Department of Administrative Services

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 complex letters and/or memoranda, etc. (e.g. explaining department practices/policies) for own or supervisor's signature.

4. REPORT WRITING: Compiles information from a variety of sources and prepares narrative or statistical reports, exercising judgment in the selection of items to be included.

5. INTERPERSONAL: Greets and directs visitors; answers phones and screens incoming calls; provides advice to callers regarding policy and procedures (e.g. citing a regulation to solve a specific problem); coordinates with others both within and outside of the organization on a variety of non-routine matters.

6. PROCESSING: Screens letters, memos, reports and other materials to determine action required; may make recommendations to the supervisor.

7. PERSONAL SECRETARY: Arranges and coordinates meetings (including space and equipment); researches, assembles and coordinates meeting materials (e.g. charts, graphs, reports); 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; assists in preparing and monitoring the office budget (e.g. compiles figures, reviews statistical reports, verifies expense items); designs and initiates new forms and procedures to facilitate workflow; 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.