Department of Administrative Services

This class should be used in one of the following ways:

1. 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 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.

2. In a support capacity within a secretarial function where accountability for the total secretarial function rests with a higher level employee.

See addendum for differentiators between the Secretarial and General Clerical job series.

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

1. TYPING: Using a personal computer or other electronic equipment formats and types a full range of correspondence, reports, 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 (including confidential files); maintains, updates and reviews reference materials and manuals.

3. CORRESPONDENCE: Composes routine letters/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; answers phones and takes messages; answers questions requiring knowledge of terminology, organization, supervisor's responsibilities, etc. (e.g. appropriate referrals, general purpose of the unit).

6. PROCESSING: Scans correspondence; pulls and attaches related materials; reviews, routes and prioritizes mail.

7. PERSONAL SECRETARY: Arranges and coordinates meetings (including space and equipment); writes minutes of meetings, lectures, conferences, etc. from rough draft; takes notes using shorthand, speedwriting or machine transcription 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.

FOR SECRETARY 1, SECRETARY 2 AND ADMINISTRATIVE ASSISTANT

PRIMARY DIFFERENTIATORS 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. In the case of the Administrative Assistant knowledge of office administration (budgeting, personnel administration, purchasing, etc.) is critical.

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. At the highest level the Administrative Assistant would actually troubleshoot for the manager. In the General Clerical classes, the interpersonal dimension requires tact and diplomacy and the ability to accurately give and receive information.