ADMIN SECRETARY - 09012026-80724

About the role

Under general supervision, is responsible for secretarial work of average difficulty; and performs related work as required. This is the highest class in the general secretary sub-series. An employee in this class applies secretarial science techniques to assist an executive in the management of time and in the handling of administrative detail.

Responsibilities

• Performs a variety of routine clerical functions such as compiling/assembling information for dissemination
• Types a variety of material of narrative, tabular, statistical and other nature including correspondence, memoranda, abstracts, articles, business, case, legal, medical, and other items
• Answers questions to provide assistance and direction regarding policies, procedures, and agency information
• Contacts outside agencies for reference data to ensure accuracy of settlements; researches past purchase orders, contracts, and other items as requested; and contacts vendors for price quotes
• Audits employee time sheets and business relevant documents for accuracy and completeness
• Monitors reports and databases, employee requisition lists for hiring process, outstanding purchasing and requisition orders, inventory levels of standard office supplies, and office equipment
• Communicates by telephone, e-mail, or personal contact
• Provides polite and effective customer service to all individuals that contact the agency

Requirements

• Education equivalent to graduation from a standard high school and experience equivalent to two years of increasingly responsible full-time secretarial or office clerical work
• OR qualifying full-time secretarial or office clerical experience may be substituted for the required education on a year-for-year basis
• Additional qualifying education at an accredited college, business school or technical institute in secretarial science may be substituted for the required experience on a year-for-year basis to a maximum of two years

Necessary Special Qualifications

• Complete a criminal history disclosure form in a manner approved by the appointing authority
• Agree to release all records involving their criminal history to the appointing authority
• Supply a fingerprint sample prescribed by the TBI based criminal history records clerk

Skills

• Manages Ambiguity
• Manages Complexity
• Action Oriented
• Plans and Aligns
• Resourcefulness
• Knowledge Clerical
• Customer and Personal Service
• Active Learning and Listening
• Speaking
• Reading Comprehension
• Service Orientation
• Time Management
• Written Comprehension
• Speech Recognition

Tools & Equipment

• Personal Computer
• Telephone
• Copy Machine
• Scanner
• Calculator