Secretary I, II - School Health Section

About the role

The authorized level of the position is Secretary II. Applications are being accepted down to the Secretary I in the event of recruiting difficulties.

Responsibilities

• Greets visitors to the office and answers the telephone;
• refers calls and callers to supervisor and other staff based on knowledge of the work of the organization;
• takes messages for the supervisor;
• makes appointments for the supervisor and reminds the supervisor of appointments;
• gives direct factual information in response to specific inquiry when there is no question as to the propriety of releasing such information;
• Receives and opens incoming mail and refers to the supervisor unless referral can be made to another staff member;
• attaches previous correspondence and other related matters to correspondence requiring supervisor's attention;
• sends routine acknowledgments or selects form letters in response to routine inquiries;
• composes routine correspondence for supervisor's review requiring specific knowledge of operational methods, procedures, policies or other information;
• reviews all outgoing correspondence for typographical accuracy and conformance with procedures;
• Establishes and maintains subject matter, alphabetic and/or chronological files, and supplies records upon request or in anticipation of supervisor's need;
• Procures supplies, equipment, repair and maintenance services and the like, through agency channels;
• Counsels or studies specific books, manuals, catalogs or other sources in order to obtain desired information;
• Makes assignments of facilities, vehicles, equipment or similar items to provide for efficient and optimal use;
• Orally relays messages and instructions to other subordinates of the supervisor;
• Alocates debits, credits, costs, charges or other similar bookkeeping items of operational procedures to correct accounts or classifications;
• May typewrite straight copy from correct copy or rough drafts;
• prepares duplicating machine stencils and/or master copies;
• May take dictation using shorthand or a steno-type machine and transcribe using a typewriter;
• takes general notes and/or minutes at meetings or conferences by longhand, shorthand or steno-type machine;
• Explains details of services, methods or policies;
• Reviews the work of others, calling attention to the use of incorrect procedures or methods and to correct entries or results;
• Approves or recommends rejection of applications, requests, claims or other items following operational policies or rules of action;
• May supervise clerical subordinates and others in the performance of highly complex clerical work (as defined in the Office Assistant series) on a regular and continuing basis.

Qualifications

• Experience Requirements: Except for the substitutions provided for in this specification, applicants must have had work experience of the kind and quality described below and in the amounts shown in the following table:
• Class Title Gen. Clerical Exp. (Yrs) Spec. Clerical Exp. (Yrs) Total Exp. (Yrs)
• Secretary I 0.5 1.0 1.5
• Secretary II 0.5 2.0 2.5

Skills

• Knowledge of English grammar, spelling and arithmetic;
• The ability to read and understand oral and written instructions;
• The ability to speak and write simply and directly;
• Knowledge of common office appliances and equipment;
• The ability to carry out procedures in clerical work systems;
• The ability to perform secretarial tasks including, but not limited to, several of the following: serving as telephone and walk-in receptionist; maintaining a system of files; making travel arrangements; composing correspondence; obtaining and presenting information from files; routing correspondence; reviewing outgoing correspondence for format, grammar, spelling and typography; maintaining a log of pending work; etc.

Benefits

• Salary: The advertised salary is based on full-time employment and includes shortage and school year differentials, if applicable.

Pay

• New employees can expect their first paycheck within the first 3 pay periods of their start date.
• Payday is on the 5th and 20th (or previous business day) of every month.

Schedule

• 12-month civil service and SSP employees enjoy a range of competitive benefits.