Estimated Length: 24 months Monday -Friday/8am to 430pm
• Program is usually large and quite active. Usually works for someone who has a broad range of
responsibilities. May be classified in support of a program with a rather limited range of
responsibility but that is usually in very small organizations with very few staff and no other
administrative positions. In such situations, incumbents are very involved in the program and
take on assignments otherwise done by program staff.
• Manager delegates administrative tasks to Secretary 2.
• Function very independently-little direction or review of work.
• Judgment--usually involves decision-making on a regular basis.
• Usually spends only 10-20 percent of time typing. There may be Keyboard Specialist in area.
• Usually no other administrative staff in office. Therefore, Secretary 2 may do personnel,
budgeting, and/or purchasing tasks otherwise performed by other administrative staff. Ifboss is
technician, clinician, academic, etc., manager is not usually familiar with the administrative
requirements of system. He/she relies on Secretary to handle administrative tasks.
• Program may be rather quiet or small where technical staff handle most substantive issues.
Program may be broad but role of secretary is limited because higher level functions are not
delegated. May be deeply involved in a
particular program area.
• Manager may be doing lower-level administrative tasks (if so, manager job should be reviewed)
or other staff is doing them.
e Assignments given with some instruction. Work is generally reviewed but not closely.
• Usually refers decisions to someone else.
• Approximately half time typing. There may be Keyboard Specialist in area.
• May be other administrative staff in the organization or program does not require such staff
because it is small. May handle routine accounts, purchasing, and personnel transactions.
KNOWLEDGE, SKILL AND ABILITY
• Ability to establish effective working relationships with a variety of people at all levels of
• 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
• 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.
Secretary 1 and Secretary 2
High School - Secretarial Program
1 or 2 years college curriculum in Secretarial Science
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)
Business Math! Accounting