Administrative Secretary - Correctional Facility

administrative secretary - correctional facility definition

under general supervision, provides varied secretarial and office administrative assistance to a division manager or head of a smaller department and related supervisory and professional staff; provides work direction and review to office support staff; performs related work as assigned.

this class is distinguished from other county office support classes in that incumbents provide secretarial and office administrative services for a designated division manager or manager of a small or single-purpose department and related supervisory or professional staff. General guidelines for action are normally established by the division manager; however, day-to-day activities may require the use of initiative and independent judgment, particularly when prioritizing work from several staff members or when dealing with a variety of county staff and representatives of the public.

This class is distinguished from executive secretary in that the latter normally provides secretarial and office administrative support to a major department head, which requires a knowledge of varied county functions as well as a greater use of initiative and judgment in dealing with varied individuals and groups.

• receives and screens visitors and telephone calls, providing factual information which requires the interpretation of departmental policies and procedures; takes messages or refers the caller to the proper person.
• researches and compiles a variety of informational materials from sources both inside and outside the office; summarizes such information as directed.
• opens and sorts mail and attaches pertinent back-up materials; processes outgoing mail as required.
• types drafts and a wide variety of finished documents from stenographic notes, brief instructions, or prior materials; may use work processing equipment and input or retrieve data or prepare reports using an on-line or personal computer system.
• may attend meetings and prepare minutes as required; initiates specified correspondence independently for signature by appropriate management, supervisory or professional staff; reviews finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate english usage.
• organizes and maintains various office files, including personnel and tickler files; purges files as required.
• assists with the development and administration of the annual budget; may prepare or maintain statistical, fiscal or payroll information.
• follows up on projects, transmits information, and keeps informed of division activities.
• schedules and arranges for meetings; organizes own work, sets priorities and meets critical deadlines.
• provides lead direction to office support staff on a project or ongoing basis; instructs staff in work procedures and/or reviews work for format, accuracy and consistency.

• standard office administrative and secretarial practices and procedures, including filing and business letter writing.
• the operation of common office equipment, including a word processor and personal or on-line computer equipment.
• policies and procedures related to the division to which assigned.
• correct english usage, including spelling, grammar, punctuation, and vocabulary.
• business arithmetic, including percentages and decimals.
• record keeping principles and practices.
• basic supervisory principles and practices.

• providing varied secretarial and office administrative assistance to management, supervisory and professional staff.
• organizing work, setting priorities, meeting critical deadlines, and following up assignments with a minimum of direction.
• using tact, discretion, initiative and independent judgment within established guidelines.
• establishing and maintaining effective working relationships with those contacted in the course of the work.
• composing correspondence independently or from brief instructions.
• organizing and maintaining accurate records and files.
• making arithmetic calculations with speed and accuracy.
• operating standard office equipment, including a word processor, personal or on-line computer and multi-line…