Secretary IV - Communications Branch

Secretary IV - Communications Branch

Salary Range: $4,742.00 per month

• R eceives telephone and personal callers, screens those which can be handled by other subordinates of the supervisor or other offices, and tactfully makes referrals as appropriate.
• P ersonally takes care of many matters and questions from callers including answering substantive questions not requiring professional research or detailed technical knowledge.
• K eeps the supervisor's calendar and schedules appointments and conferences without prior clearance, seeing that the supervisor is fully briefed on the matters to be considered before scheduled meetings.
• R eceives requests for statistical or informative material concerning the programs which can be assembled from the files and records, advises when the material can be furnished, and prepares it personally or follows up to see that it is prepared within the specified time by the supervisor's staff.
• M akes necessary arrangements for conferences including space, time, people, etc., assembles background for the supervisor, attends meetings and prepares reports of the proceedings.
• R eceives and reads incoming correspondence, reports, instructions, etc., and screens out those that can be personally handled by drafting replies to general inquiries not requiring a detailed technical knowledge of the programs, relaying instructions to subordinate office, collecting data, preparing reports for higher echelons or otherwise acting on requests concerning procedural or administrative requirements.
• M aintains control records on incoming correspondence and action documents and follows up on work in process to insure timely reply or action.
• R eads outgoing correspondence for procedural and grammatical accuracy, conformance with general policy, factual correctness and adequacy of treatment, and calls any deviations or inadequacies to the attention of the writer or more rarely to the supervisor.
• A ssists the supervisor's other subordinates in the procedural aspects of expediting the work of the office, including such matters as shifting clerical help in subordinate offices to take care of fluctuating workload, explaining and guiding implementation of the supervisor's instructions concerning procedures, explaining report requirements and arranging with professional and technical staff for the collection and submission of data for assembly into general reports of the total work of the office, etc.
• I nforms and instructs officials, technicians and lower-grade clerical personnel in the office concerning established procedures for the preparation and clearance of correspondence, action documents and the like.
• I nforms the supervisor on such matters as procedures in the clearance of memoranda, past practices with respect to various reports, the general nature and history of miscellaneous recurring items, and the sources from whom the supervisor can obtain a quick explanation of various matters.
• M ay operate a typewriter to type correspondence, reports or other materials.
• M ay take and transcribe dictation of correspondence, reports and other materials.

Experience Requirements
:
Except for the substitutions provided for in this specification, applicants must have had work experience of the kind and quality described below and in the amounts shown in the following table:

• Secretary IV: 0.5 General Clerical Exp. (years), 4.0 Spec. Clerical Exp. (years), 4.5 Total Exp. (years)

General Clerical Experience
:
Work experience which involved performance of tasks which demonstrated knowledge of English grammar, spelling and arithmetic; and the ability to read and understand oral and written instructions; and speak and write simply and directly.

Specialized Clerical Experience
:
Progressively responsible typing, stenographic and/or substantive clerical work demonstrating possession of the knowledge and abilities noted under General Clerical Experience, knowledge of common office appliances and equipment and the ability to carry out procedures in clerical work systems and to perform secretarial tasks including, in addition to the following: serving as telephone and walk-in…