SECRETARY - 07142026- 79275

Overview

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. This class differs from Administrative Secretary in that an incumbent of the latter performs more complex secretarial duties and duties of wider scope and impact.

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 and Experience: 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
• Various Office Equipment (i.e. Postage Meter, Laminating Machine)
• Telephone
• Audio & Visual Equipment