Administrative Secretary, Perm/Prov, Board Office RB #26-134
or drop it." So we could include a short paragraph at top with the bulletin number and date? But that's minor metadata; we could drop it. Probably better to drop it to keep focus on substantive info. Thus output HTML fragment with sections. We need to use
for section headings. Use - for any list of duties/requirements/benefits, and
for prose.
We must not repeat job title as heading. So no
Administrative Secretary
.
We need to preserve all substantive information; do not invent or summarize away detail. So we must keep the exact wording? Probably we can keep the substance but not necessarily verbatim; but we should not lose detail. We'll try to keep the details.
Let's draft.
First, maybe a short for location? Actually location could be in About the role paragraph.
About the role: Could combine distinguishing features and location.
Distinguishing features paragraph: "The Administrative Secretary performs a wide variety of complex responsible clerical, secretarial and administrative tasks and activities while functioning as an office assistant to an administrator, program manager, technical specialist or office supervisor. The incumbent responds to request for information. This class is distinguished by the fact that responsibility involves independently performing complex clerical operations, relieving a supervisor of administrative detail, arranging conferences and relieving supervisor of contacts which should properly be made with subordinate officials. Independent judgment is frequently necessary in giving out information regarding departmental policies and practices and in planning the routine of an office. Correspondence duties are distinguished by the fact that most letters and releases are of a routine, recurring nature, are self-composed with correspondence being reviewed only when new problems arise. Incumbents, who have ready access to records, must be discreet in divulging information, as some of it may be confidential or controversial. Work is performed under general supervision, however, incumbents are supervised by an administrator who assigns tasks, provides detailed instructions only where policies have not been determined, observes performance and only unusually important or complicated assignments are checked in detail upon completion. General supervision is exercised over a clerical staff."
That's a lot; we need to keep it. Could be a
.
Location: "Location: Board Office, Room 801 City Hall, Buffalo NY 14202". Could be another
or combine.
We'll put About the role as
About the role
then with the distinguishing features text, then maybe another
for location.
Responsibilities:
Responsibilities
then with each typical work activity as - . Need to preserve all items. Let's list them from the posting:
- Reproduces and types dictation from various sources of a difficult and sometimes confidential nature i.e. minutes and proceedings of meetings, hearings and conferences;
- Drafts and types letters, reports and memoranda for supervisor's approval;
- Types correspondence, reports, documents, records and materials from equipment with alpha-numeric keyboard, i.e., typewriters, electronic word processing equipment, CRT terminals, personal computers, data terminals and printers;
- Relieves supervisor of administrative details;
- receives calls and callers, determines their needs or the reason for the visit or call and transmits factual information to them, using the English and Spanish language, both orally and in writing;
- schedules appointments and arranges conferences or meetings as requested;
- answers requests for administrative information, using the English and Spanish language as needed;
- Sets-up and maintains confidential and regular correspondence;
- Reads and summarizes reports to facilitate review by and conserve time of the supervisor;
- prepares office reports as directed;
- tabulates data from numerous reports;
- Organizes and prepares work materials for meetings and conferences, i.e., agendas, reports, resolutions, etc.;
- Transcribes, from various sources, minutes and proceedings of meetings, hearings and conferences;
- Assigns specific and standing tasks, reviews all typed correspondence and reports for accuracy and proper grammatical usage;
- insures proper processing and filing of documents by observing activities and instructing subordinates in the procedures to be followed;
- Provides translation services to District personnel and other agencies as requested;
- Operates a personal computer involving the use of application programs and the input and retrieval of data;
- May supervise one or more employees in the typing of correspondence and reports;
- Performs related duties as required.
Note there are some formatting issues: bullet points sometimes start with lowercase after hyphen. We'll keep as is.
We need to ensure each
- contains the full text.
Qualifications:
Qualifications
then with the minimum qualifications text (promotional and open competitive) plus note about part-time experience and proof of education? Actually proof of education maybe separate. But we can include note about part-time experience in Qualifications. Proof of education could be under Requirements.
