PURPOSE OF JOB CLASS (NATURE OF WORK)
Acts as personal secretary and provides office management to the administrative head and/or to each undersecretary or deputy to such head of a department or institution as authorized by Section 5-198(11) of the Connecticut General Statutes.
Works under the supervision of an employee of higher grade as stated above.
May supervise clerical or assigned office staff.
EXAMPLES OF DUTIES
Acts as confidential secretary to an executive; relieves superior of administrative details through interaction with the public and routine contacts with other state executives; complies and coordinates data for action by superior; takes and transcribes confidential correspondence from supervisor or at meetings and/or hearings; types a wide variety of correspondence, notes, memorandums, drafts, transcripts, charts and forms following proper format; prepares own letters or reports and advises superior of appropriate action taken on routine matters; schedules appointments and arranges meetings; acts as receptionist; maintains and checks records and files; performs special assignments, studies and routine administrative functions as specifically directed; screens incoming correspondence, refers to appropriate staff and follows up to insure timely response; may supervise a clerical staff assigning work and following up to insure completion; may transmit to or request information from agency staff for agency head; performs related duties as required.
KNOWLEDGE, SKILL AND ABILITY
Considerable knowledge of office administration and management; considerable knowledge of functions, procedures, programs and regulations of relevant organizational unit; considerable knowledge of English grammar, spelling and punctuation; considerable interpersonal skills; ability to interact effectively with supervisor, co-workers and general public; ability to work independently on administrative tasks and make decisions within framework of departmental policies; ability to follow complex instructions; ability to take accurate and complex dictation; supervisory ability.
Incumbents in this class shall be appointed in accordance with Section 5-198(11) of the Connecticut General Statutes.
Compensation shall be commensurate with skill level and assigned responsibilities. Appointment rate requires approval by the Department of Administrative Services.
JOB CLASS DESIGNATION
This replaces the existing specification for the class of Executive Secretary in Salary Group VR 99 approved effective March 12, 2010. (Revise to change Salary Group to SE)
Incumbents in this class may perform a broad range of duties which require varying levels of skills and experience, depending on the particular assignment.
Compensation of each position within the established salary range shall be based upon the incumbent's skill level, qualifications and nature of assigned duties.
Examples of ADVANCED skill level and assigned duties:
Incumbents in this class will perform a full range of secretarial functions and administrative activities which require an advanced level of accountability, problem solving and interpersonal contacts including:
1. Plans, organizes and coordinates the full range of office support activities such as:
- arranges large meetings or conferences involving complex coordination of
resources and schedules
- composes non-routine correspondence
- represents the executive by explaining and interpreting departmental
statutes and regulations, procedures and program services to a broad
range of customers
2. Supervises clerical staff within or outside of immediate office
3. Makes administrative decisions
Incumbents in this class bring a depth of experience to the job including:
1. Proficiency in the use of word processors, personal computers and/or other automated equipment
2. High level interpersonal skills
3. Office management experience
4. Ability to function independently in an office environment
5. Skill in reviewing processes and/or procedures and recommending and implementing changes when needed