Estimated Length: 24 months Full-Time Hours will be 8:00-4:30 Monday-Friday

KNOWLEDGE, SKILL AND ABILITY

• Ability to establish effective working relationships with a variety of people at all levels of organization.
• Knowledge of office and secretarial practices and procedures.
• Knowledge of the principles of office management and clerical processing.
• Ability to analyze and summarize information in both narrative and numerical form.
• Knowledge of proper grammatical usage, punctuation and spelling.
• Ability to write coherent English narrative concerning the subject matter of the office's operation.
• Knowledge of agency policies and program policies, procedures and functions.
• Knowledge of the vocabulary and terms commonly used in a particular organization.
• Ability to use modem office equipment.
• Ability to organize office operations.
• Ability to produce letters, tables, documents, etc., using an alphanumeric keyboard.
• Ability to design and maintain filing systems.
• Ability to design forms for the collection of information.
• Ability to determine priorities.
• Ability to maintain program accounts.

In addition, for supervisory positions:

• Knowledge of the principles and practices of effective supervision.
• Ability to establish effective supervisory relationships.

OCCUPATIONAL REQUIREMENTS
Secretary 1 and Secretary 2

• High School - Secretarial Program or
• 1 or 2 years college curriculum in Secretarial Science or
• 1 year experience working as Secretary

This training and experience includes typing - proficiency and formatting at 50 WPM (usually 2 or 3
courses, 6-9 credits)

• Office/Secretarial Procedures
• Business Math/Accounting
• Communications/Business English

BASIC DUTIES AND ILLUSTRATIVE TASKS
Provide administrative support:

• Open, review, sort and distribute the mail in accordance with staff assignments.
• Review incoming correspondence and reports to determine their significance. Make recommendations to manager or refer to appropriate person for reply. (i.e., read all incoming correspondence, reports, etc. Decide what information manager will need to respond. Refer very technical questions/reports to appropriate program staff requesting draft response, comments, etc. as appropriate. Set deadlines for response. Follow-up to see that appropriate information is being prepared and will be completed by deadline. When information is received, review it to insure that it is complete/covers all necessary points. If it does not, return to program for revision. Insure that response is revised appropriately by deadline. Then refer to manager for action.)
• Gather data relevant to complex or unusual inquiries in order to provide a basis for a reply or a decision and/or draft the reply. (i.e., Research problem and gather all necessary information to answer questions raised. Decide which program staff must be consulted to verify information. Trace transactions as far back as necessary to insure that all collected information is accurate. Prepare response to correspondence and submit to manager for review.)
• Answer the telephone, respond to questions concerning policy or procedures and refer calls to appropriate staff member for very technical information.
• Respond to questions concerning program, policy and procedure. Refer most complex technical questions to appropriate staff. (i.e., Secretary must have significant knowledge of program area to respond instantly to a variety of procedural and policy questions. In cases where more detailed answers are required or background-information is needed, research problems completely with program staff. If question is very technical and requires original interpretation of program area, refer phone call or visitor to correct program staff.)
• Monitor and track status of program activities.
• Prepare responses to letters concerning program, policies and procedures for own or supervisor's signature.
• Review outgoing correspondence for proper grammatical usage, clarity, factual correctness, compliance with policy, program information and conformance to instructions. Insure that appropriate background material is attached.
• Design, set up and maintain files (including electronic) of correspondence/documents, code and file material, search for requested material and periodically purge obsolete material for storage in records center or for disposal.
• Schedule meetings and maintain calendar.
• Make travel arrangements and prepare travel vouchers.
• Arrange conferences; assemble and coordinate background materials for meetings and conferences. Attend such conferences and prepare a summary of the meeting's conclusions or agreed upon courses of action.
• Transmit instructions from supervisor to appropriate staff orally, in writing or electronically and follow up to see that instructions are followed and deadlines are met. 
• Prepare reports using statistical and narrative information. This may require the use of a microcomputer/CRT and a variety of software packages in order to obtain necessary data. May analyze information and make recommendations.

Develop and revise work methods.

• Organize the flow of paper in the office.
• Based on personal observations of the need for procedural changes or modifications in the office, implement or suggest new or revised procedures.
• Develop, maintain and update office procedure manuals.
• Review forms used by the organizational units, suggest changes and draft new forms.
• Orient staff to office and agency procedures.

Perform formatting and keyboarding tasks similar to those described in the classification standard for Keyboard Specialist.
May supervise clerical staff.

• Interview and hire office clerical staff.
• Assign work to clerical staff who perform keyboarding, duplicating, mail and supply, filing or similar tasks.
• Identify training needs of subordinates.
• Train subordinates in office procedures and keyboarding techniques.
• Review work to insure compliance with instructions.
• Evaluate the quality and quantity of work produced.

Maintain inventory and requisition office supplies.

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