Let's extract Minimum Qualifications text:
"Promotional Continuous and permanent status in any city department as a Legal Secretary, Legal Stenographer, Principal Clerk, School Clerk, Senior Account Clerk, Senior Account Clerk-Stenographer, Senior Account Clerk-Typist, Senior Clerk, Senior Stenographer, Senior Typist for one year. In addition, all applicants must have completed a course in typing or keyboarding, which must be listed on application. Open Competitive Associates Degree from an accredited college, business or technical institute in the Secretarial Science curriculum, including or supplements by a course in typing/keyboarding (course must be listed on application) and one year of full time responsible clerical experience at a supervisory level, including the operation of an alpha-numeric keyboard; OR Graduation from High School, GED or Equivalency Diploma, including or supplemented by a course in tying/keyboarding (course must be listed on application) and three years of full time responsible clerical experience at a supervisory level, including the operation of an alpha-numeric keyboard; OR An equivalent combination as defined within the limits of A and B. NOTE: Verifiable part-time experience will be pro-rated to meet the full time experience requirement. Proof of education must be presented at time of appointment."
We could split: Qualifications includes the promotional and open competitive requirements and note about part-time experience. Requirements includes residency requirement and proof of education.
But proof of education is also part of qualifications; but we can put under Requirements as a condition.
Let's decide:
Requirements:
Requirements
then maybe for each requirement? Could be short prose.
We have: "Civil Service Residency Requirements Will Apply" (that's a requirement). Also "Proof of education must be presented at time of appointment." That's also a requirement.
We could make a with both sentences.
Skills:
Skills
then with each item from Full Performance Knowledges, Skills, Abilities And Personal Characteristics.
List them:
- Thorough knowledge of office terminology, methods and procedures and equipment;
- Good knowledge of proper grammatical usage, punctuation and spelling;
- Good knowledge of the agency's procedures, formats and guidelines concerned with receipt, processing and distribution of correspondence and memoranda;
- Working knowledge of the vocabulary and terms commonly used in a particular organization;
- Working knowledge of the procedures used in carrying out various clerical tasks;
- Ability to fluently speak the Spanish language, and translate both orally and in writing;
- Ability to type at the rate of
for prose. We must not repeat job title as heading. So no
Administrative Secretary
. We need to preserve all substantive information; do not invent or summarize away detail. So we must keep the exact wording? Probably we can keep the substance but not necessarily verbatim; but we should not lose detail. We'll try to keep the details. Let's draft. First, maybe a shortfor location? Actually location could be in About the role paragraph. About the role: Could combine distinguishing features and location. Distinguishing features paragraph: "The Administrative Secretary performs a wide variety of complex responsible clerical, secretarial and administrative tasks and activities while functioning as an office assistant to an administrator, program manager, technical specialist or office supervisor. The incumbent responds to request for information. This class is distinguished by the fact that responsibility involves independently performing complex clerical operations, relieving a supervisor of administrative detail, arranging conferences and relieving supervisor of contacts which should properly be made with subordinate officials. Independent judgment is frequently necessary in giving out information regarding departmental policies and practices and in planning the routine of an office. Correspondence duties are distinguished by the fact that most letters and releases are of a routine, recurring nature, are self-composed with correspondence being reviewed only when new problems arise. Incumbents, who have ready access to records, must be discreet in divulging information, as some of it may be confidential or controversial. Work is performed under general supervision, however, incumbents are supervised by an administrator who assigns tasks, provides detailed instructions only where policies have not been determined, observes performance and only unusually important or complicated assignments are checked in detail upon completion. General supervision is exercised over a clerical staff." That's a lot; we need to keep it. Could be a
. Location: "Location: Board Office, Room 801 City Hall, Buffalo NY 14202". Could be another
or combine. We'll put About the role as
About the role
thenwith the distinguishing features text, then maybe another
for location. Responsibilities:
Responsibilities
then- with each typical work activity as
