11/01/1977 00150

EXECUTIVE SECRETARY 1

DEFINITION:

This is responsible staff work as the personal secretary to a legally designated deputy of an administrative department.

An employee in this class performs a variety of secretarial assignments in regulating and controlling the office activities and document flow within the office. Employees ensure that the clerical procedural requirements and standards of timeliness are adhered to by the various reporting bureaus. Work involves relieving the deputy of a variety of details pertaining to the maintenance of an appointment calendar, provision of necessary materials for scheduled meetings, processing memoranda from the various bureaus and the executive office, and preparation of travel itinerary. Work also involves communicating with the secretarial staff in the various program areas under the deputy regarding current policies and procedures for clerical operations. The employee is expected to be familiar with associated programs of the deputy and relate them to the clerical process. Work also includes the responsibility for the conduct of effective and prudent contacts with officials and the public who transact business in the office. Work is performed independently under the direction of the deputy and is reviewed for accuracy, timeliness, and adherence to policies and procedures.

EXAMPLES OF WORK:

Implements procedures that expedite the flow of memoranda and other documents to, from and through the office by coordinating secretarial activities of the deputy's and bureau directors' offices.

Screens visitors and phone calls for the deputy, apprises deputy of all office activity in regard to visitors and callers, and answers inquiries or refers them to appropriate persons for handling.

Sorts mail delivered to the office and routes it to the proper bureau, maintains control over incoming and outgoing correspondence, and prepares standard replies on subjects relating to the status or pertinent dates of work commitments.

Reviews correspondence prepared for the deputy's signature for grammar, format, completeness, and consistency with departmental policy.

Takes and transcribes dictation and prepares and signs the deputy's name to form letters, inter-office forms, requisitions, and similar documents.

Collects and organizes data required by the deputy for meetings and appointments.

Arranges and schedules appointments and prepares travel arrangements for the deputy.

Prepares standard information transmittals and letters of referral to the general public in order to provide prompt replies to information requests and clarify misunderstandings about office procedures.

Maintains contacts with public and private executives, professional persons, and other officials when requested by the deputy to cooperate with them in their dealings with the office.

Develops and maintains a filing system in the office that is necessary for the efficient cataloging and storing of documentation.

Applies administrative rules and regulations on a daily basis to a variety of work situations.

Performs related work as required.

REQUIRED KNOWLEDGES, SKILLS, AND ABILITIES:

Knowledge of the functions, organizations, and clerical procedures involved in the various program areas under the deputy.

Knowledge of modern office practices, procedures, and equipment.

Knowledge of business English, spelling, punctuation, and arithmetic.

Knowledge of the principles of office management and standard record maintenance procedures.

Ability to take dictation and transcribe complex and technical material at a reasonable rate of speed.

Ability to prepare standard letters with specific instructions on the intent.

Ability to maintain complex clerical records and to prepare accurate reports.

Ability to exercise good judgement, courtesy and tact in receiving and directing callers and in giving and obtaining information.

Ability to establish and maintain effective working relationships with other employees and the general public.

MINIMUM EXPERIENCE AND TRAINING:

Three years of progressively responsible experience in secretarial work. Appropriate formal post high school secretarial training may be substituted for the required experience on a year-for-year basis;

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Any equivalent combination of experience and training.