This class reports to the Director who is responsible for a large and diverse division. This position requires an individual who has the ability to work through complex assignments, with an increased level of accountability and responsibility in completing assignments. The incumbent in this position is the personal/confidential secretary to the Director and is responsible for coordinating and administering the daily activities and business of the office to ensure efficient operations, while maintaining effective employee and public relations.
Essential functions are fundamental, core functions common to all positions in the class series and are not intended to be an exhaustive list of all job duties for any one position in the class. Since class specifications are descriptive and not restrictive, incumbents can complete job duties of similar kind not specifically listed here.
- Represents superior in interacting with the public, division directors, Governor's Office, legislators, special interest groups, media, agency councils, and other state/federal agencies to respond to inquiries and complaints, explain policies, procedures, regulations and the department's position on issues, to resolve problems, receive and disseminate directives; provides guidance and consultation to officials, employees and the public on policy questions and administrative matters and keeps superior informed of sensitive issues and potential problems.
- Screens and prioritizes superior's mail including intradepartmental mail; disseminates, oversees and follows-up on correspondence to be prepared by other staff personnel for superior's signature; compose and signs correspondence or composes reply for superior's signature.
- Plans, coordinates and directs office activities and/or special projects; may supervise clerical and secretarial staff; analyzes and makes recommendations regarding operating practices, policies and procedures to ensure smooth and efficient office operation; implements new/revised policies and procedures.
- Maintains daily engagement calendar of superior; screens requests for appointments and notifies superior of action taken; arranges staff, board, committee, commission and other meetings, conferences, hearings, travel, press releases and similar activities; collects and compiles materials and pertinent information for same and briefs superior; rearranges same in consultation with superior when immediate action is required in conflicting situation.
- Researches, compiles and evaluates data for studies, reports and special assignments and prepares reports and correspondence.
- Formats and types a variety of materials from written drafts, dictaphones or shorthand containing difficult terminology and confidential information.
- Maintains personal, confidential and follow-up files.
JOB REQUIREMENTS for Executive Secretary
Applicants must have education, training and/or experience demonstrating competence in each of the following areas:
- Three years experience in coordinating administrative support operations, tracking workflow and resolving problems, providing guidance and consultation to management, customers and others on administrative matters.
- Three years experience in conducting research from multiple sources, analyzing data collected and preparing reports, letters and administrative documents.
- One year experience in using an automated information system to enter, update, modify, delete, retrieve/inquire and report on data.
- One year experience in using standard computer software programs for word processing, spreadsheets or databases.
The application and supplemental questionnaire are evaluated based upon a rating of your education, training and experience as they relate to the job requirements of the position. It is essential that you provide complete and accurate information on your application and the supplemental questionnaire to include dates of employment, job title and job duties. For education and training, list name of educational provider, training course titles and summary of course content. Narrative information supplied in response to the questions must be supported by the information supplied on the application including your employment, education and training history as it relates to the job requirements.
Once you have submitted your application on-line, all future correspondence related to your application will be sent via email. Please keep your contact information current. You may also view all correspondence sent to you by the State of Delaware in the “My Applications” tab at statejobs.delaware.gov.
Accommodations are available for applicants with disabilities in all phases of the application and employment process. To request an auxiliary aid or service please call (302) 739-5458. TDD users should call the Delaware Relay Service Number 1-800-232-5460 for assistance. The State of Delaware – An Equal Opportunity and Affirmative Action Employer.