Secretary 2

Nature of Work

Under general direction, performs advanced level work by assuming the responsibility for adjunctive administrative duties under the guidance of an administrator. Provides support services to the administrator and the assistant administrator by supplying specific information, composing reports and correspondence, taking initiative to recommend actions, or by taking action in modifying and/or improving unit procedures, policies, rules and regulations. 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. 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 predominantly clerical/secretarial duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

(Other duties may be assigned)

* Attends administrative meetings, take notes, transcribes and offer input, 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 calls 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 departmental 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.

* Trains other staff as needed.

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Minimum Qualifications

Training:
Graduation from a standard high school or the equivalent.

Experience:

Five years of full-time or equivalent part-time paid experience performing clerical duties at the Office Assistant 3 level, encompassing a wide range of office practices, which must have included typing, screening and routing telephone calls and correspondence, and composing routine correspondence.

Substitution:
College hours or related business school or vocational training may be substituted through an established formula for up to two years of the required experience.