Administrative Secretary

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requisition no:885692

agency: department of health

working title: administrative secretary -

working title: administrative secretary
annual salary range: $34,760- $38,236

open competitive

this is an advanced administrative secretarial position assigned to the bureau of wic program services. This position requires a high degree of initiative, independence, judgment, accuracy and understanding of office administration. This position is 100% supported by the federal special supplemental nutrition program for women, infants, and children (wic) grant and the incumbent is responsible for the following tasks:

answers the bureau’s centralized telephone system to ensure telephone coverage within the bureau. Routes callers to the appropriate staff member. Responds to requests for information when the call requires an answer based on clearly established procedures or basic program information. Records accurate phone messages when staff is not available, and the caller chooses not to use voice mail; delivers messages timely.

provides administrative support to the bureau by being lead on greeting visitors, responding to routine questions, maintaining files (includes archiving old files), typing correspondence and reports, processing incoming and outgoing mail, maintaining office equipment and supplies, and performing other office support functions as assigned.

develops and maintains records, and other related materials for assigned programs. Proofreads and edits written materials for appropriate sentence structure, flow and grammar; formats written reports and processes for routing to supervisor or others for approval. Makes copies of correspondence, properly routes correspondence per procedure, maintains files and other documents. Reviews and provides suggestions on correspondence and reports drafted by others for adherence to policy and format, spelling, punctuation, usage, accuracy, completeness and logic.

provides secretarial and administrative support to bureau staff by providing assistance with computer questions, reminders of due dates, information on policies & procedures, updating of calendars, correspondence handling and distribution, typing, photocopying, faxing, mailing and other requirements. Makes arrangements for meetings, scheduling space, preparing agendas, and informing participants. Participates in arranging and preparing for statewide and regional meetings or conferences. Makes travel arrangements for bureau staff including securing prior authorization, making reservations, completing and submitting travel reimbursement vouchers.

Tracks travel expenditures for monitoring of program costs. Ensures the accuracy and quality of work products as well as adherence to policy and format.

completes special assignments and performs other related duties as required.

knowledge of: administrative and clerical procedures and systems; standard business formats and styles for letters and business forms; methods of data collection and analysis; problem solving techniques; principles of correct spelling, grammar, and punctuation; principles and techniques of effective communication; and basic wic program policies and procedures.

skill in: the use of microcomputers and standard software programs including word processing and basic spreadsheet applications.

ability to: perform basic arithmetical calculations; prepare correspondence and administrative reports; organize files and other records; operate general office equipment; handle telephone calls in a courteous and…