Date: June 1, 1977

Job Title: SECRETARIAL SUPERVISOR 2

Job Code: L0072

Definition: This is highly independent and complex secretarial work involving the supervision of an office support staff that is engaged in the performance of moderately complex, varied, and diverse secretarial and clerical activities.

An employee in this class is responsible for providing secretarial and clerical support services to a governmental office or functional activity. Work involves providing the full range of secretarial support for one or more governmental officials including the taking and transcribing of dictation, screening visitors, answering correspondence, maintaining of office and activities calendars, scheduling meetings, and handling the details of travel itineraries, travel expense accounts, and travel reservations. Work also involves supervising and participating in the provision of clerical support activities which include completing, processing, and filing of office related materials; gathering, sorting, and compiling of information required to support the office functions; and insuring that office activities are coordinated with other office or agency activities. Work normally involves the handling of sensitive material which requires the application of independent judgment in its processing and disclosure, and the maintenance of office related personal and public contacts which require unusual discretion and tact. Work is characterized by the receipt of highly variable and unpredictable document formats and shifts in work schedule that are caused by external influence or self-imposed deadlines. Work includes the responsibility for making independent operating decisions on the appropriate disposition of work based upon experience and knowledge of office and departmental operations. Employees also review office procedures and work assignments to insure the orderly and efficient completion of work. Supervision of subordinates is accomplished through the assignment and review of work and includes employee training, development, and performance evaluation. Supervision is received through personal conferences, observation of office efficiency and effectiveness, and the review of completed work and control reports.

Examples of Work: Takes dictation and transcribes notes of correspondence, reports, minutes, and conversations; and types documents of varying forms from handwritten draft, dictated magnetic tapes, and dictated notes into draft or final form by setting up the letter formats, paragraphing, and presenting the information in correct spelling and grammatical form for correspondence, reports, publications, contracts, specifications, schedules, and agendas.

Plans, assigns, and supervises work and insures that work is completed on schedule by distributing work to the office staff after determining who is available to and capable of performing the work.

Examines and reviews files, forms, documents, and records that are prepared and maintained by the office staff for completeness and accuracy.

Plans and provides guidance in the establishment and reorganization of filing systems as the need arises due to inadequacies of the old system, shifts in the priority of documents, additional storage requirements, etc.

Maintains control documents such as records and logs by writing or posting pertinent information about data, individuals, or materials onto the document in order to reflect the disposition, amounts, results, time, organization, status, transaction, or other details.

Schedules, reschedules, and cancels appointments, arrangements, meetings, hearings, bid openings, examinations, etc. and records the individual's name, location, date and time, and topic on a calendar or appointment form.

Supervises the gathering of information for the program staff's use in attending or conducting meetings by extracting the information from files according to instructions on the type of data needed and format of the presentation.

Prepares routine replies to written requests for information by providing explanations on office procedures or filed data and available materials or publications.

Proofreads or directs the proofreading of typed materials to insure the transfer of information is grammatically and typographically correct, complete, and adheres to agency rules and regulations.

Informs callers and visitors, who request to set up appointments, of the program staff's availability and schedules appointments if the requested time is open on the calendar.

Receives visitors and telephone calls coming into the office by providing information or resolving problems related to office regulations and procedures.

Arranges or directs the arranging of travel and overnight lodging for the staff by calling the transportation authorities and hotels to make reservations; prepares documents necessary to secure tickets or vouchers, and insures arrangements are consistent with applicable rules and regulations.

Assigns and supervises the maintenance of alphabetic, numerical, chronological, and similar files which involves inserting and/or retrieving documents, preparing new file folders, preparing index cards, cross-indexing, and posting and updating file contents.

Interviews and recommends the selection of applicants for vacant clerical positions within the office.

Rates and signs the performance evaluation for the employees supervised.

Performs related work as required.

Required Knowledges, Skills, and Abilities: Knowledge of English grammar, composition, spelling, and punctuation at a level equivalent to that used in writing or adjusting written materials normally consisting of complex sentence structures; three, and four syllable words; and punctuation marks for word, number, sentence, phrase, and clause separation.

Knowledge of standard office procedures, practices, conduct and actions necessary in maintaining harmonious working relationships.

Knowledge of the techniques applied in using the English dictionary and referencing office documents, such as business letters, legislation, and code books.

Knowledge of the required care and maintenance of a typewriter.

Knowledge of the techniques applied in making appointments and courteously assisting individuals by providing information.

Knowledge of the types, organization, and use of standard office files, logs, forms, and letter formats.

Skill in using a typewriter console at a minimum speed of 40 words per minute.

Skill in accurately taking and transcribing notes of dictation by recording information at a minimum speed rate of 80 words per minute.

Ability to learn the use of specialized typewriters.

Ability to learn the use of a magnetic transcriber.

Ability to plan and assign work and insure smooth processing flow by distributing assignments to office staff after determining who is available to and capable of performing the work.

Ability to present ideas, methods, procedures, and instructions clearly and effectively, orally and in writing.

Ability to assemble, correlate, and appraise facts in order to identify and/or resolve existing or potential procedural problems.

Ability to examine and review files, documents, and records that have been completed by the staff for completeness and accuracy.

Ability to rate the performance of clerical employees in an office unit.

Ability to understand and apply those sections of bargaining agreements which pertain to the rights and benefits of the employees supervised.

Ability to act judiciously in considering employee concerns and complaints.

Ability to learn the techniques of an interview and the criteria used in selecting applicants.

Ability to plan and provide guidance in the establishment and reorganization of files, records, procedures, etc.

Ability to understand and follow oral and written instructions which explain multifaceted procedures.

Ability to assign and review work within office procedures which involve an understanding of multiple aspects and application of varied standards.

Ability to transfer information and present it in a modified form according to rules and procedures.

Ability to proofread information for conformance with a prescribed pattern or form, to assure the adherence to clerical office methods, and for compliance with specific administrative of procedural rules.

Ability to maintain control documents such as records and logs by writing or posting pertinent information about data, individuals, or materials onto the document in order to reflect the disposition, amounts, results, time, name, organization, status, transaction, or other details.

Ability to maintain tickler files and suspense records on documents which require reply, action, or signature on a specified or requested date.

Ability to learn agency functions and key personnel contacts.

Ability to exercise courtesy and favorable conduct in communicating with public officials, vendors, and the general public.

Ability to remember names, faces, and details of persons and information within the realm of job exposure.

Ability to assemble information for a program staff's use in attending or conducting meetings by extracting the information from files and other available sources according to instructions on the type of data needed and format of the presentation.

Ability to plan, organize, and present information, and coordinate between individuals acting on the behalf of a supervisor in bringing about scheduled meetings, training sessions, interviews, etc.

Ability to compose cover memoranda stating the materials or contents which are enclosed.

Ability to arrange for travel and overnight lodging by calling the authorities and making the necessary schedules and reservations.

Ability to prepare travel expense vouchers for the program staff by referring to a travel itinerary and computing expenses claimed.

Ability to collect and organize material for reports by determining what available information should be included and presenting the information in a prescribed organized format.

Ability to compose straightforward informational correspondence such as transmittals or acknowledgements in reply to requests or questions on office operations or related information.

Ability to perform basic arithmetic calculations such as the adding and subtracting of whole numbers and decimals; and multiplying and dividing by one digit whole number or decimal multipliers and divisors.

Minimum Experience and Training: One year of secretarial experience which included six months of lead work experience and education development to the level of the completion of high school;

or

Any equivalent experience and/or training which provided the required knowledges, skills, and abilities.

Commonwealth Equivalent PSG ST05