SECRETARY - 07142026-79067

Overview

Under general supervision, is responsible for typing and clerical work of average difficulty; and performs related work as required. This is the entry working class in the secretary sub-series. An employee in this class is responsible for performing a variety of secretarial science duties.

Responsibilities

• Prepares a variety of materials including correspondence, memoranda, abstracts, spreadsheets, various reports, and other items.
• Reviews materials for spelling, grammar, and makes suggestions for improvements where appropriate.
• Communicates with customers through phone, email, and/or in-person to provide assistance and direction regarding policies, procedures, and agency information.
• Gathers information from various sources such as files, the internet, and databases for meetings, interviews, presentations, and to perform other administrative tasks.
• Performs various administrative tasks including but not limited to creating documents for internal/external communications, filing, auditing documentation for accuracy and completion, monitoring inventory levels, maintaining calendars, and disseminating information.
• Inspects office equipment to ensure proper working condition.

Qualifications

• Education equivalent to graduation from a standard high school.
• OR Qualifying full-time secretarial or office clerical experience may be substituted for the required education on a year for year basis.

Necessary Special Qualifications

• Positions within the Division of Rehabilitation Services of the Department of Human Services will be required to:
  • 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 check;
  • Submit to a review of their status on the Department of Health's vulnerable persons registry.

Competencies (KSA's)

• Manages Ambiguity
• Nimble Learning
• Communicates Effectively
• Interpersonal Savvy
• Decision Quality

Knowledges

• Customer and Personal Service
• Clerical
• English Language
• Mathematics Skills

Skills

• Active Learning and Listening
• Reading Comprehension
• Social Perceptiveness
• Time Management
• Writing Abilities
• Oral Comprehension & Expression
• Speech Clarity & Recognition
• Written Comprehension
• Memorization

Tools & Equipment

• Computers
• Copier/Scanner/Fax Machine
• Variety of Office Equipment (i.e. Postage Meter, Laminating Machine)
• Audio & Visual Equipment