EXECUTIVE SECRETARY SENIOR 11038

7/1/86 F

This is the highest level class in a series which provides secretarial support for professional, administrative and/or managerial employees. Positions in this class provide secretarial and administrative assistance to an agency head or other principal agency executive in order to manage the office activities and administrative work of the executive office. Incumbents generally serve as the personal secretary to a principal agency executive. Positions in this class are usually assigned to executives who have major agency functional areas of responsibility. Areas of assignment are characterized by a diversity of administrative requirements involving extensive coordination and policy determination with agency wide and external implications. This class is distinguished from the Executive Secretary by the diversity of secretarial and administrative assignments, the increased requirement for knowledge of programs and objectives and their application on an agency wide basis, and the high visibility of the position, internally and externally to the agency.

Complexity of Work: Performs an extensive variety of secretarial and administrative assignments of considerable difficulty in order to relieve the principal agency executive of a multitude of details pertaining to the control of the work agenda, provisions of information summaries and materials, processing of interagency and intraagency written correspondence and preparation of travel itineraries. The work requires considerable knowledge of agency programs and objectives in order to relate them to the clerical process. Develops and implements procedures for expediting the flow of memoranda and other documents to, from and through the executive office by coordinating secretarial and administrative activities as they interface within the agency. Applies administrative rules and regulations on a daily basis to a variety of work situations in order to assure a smooth flow of work. Reviews correspondence prepared for the executive's signature for grammar, format, completeness and adherence to policy. Composes correspondence on own initiative in order to address complaints or to supply information concerning agency functions and procedures. Takes and transcribes dictation personally or from dictating equipment and prepares and signs the executive's name to correspondence, interoffice forms, requisitions and similar documents. Collects and organizes data required by the executive for special reports, speaking engagements and appointments based on knowledge of subject matter. Arranges and schedules appointments and makes certain that all necessary materials are secured and that the executive is briefed before each meeting. Acts as a representative of the executive by maintaining frequent contacts with public and private executives and other officials concerning their relationship to the work of the executive office. Screens visitors and phone calls for the executive, apprises executive of all office activity with regard to visitors and callers, and answers inquiries based on knowledge of policies and procedures. Sorts mail delivered to the executive office based on knowledge of programs and routes to the proper office. Develops and maintains the filing system in the executive office that is necessary for the efficient cataloging and storing of documentation. Duties may be performed by using office automated equipment such as personal computers, word processors or other automated office systems.

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

Supervision Received: General direction is received from an agency head or other principal agency executive. Incumbents develop their own work schedule and priorities based on knowledge of and in anticipation of the executive's requirements.

Scope: Secretarial and administrative assignments have agency wide, statewide or general public applications. The scope of the work is reflective of the nature of the executive's responsibilities with regard to the administrative requirements associated with extensive coordination and policy determination.

Impact of Actions: Sound judgments and accuracy of work are essential to the management of the activities and administrative work of the executive office and reflect upon the executive operation. Significant costs in time and public or employee goodwill could be incurred if contacts or projects are not handled effectively and diplomatically.

Personal Contacts: The position is highly visible both within the agency and outside because of the frequent contacts with agency officials, state officials and the public. In many instances, incumbents initially represent the executive through contacts with other executives, state officials and the public. Incumbents answer inquiries and provide information based on knowledge of executive's policies, procedures and programs.

Knowledge: Comprehensive knowledge of office practices and procedures. Considerable 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 manage office activities and administrative work; relate agency programs, policies and procedures to the clerical process; and communicate with agency executives, state officials and the public.

QUALIFICATIONS GUIDE*

Licenses or Certification: None.

Education or Training: Graduation from high school.

Level and Type of Experience: Secretarial experience requiring the performance of a variety of duties associated with the administrative activities of an executive office.

An equivalent combination of training and experience indicating possession of the preceding knowledges, 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.