SECRETARY - 07302024-60084

at  Correction

SUMMARY

Summary: Under general supervision, is responsible for typing and clerical work of average difficulty; and performs related work as required.
Distinguishing Features: 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.

KNOWLEDGE:

• Knowledge of Computer Literacy
• Knowledge of Customer Service
• Knowledge of English Grammar
• Knowledge of Mathematics

Skills:

• Active Listening
• Reading Comprehension
• Social Perceptiveness
• Time Management
• Writing

Abilities:

• Memorization
• Oral Comprehension
• Oral Expression
• Speech Clarity
• Speech Recognition
• Written Comprehension

RESPONSIBILITIES

Documenting/Recording Information:

• Types a variety of material of narrative, tabular, statistical and other nature including correspondence, memoranda, abstracts, articles, business, case, legal, medical, other reports, and a variety of other items.
• Reviews all material typed for spelling, grammar, structure, logic, and makes suggestions for improvement where appropriate.

Communicating with Supervisors, Peers, or Subordinates:

• Answers questions to provide assistance and direction regarding policies, procedures, and agency information.
• Communicates by telephone, e-mail, or personal contact.

Getting Information:

• Retrieves information from files, internet, and databases regarding personnel, payroll, invoices, accounts receivable, etc.
• Gathers materials necessary for meetings, interviews, and presentations.

Interacting With Computers:

• Creates documents and spreadsheets using current office software.

Communicating with Persons Outside Organization:

• Answers questions to provide assistance and direction regarding policies, procedures, and agency information.
• Proofreads documents to ensure accuracy of content.
• Screens and directs calls and visitors to proper services.
• Notifies technicians if office equipment is not functional.

Administrative Activities:

• Prepares tabulations and performs a variety of figures including timesheets, mileage, etc.
• Creates documents and e-mails for internal and external communications from copy, rough draft, marginal notes, or verbal instruction.
• Distributes work to units and maintains files for executive or supervisor.
• Performs a variety of routine clerical functions.
• Files documents and items in both paper and electronic formats according to office preference.
• Audits employee timesheets to ensure accuracy and completion.
• Audits business relevant documents for accuracy and completion.
• Monitors inventory levels of standard office supplies to ensure adequate stock for office functionality.
• Monitors office equipment to ensure proper working condition.
• Performs a variety of routine clerical functions such as compiling and assembling information for dissemination.
• Maintains appointment calendars for office staff.

Inspecting Equipment, Structures, or Material:

• Inspects office equipment to ensure proper working condition.