Department of Administrative Services

In the Division of Criminal Justice, this class is accountable for performing a full range of secretarial support functions requiring independent judgment and an understanding of organizational policies and procedures.

Works under the general supervision of a DCJ State's Attorney, DCJ Assistant State's Attorney or other employees of higher grade.

May supervise other clerical or secretarial staff as assigned.

Incumbents perform a variety of secretarial duties as illustrated in the following areas:

TYPING:

Using a typewriter, word processor, or other automated equipment, formats and types a full range of correspondence, reports, briefs, motions, drafts, etc. from rough draft, transcription, dictated notes, etc.; proofreads for content; edits using knowledge of grammar, punctuation and spelling.

FILING:

Designs office filing systems; organizes and maintains files; maintains, updates and reviews documentation as required; logs documents and maintains dockets.

CORRESPONDENCE:

Composes letters/memoranda, etc. for own or supervisor's signature.

REPORT WRITING:

Compiles information from a variety of sources and prepares narrative or statistical reports (e.g. number of cases tried, number of warrants, number of attending officers, etc.).

INTERPERSONAL:

Greets and directs visitors; screens calls, visitors and mail; responds to requests for information on policies, rules and regulations, programs, and procedures; interprets general policies and procedures in response to inquiries; coordinates with others both within and outside of the Division on a variety of non-routine matters; may conduct pre-screening interviews with clients, potential clients, petitioners or complaining witnesses; may make initial recommendation to supervisor regarding referral to public or private agencies.

PROCESSING:

Receives and reviews various reports and forms for accuracy and completeness; processes reports and forms; may prepare and process fiscal and personnel documents.

PERSONAL SECRETARY:

Arranges and coordinates meetings and conferences; schedules appointments; processes confidential matters; may attend meetings and take and transcribe verbatim all comments and motions and prepare an index for the official proceedings of the body served; takes notes using shorthand, speed writing or machine transcription; takes and transcribes dictation; prepares expense accounts; makes travel arrangements.

OFFICE MANAGEMENT:

Maintains an inventory of supplies and equipment; orders supplies when necessary; completes, processes and maintains paperwork for purchasing (i.e. orders, requisitions, invoices, etc.); maintains time and attendance records; assists in preparing and monitoring office budget (e.g. compiles figures, reviews statistical reports, verifies expense items); may delegate clerical work to staff and review work for accuracy, completeness, timeliness and conformance to standards; may perform clerical, accounting or bookkeeping duties, including petty cash; performs related duties as required.

Considerable knowledge of office systems and procedures; considerable knowledge of proper grammar, punctuation and spelling; knowledge of business communications; knowledge of the Division's policies and procedures; some knowledge of business math; interpersonal skills; ability to schedule and prioritize office workflow; ability to operate office equipment which may include word processors, computer terminals, or other automated equipment; ability to take notes (shorthand, speed writing, or other method acceptable to the supervisor) at 80 wpm; ability to type at a net speed of 50 wpm.

Three (3) years of experience in office support or secretarial work at or above the level of DCJ clerk.

Unclassified

(05)-Clerical/Secretarial

(57)-DCJ AFSCME LOCAL 749

(6)-Administrative Support

DC 17

This replaces the same specification of DCJ Secretary 2 in Salary Group CJ 13. (Revision of specification and change in salary group)
2622A 9/30/99 nv

3/18/1999