Secretary IV - School Food Services Branch

Overview

Salary Range: $4,742.00 per month for Secretary IV, SR-18.

Description: Secretary IV responsibilities include administrative support, document handling, scheduling, correspondence, and coordination with supervisors and staff.

• Receives telephone and personal callers, screens those which can be handled by other subordinates of the supervisor or other offices, and refers as appropriate.
• Personally handles matters and questions from callers, including answering substantive questions not requiring professional research or detailed technical knowledge.
• Keeps the supervisor’s calendar and schedules appointments and conferences; briefs the supervisor on matters to be considered before meetings.
• Receives requests for statistical or informative material and prepares or coordinates its preparation within the specified time.
• Arranges conferences (space, time, attendees), assembles background material, attends meetings, and prepares reports of proceedings.
• Receives and reads incoming correspondence, drafts replies to general inquiries, relays instructions to staff, collects data, and prepares reports as needed.
• Maintains control records on incoming correspondence and action documents and follows up on work in process to ensure timely reply or action.
• Reviews outgoing correspondence for procedural and grammatical accuracy and policy conformance, and calls deviations to attention as needed.
• Assists supervisor and subordinates with procedural aspects of expediting the office workload, including shifting clerical support and coordinating with staff to meet report requirements.
• Informs and instructs officials, technicians, and clerical personnel on established procedures for preparing and clearing correspondence and action documents.
• Informs the supervisor about procedures for clearance of memoranda and the general history of recurring items, and sources for quick explanations of matters.
• May operate a typewriter to prepare correspondence, reports, or other materials; may take and transcribe dictation of materials.

Experience Requirements
:
Except for substitutions provided for in this specification, applicants must have work experience described below and in the amounts shown.

Class Title Gen. Clerical Exp. (years) Spec. Clerical Exp. (years) Total Exp. (years)

Secretary IV 0.5 4.0 4.5

Experience involving knowledge of English grammar, spelling, arithmetic; reading and understanding instructions; and clear written and spoken communication.

Progressively responsible typing, stenographic and/or substantive clerical work; knowledge of office equipment; ability to perform secretarial tasks; including duties such as receptionist, file systems, travel arrangements, correspondence, data retrieval, and report preparation.

Two years of Specialized Clerical Experience require demonstrated abilities as described above and in the following: providing personal assistance to an administrator or executive; awareness of program/organization activities; and sound judgment.

Substitutions Allowed: Any combination of work experience and/or education that demonstrates knowledge, skills, and abilities comparable to those described may satisfy some or all minimum requirements.

• Graduation from high school with courses in English and arithmetic may substitute for six months of General Clerical Experience.
• Full-time clerical/secretarial curriculum leading to degree or diploma may substitute for one year of Specialized Clerical Experience.
• Partial completion of such curricula may be substituted on a month-for-month basis.
• Education at a university in a baccalaureate program may substitute for Specialized Clerical Experience with applicable course work; up to a maximum of one year.

The required years of experience must demonstrate the scope and level of responsibility to perform the duties of the position.

Salary
:
The advertised salary is based on full-time employment and may include applicable differentials.

Requirements
:
Applicants must meet all requirements…