PURPOSE OF JOB CLASS (NATURE OF WORK)
This class is accountable for performing a full range of secretarial support functions.
GUIDELINES FOR JOB CLASS USE
This class should be used in one of the following ways:
1. In a support capacity within a secretarial function where accountability for the total secretarial function rests with a higher level employee.
2. As a junior secretarial level where incumbents would gain the knowledge of the total office operation necessary to perform successfully at the full working Secretary 2 level. Although the job functions may be similar in both the Secretary 1 and Secretary 2 classes, an incumbent would not move to the Secretary 2 level until he/she had demonstrated solid job content knowledge and the ability to perform the full range of duties required of the Secretary 2.
See addendum for differences between the Secretarial and General Clerical job series.
Performs basic secretarial tasks independently; works under closer supervison on more advanced tasks.
May have lead responsibility over other clerical staff as assigned.
EXAMPLES OF DUTIES
Incumbents perform a variety of secretarial duties as illustrated in the following areas:
1. TYPING: Using a typewriter, word processor, or other automated equipment formats and types a full range of correspondence, reports, briefs, motions, bills, drafts, etc. from rough draft, transcription, dictated notes, etc.: proofreads for content; edits using knowledge of grammar, punctuation and spelling.
2. FILING: Designs office filing systems; organizes and maintains files; maintains, updates and reviews documentation as required; logs documents and maintains dockets.
3. CORRESPONDENCE: Composes routine letter/memoranda, etc. (e.g. standard replies and acknowledgement letters) for supervisor's signature.
4. REPORT WRITING: Compiles information from standard sources and prepares data reports (e.g. number of forms processed during the month).
5. INTERPERSONAL: Greets and directs visitors; screen calls, visitors and mail; responds to routine requests for information on policies, rules and regulations, programs and procedures.
6. PROCESSING: Receives and reviews various reports and forms for accuracy and completeness; processes reports and forms; may prepare and process fiscal and personnel documents.
7. PERSONAL SECRETARY: Arranges and coordinates meetings and conferences; schedules appointments; processes confidential matters; may attend meetings and take and transcribe minutes of proceedings; takes notes using shorthand, speedwriting or machine transcription; takes and transcribes dictation; prepares expense accounts; makes travel arrangements.
8. OFFICE MANAGEMENT: Maintains an inventory of supplies and equipment; orders supplies when necessary; completes, processes and maintains paperwork for purchasing (e.g. orders, requisitions, invoices, etc.); maintains time and attendance records; performs related duties as required.
KNOWLEDGE, SKILL AND ABILITY
Considerable knowledge of office systems and procedures; considerable knowledge of proper grammar, punctuation and spelling; knowledge of business communications; 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, speedwriting or other method acceptable to the supervisor); ability to type at a net speed of 50 wpm.
MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE
Two (2) years' experience above the routine clerk level in office support or secretarial work. Bargaining unit employees are required to serve a minimum of five (5) years as a DCJ Senior Clerk prior to consideration for promotion to DCJ Secretary 1.
MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED
College training in the secretarial sciences may be substituted for the General Experience on the basis of fifteen (15) semester hours equaling one-half (1/2) year of experience.
JOB CLASS DESIGNATION
(57)-DCJ AFSCME LOCAL 749
This replaces the existing specification for the class of DCJ Secretary 1 in Salary Group CJ 15 approved effective September 20, 2007. (Revised to modify Pay Plan and Bargaining Unit designations)
FOR SECRETARY 1 AND SECRETARY 2
PRIMARY DIFFERENCES BETWEEN THE SECRETARIAL SERIES AND THE GENERAL CLERICAL SERIES:
1. Secretaries should be expected to plan, organize and coordinate the full range of office support activities. They would become involved in designing and recommending forms, procedures and office systems. Persons in the General Clerical classes would usually be responding to specific assignments and would plan and coordinate around those tasks. Most of their work would be within the context of previously designed procedures and systems.
2. Secretaries have additional technical skill requirements - business communications (writing and editing letters and reports), considerable knowledge of office systems and procedures, research skills, ability to take notes (shorthand, speedwriting or other acceptable method) and business math.
3. Secretaries have a higher level interpersonal dimension to their jobs. They should be able to schedule appointments for staff, handle phone calls requiring knowledge of and sensitivity to the unit's functions, etc. In the General Clerical classes, the interpersonal dimension requires tact and diplomacy and the ability to accurately give and receive information.