PURPOSE OF JOB CLASS (NATURE OF WORK)
In the Division of Criminal Justice, this class is accountable for assisting in the routine management of the Office of the Chief State's Attorney and for acting as personal and confidential secretary.
Receives general direction from the Chief State's Attorney or Deputy Chief State's Attorney.
Supervises clerical or other support staff as assigned.
EXAMPLES OF DUTIES
Acts as confidential secretary to the Chief or Deputy Chief State's Attorney; types a wide variety of correspondence, notes, memoranda, drafts, transcripts, charts and forms following proper format; plans, assigns and directs the activities of assigned staff; ensures the orderly processing of job assignments; acts as a liaison with operating units within the Division; assists in the training of clerical staff in effective office management; arranges and coordinates meetings and assembles appopriate materials; screens communications for the Chief or Deputy Chief State's Attorney, determining action required and providing background information for their review; refers public inquiries to appropriate Division personnel or other State agencies; maintains confidential files; composes correspondence for own or Executive's signature; organizes and provides diverse, complex and sensitive flow of correspondence, policy documents, procedures memoranda, etc.; performs special assignments, studies and administrative functions as specifically directed; may participate in screening, interviewing and hiring of clerical staff; may serve as liaison with maintenance contractor regarding problems and requests for repairs, installations, etc.; may act as Chief or Deputy Chief State's Attorney's personal representative in dealing with the public and in routine contacts with other State executives; may conduct performance evaluations; performs related duties as required.
KNOWLEDGE, SKILL AND ABILITY
Considerable knowledge of office administration and management; considerable knowledge of Division policies and procedures; considerable knowledge of proper grammar, spelling, and punctuation; considerable knowledge of business communications; knowledge of public relations principles and practices; knowledge of business math; considerable interpersonal skills; oral and written communication skills; ability to interact effectively with supervisor, co-workers and general public; ability to work indepedently; ability to follow complex instructions; ability to take accurate and complex dictation; supervisory ability.
MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE
Seven (7) years of experience in secretarial work.
MINIMUM QUALIFICATIONS - SPECIAL EXPERIENCE
Two (2) years of the General Experience must have included office management and supervision of clerical staff.
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 (½) year of experience to a maximum of two (2) years.
JOB CLASS DESIGNATION
(53)-DCJ NON-MANAGER EXMP
This replaces the title of and specification for the class of DCJ Administrative Assistant in Salary Group CJ 23 effective September 28, 1007. (Revised to re-title)