidential
departmental or agency files.
To perform complex word processing and data entry functions utilizing sophisticated
word processing software programs including but not limited to, Excel, Access, and
other advanced word processing programs and data entry methods and procedures.
To generate reports, documents, letters and other materials using appropriate software
applications.
To organize data and formulate methods for data presentation based upon needs and
requirements.
As required, to supervise and review the work of a small clerical staff or act in an
advisory or consulting capacity to this staff.
To perform other routine clerical tasks incidental to the work of the office.
To do related work as required.
KNOWLEDGES, SKILLS AND CAPACITIES:
A thorough knowledge of office methods, practices, procedures and terms; a thorough
knowledge of business English; a working knowledge of commercial arithmetic; the
ability to perform complex data entry/word processing functions with reasonable speed
and accuracy ; the ability to generate reports, documents, letters and other materials
using appropriate software applications; the ability organize data and formulate methods
for data presentation; to the ability to handle, independently, routine but important
administrative details including the composition of important letters and memoranda; the
ability to exercise a high degree of initiative and judgement; the ability to understand
and follow complex written or oral instructions; the ability to establish and maintain
effective working relationships with other state departments or agencies, public and
private organizations and departmental or agency personnel; and related capacities and
abilities