SECRETARY 11035

7/1/86 F

This is the first class in a series which provides secretarial support for one or more professional, administrative and/or managerial employees. The Secretarial series is associated with a general variety of duties performed as compared to the Office Service series which supports a process or clerical office system and which tends to be more production oriented or specialized. Positions in this class provide basic secretarial and clerical support for one or more agency professionals. They may be assigned throughout an agency or institutional organization.

Complexity of Work: Performs secretarial duties of routine difficulty with the emphasis of the work on typing or keyboarding, filing and receptionist related duties. Positions in this class exercise some independent judgment but the accomplishment of most tasks follows prescribed policies and procedures. Types letters, memoranda and forms from rough notes, dictation or handwritten drafts in order to produce a final product. Serves as receptionist by greeting visitors, providing limited information and making referrals to supervisor or other appropriate individuals. Answers phone, takes and delivers messages and provides basic information to callers. Picks up, sorts and distributes mail according to standing instructions. May assemble background information or supporting documents based on supervisor's instructions. Maintains records on budget expenditures and reconciles routine accounts. Maintains rosters, directories and mailing lists. Reviews documents in order to sort, file or determine if document is complete. Maintains filing system. Sets up or assists in setting up logistical details for meetings, conferences and seminars. Makes hotel, airline or other travel reservations. Maintains supervisor's calendar and clears requests for appointments with supervisor. Duties may be performed by using office automated equipment such as personal computers, word processors or other automated office systems.

Supervision Given: May provide supervision to Office Services Aids and/or hourly or student workers.

Supervision Received: Immediate supervision is provided by one or more agency professionals. The work generally follows prescribed policies and procedures with sufficient guidelines available for most work situations. Completed work is usually reviewed for accuracy, technical soundness and conformity to policy and procedures.

Scope: Work tasks are generally related to the immediate area of assignment. Agency wide or general public applications are limited.

Impact of Actions: Accuracy of work and timely completion of assignments are important in providing assistance to a professional in the accomplishment of secretarial duties.

Personal Contacts: Contacts are with the immediate staff associated with the professional. Agency wide contacts are generally limited. Public contact may be required but is limited to receptionist related activities.

Knowledges: Some knowledge of office practices and procedures, proper grammar, spelling and punctuation.

Skills: Working skill in typing; shorthand or use of dictating equipment; and operating personal computers, word processing equipment or other automated office systems.

Abilities: Demonstrated ability to perform secretarial duties for one or more professionals, communicate with staff and perform receptionist related duties for the general public.

QUALIFICATIONS GUIDE*

Licenses or Certification: None.

Education or Training: Graduation from high school.

Level and Type of Experience: Office services experience involving the performance of clerical duties.

An equivalent combination of training and experience indicating possession of the preceding knowledge, skills and abilities may substitute for this education and experience.

This class is one of the 15 new generic classes established in the Office Services occupational group effective July 1, 1986, as a result of the statewide clerical classification study.