11/01/1977 00160

EXECUTIVE SECRETARY 2

DEFINITION:

This is highly responsible staff work as the personal secretary to an agency head.

An employee in this class performs a wide variety of secretarial assignments in regulating and controlling the office activities and document flow within the executive office. Work involves relieving the agency head of a variety of details pertaining to the control of the work agenda, provision of information summaries and materials for scheduled meetings, processing of inter and intra departmental written correspondence, and preparation of travel itinerary. Employees control the flow of memoranda for the agency head's signature that originate from the deputies and require a timely response. Work also involves evaluating clerical operations and procedures and recommending and implementing effective changes. The employee is expected to learn agency programs and objectives and related them to the clerical process on an agency wide basis. Work includes the responsibility for contacts with officials and the public who require the services of the executive office. Supervision is normally exercised over a small clerical staff. Work is performed independently under the general direction of the agency head and is reviewed for accuracy and effectiveness.

EXAMPLES OF WORK:

Develops and implements procedures for expediting the flow of memoranda and other documents to, from and through the executive office by coordinating secretarial activities as they interface in the agency.

Screens visitors and phones calls for the agency head; apprises the agency head 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 executive office and routes it to the proper office; maintains control over incoming and outgoing correspondence; and composes correspondence on a variety of subjects relating to the management of the office.

Reviews correspondence prepared for the agency heads signature for grammar, format, completeness, and adherence to agency policy.

Takes and transcribes dictation and prepares and signs the agency head's name to correspondence, inter-office forms, requisitions, and similar documents.

Collects and organizes data required by the agency head for speaking engagements and appointments, and prepares travel arrangements for the agency head.

Arranges and schedules appointments for the agency head and makes certain all the necessary material is secured and the agency head is briefed before each meeting.

Prepares correspondence to the general public in order to adjust complaints or supply information concerning agency functions and procedures.

Acts as a representative of the agency head by maintaining frequent contacts with public private executives, professional persons, and other officials concerning their relationship to the work of the executive office.

Supervises a small clerical staff in the executive office.

Develops and maintains the filing system in the executive 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, organization, and clerical procedures of the agency.

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 compose a variety of memoranda or letters with only general instructions.

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

Ability to exercise good judgment, courtesy, and tact in receiving and directing callers, giving and obtaining information, and in resolving people-related or procedural problems.

Ability to supervise the work of clerical or stenographic employees.

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

MINIMUM EXPERIENCE AND TRAINING:

Five 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 up to four years;

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Any equivalent combination of experience and training.