Position Title

Secretary II

Custom Job Purpose

This position exists to perform advanced secretarial work involving responsibility for secretarial and clerical duties in connection with the management of the office to which assigned.

Essential Functions of this Job

Receives telephone and personal callers and incoming mail. Takes care of routine matters personally, on the basis of a general knowledge of the program or operation under the supervisor's direction. Routes more technical matters to the proper section or person. Answers routine inquiries not involving controversial questions. Reviews outgoing correspondence to assure completeness. Orally relays messages and instructions from supervisor to subordinates. Maintains supervisor's calendar. Calls attention to appointments and makes appointments upon instruction. Maintains records of incoming and out going correspondence and action documents, and follows up on work in process. Reviews publications for information dealing with subject matter of special interest to the supervisor. Establishes and maintains subject matter files. Makes travel arrangements and maintains records of itineraries. Obtains documents, files and background information for the supervisor on the basis of general instructions. May procure supplies, equipment, printing, maintenance services, etc.

Essential Functions of this Job (cont.)

Non-Essential Functions of this Job

Performs other duties as assigned.

Qualifications

Graduation from high school or GED with courses in typing and other commercial subjects; experience in responsible secretarial and clerical work; or an equivalent combination of training and experience.

Knowledge, Skills and Abilities

Knowledge of business English, spelling, punctuation, and arithmetic. Knowledge of office and departmental rules, regulations and practices and procedures. Ability to prepare routine documents and compose business letters and memoranda. Skill in taking and transcribing dictation if required of position. Ability to receive the public with considerable poise, tact, patience and courtesy. Ability to relieve the schedule of superior. Bilingual/biliterate preferred.

Work Context

Requires sitting and some standing, walking and moving about to coordinate work. Requires face-to-face discussions and contact with individuals and/or teams. Requires the use of alternative communication systems, such as electronic mail, telephones and computers. Requires coordination of work tasks to establish priorities, set goals and meet deadlines. Requires work with both internal and external contacts, and with the public.

Physical Environment

Requires working indoors in environmentally controlled conditions. Requires sitting for the majority of the day, and the ability to lift, carry, move and/or position objects infrequently weighing up to 20 pounds.

Collective Bargaining Agreement

Salary Grade

N/A

Pay Grade

PG01

FLSA Status

Non-Exempt

Local Code

EEO5

51

Approval Date

6/22/1993

Date Last Revised