- . Need to preserve all items. Let's list them from the posting: - Reproduces and types dictation from various sources of a difficult and sometimes confidential nature i.e. minutes and proceedings of meetings, hearings and conferences; - Drafts and types letters, reports and memoranda for supervisor's approval; - Types correspondence, reports, documents, records and materials from equipment with alpha-numeric keyboard, i.e., typewriters, electronic word processing equipment, CRT terminals, personal computers, data terminals and printers; - Relieves supervisor of administrative details; - receives calls and callers, determines their needs or the reason for the visit or call and transmits factual information to them, using the English and Spanish language, both orally and in writing; - schedules appointments and arranges conferences or meetings as requested; - answers requests for administrative information, using the English and Spanish language as needed; - Sets-up and maintains confidential and regular correspondence; - Reads and summarizes reports to facilitate review by and conserve time of the supervisor; - prepares office reports as directed; - tabulates data from numerous reports; - Organizes and prepares work materials for meetings and conferences, i.e., agendas, reports, resolutions, etc.; - Transcribes, from various sources, minutes and proceedings of meetings, hearings and conferences; - Assigns specific and standing tasks, reviews all typed correspondence and reports for accuracy and proper grammatical usage; - insures proper processing and filing of documents by observing activities and instructing subordinates in the procedures to be followed; - Provides translation services to District personnel and other agencies as requested; - Operates a personal computer involving the use of application programs and the input and retrieval of data; - May supervise one or more employees in the typing of correspondence and reports; - Performs related duties as required. Note there are some formatting issues: bullet points sometimes start with lowercase after hyphen. We'll keep as is. We need to ensure each
- contains the full text.
Qualifications:
Qualifications
thenwith the minimum qualifications text (promotional and open competitive) plus note about part-time experience and proof of education? Actually proof of education maybe separate. But we can include note about part-time experience in Qualifications. Proof of education could be under Requirements. Let's extract Minimum Qualifications text: "Promotional Continuous and permanent status in any city department as a Legal Secretary, Legal Stenographer, Principal Clerk, School Clerk, Senior Account Clerk, Senior Account Clerk-Stenographer, Senior Account Clerk-Typist, Senior Clerk, Senior Stenographer, Senior Typist for one year. In addition, all applicants must have completed a course in typing or keyboarding, which must be listed on application. Open Competitive Associates Degree from an accredited college, business or technical institute in the Secretarial Science curriculum, including or supplements by a course in typing/keyboarding (course must be listed on application) and one year of full time responsible clerical experience at a supervisory level, including the operation of an alpha-numeric keyboard; OR Graduation from High School, GED or Equivalency Diploma, including or supplemented by a course in tying/keyboarding (course must be listed on application) and three years of full time responsible clerical experience at a supervisory level, including the operation of an alpha-numeric keyboard; OR An equivalent combination as defined within the limits of A and B. NOTE: Verifiable part-time experience will be pro-rated to meet the full time experience requirement. Proof of education must be presented at time of appointment." We could split: Qualifications includes the promotional and open competitive requirements and note about part-time experience. Requirements includes residency requirement and proof of education. But proof of education is also part of qualifications; but we can put under Requirements as a condition. Let's decide: Requirements:
Requirements
then- maybe for each requirement? Could be short prose.
We have: "Civil Service Residency Requirements Will Apply" (that's a requirement). Also "Proof of education must be presented at time of appointment." That's also a requirement.
We could make a
with both sentences. Skills:
Skills
then- with each item from Full Performance Knowledges, Skills, Abilities And Personal Characteristics.
List them:
- Thorough knowledge of office terminology, methods and procedures and equipment;
- Good knowledge of proper grammatical usage, punctuation and spelling;
- Good knowledge of the agency's procedures, formats and guidelines concerned with receipt, processing and distribution of correspondence and memoranda;
- Working knowledge of the vocabulary and terms commonly used in a particular organization;
- Working knowledge of the procedures used in carrying out various clerical tasks;
- Ability to fluently speak the Spanish language, and translate both orally and in writing;
- Ability to type at the rate of