SECRETARY SENIOR 11036

7/1/86 F

This is the second class in a series which provides secretarial support for one or more professional, administrative and/or managerial employees. Positions in this class perform a variety of secretarial assignments in order to relieve a professional or professionals of clerical and administrative details. Incumbents are assigned as either the personal secretary to a professional or a general secretary to the staff of a work unit. Positions in this class are typically assigned to unit managers or program managers. This class is distinguished from the Secretary class by the greater variety of secretarial tasks and assignments and the greater independence afforded incumbents in completing work assignments.

Complexity of Work: Performs a variety of secretarial duties of moderate difficulty in order to relieve a professional of clerical and administrative related work. General guidelines for the work are available, but incumbents exercise independent judgment in interpreting and applying guidelines. The work requires some knowledge of work unit programs in order to relate them to the office process. Takes and transcribes dictation from notes or dictating equipment. Types correspondence, reports and related office material from notes, rough drafts or copy into final format in order to assure uniformity of office correspondence by reviewing for errors in grammar, punctuation and spelling. Types bulletins, manuals, narratives and other documents using technical terminology such as medical and/or legal terms. Composes routine correspondence requiring some judgment and originality. Screens telephone calls, visitors and incoming mail; answers general inquiries concerning office procedures requiring an understanding of the organization, programs and procedures related to the work. Refers matters to the professional staff requiring their personal attention. Maintains professional's calendar including making appointments, scheduling conferences, making arrangements for facilities, assisting in establishing an agenda, coordinating participation by other members at conferences, making travel arrangements and reservations for lodging and assembling required documents for meetings and conferences. Informs professional of scheduled meetings and conferences in a timely manner. Conducts clerical research as directed by gathering narrative and statistical data, forms and documentation from a wide variety of sources for budgets, narratives, manuals and monthly, annual or special reports. Clerical research includes computing personnel costs for a budget period including anticipated increases, determining costs for services and conducting research for special projects or reports. Compiles data into pertinent categories and arranges into prescribed format. May maintain a budget by posting all authorizations and expenditures and keeping professional staff advised of balances to avoid overexpenditure of approved funds. Establishes and maintains various office files. Orders and maintains office supplies and equipment. 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 Assistants, Office Services Aides and/or hourly or student workers.

Supervision Received: General supervision is received from a professional staff member such as a work unit manager or other agency program manager. General guidelines for the work are available, but incumbents have latitude in interpreting and applying guidelines.

Scope: Secretarial assignments have significant application within the work unit or program area. Agency wide applications are limited, although there may be some public involvement as determined by the area of assignment.

Impact of Actions: Accuracy of work and timely completion of work assignments are essential in order to relieve the professional of clerical related duties.

Personal Contacts: Contacts are associated with the work of the professional. These may be with immediate staff, agency personnel or the public depending upon the professional's assignment. Information related to the organization, programs and procedures may be provided to others.

Knowledge: Working knowledge of office practices and procedures. Some knowledge of work unit programs, proper grammar, spelling and punctuation.

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

Abilities: Demonstrated ability to perform a variety of secretarial duties for one or more professionals; related work unit programs to the clerical process; and communicate with staff, agency officials and the public as required.

QUALIFICATIONS GUIDE*

Licenses or Certification: None.

Education or Training: Graduation from high school.

Level and Type of Experience: Secretarial or office services experience involving the performance of a variety of clerical related 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.