EXECUTIVE SECRETARY 11037

7/1/86 F

This is the third class in a series which provides secretarial support for professional, administrative and/or managerial employees. Positions in this class provide secretarial assistance to an agency executive in order to relieve the executive of a wide variety of clerical and administrative details. Incumbents serve as a personal secretary and/or as the secretary for the immediate staff. Positions in this class are usually assigned to executives who have complex program or operational responsibilities. Areas of assignment are characterized by numerous coordinative and administrative requirements as well as frequent contacts with the public and agency officials. This class is distinguished from the Secretary senior by the diversity of secretarial assignments, the increased requirement to apply knowledge of policies and procedures to the clerical process, and the frequency of contacts with staff, agency officials and the public.

Complexity of Work: Performs a wide variety of secretarial assignments of moderate difficulty in regulating and controlling office activities and document flow within the executive office. The work involves relieving the executive of various details associated with scheduling of appointments, provision of materials for meetings, processing of appointments, processing of interoffice and intraoffice memoranda and preparation of travel itineraries. The work requires a working knowledge of programs, policies and procedures in order to relate them to the clerical process. Organizes a calendar and keeps records of various appointments, conferences and other scheduled activities. Assures the awareness of all appointments and assembles any necessary information or material in order to facilitate participation based on knowledge of subject matter. Composes correspondence for executive on own initiative from general instructions and marginal comments on incoming correspondence and completes form letters. Takes dictation from the executive and transcribes from notes or dictating equipment. Types correspondence and reports including statistical reports, forms, contracts and related office material into final format; types bulletins, manuals, narratives and other documents requiring familiarity with technical terminology such as medical or legal terms. Assures conformity of office correspondence to established requirements and makes necessary changes in current procedures as applicable. Screens telephone calls, personal visitors and incoming mail. Answers inquiries concerning office procedures which require an understanding of the organization, programs and procedures related to the work of the executive. Conducts extensive clerical research for special reports such as accumulating information from case records, files and other offices within and outside of the agency which would have an effect on the subject matter. Compiles the accumulated information, organizes it into appropriate format, verifies data, computes figures, checks computations and performs other administrative tasks necessary to accumulate the requested information. Clerical research is performed with little guidance and requires an understanding of the various sources of information available concerning the particular subject matter. Organizes and maintains the executive's files including interoffice correspondence, interagency correspondence and correspondence from outside the agency. Maintains manuals, regulations, and staffing patterns and assures that these are current and available for the executive's use. Schedules conferences and meetings, contacts individuals to participate, assures time acceptable for all involved and arranges time changes to facilitate participants. Takes minutes of meetings and conferences, transcribes minutes and assures appropriate personnel receive copies. Duties may be performed by using office automated equipment such as personal computers, word processors, or other automated office systems.

Supervision Given: May supervise Office Services Specialists, Office Services Assistants and Office Services Aides. May provide guidance to other positions in the Secretarial series concerning policies and procedures for clerical operations.

Supervision Received: Directions are received from an agency executive. Incumbents are expected to establish work priorities based upon general guidelines.

Scope: Secretarial assignments have significant applications within large organizational components of an agency. Some assignments may have agency wide and general public application. The scope of the work is reflective of the nature of the executive's responsibilities with regard to the administrative requirements of extensive program and operational responsibilities.

Impact of Actions: Accuracy of the work and the exercise of sound judgment are required in order to relieve the executive of a variety of clerical and administrative details resulting in time saving and enhanced productivity.

Personal Contacts: Frequent contacts are made with the executive's staff, agency officials and the public. Information related to the programs, policies and procedures of the executive's area of operation is provided.

Knowledge: Considerable knowledge of office practices and procedures. Working knowledge of executive's responsibilities; agency programs, policies and procedures; and proper grammar, spelling and punctuation.

Skills: Considerable 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 a wide variety of secretarial assignments in regulating and controlling office activities and document flow; relate programs, policies and procedures to the clerical process; and communicate with staff, agency executives and the public.

QUALIFICATIONS GUIDE*

Licenses or Certification: None.

Education or Training: Graduation from high school.

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