CLASS CODE: 0108
PAY GRADE: 412

CLASS TITLE:ADMINISTRATIVE SECRETARY - SES

ALLOCATION FACTOR(S)

This is advanced administrative secretarial work that includes duties of an administrative nature which involve the employee in having responsibility for facilitating the operation of a work unit; performing legal secretarial duties for a Senior Attorney or above in the Selected Exempt Service; or a comparable attorney position in the Career Service.

EXAMPLES OF WORK PERFORMED:

(Note: The examples of work as listed in this class specification are not necessarily descriptive of any one position in the class. The omission of specific statements does not preclude management from assigning specific duties not listed herein if such duties are a logical assignment to the position. Examples of work performed are not to be used for allocation purposes.)

  • Takes and transcribes dictation or transcribe from dictating equipment or rough drafts subject matter that may vary from simple correspondence to legal, medical, engineering, or other technical subject matter.
  • Develops material for supervisor's use in public speaking engagements.
  • Attends conferences to take notes, or is briefed on meetings immediately after they take place in order to know what amendments were made and what developments have occurred in matters that concern the supervisor.
  • Makes arrangements for conferences including space, time, and place; informs participants of topics to be discussed; and provide them with background information.
  • Assists in and coordinates the preparation of operating and legislative budgets; examines budget documents to ensure that they comply with state regulations.
  • Receives and routes telephone calls, the answers to which may involve the interpretation of policies and procedures.
  • Compiles and analyzes data for administrative decisions.
  • Interprets established policy and provides the information for the resolution of problems.
  • Provides liaison with the other departments or divisions and with the public representing the department head when requested.
  • Operates and/or utilizes a variety of standard business and office machines and equipment including: typewriters, word processors, transcription equipment, telecommunications terminals, calculators, copiers, etc.
  • Prepares standard language legal documents for attorney's signature from basic information provided by attorney.
  • Types documents dealing with litigation, such as complaints, briefs, answers motions, pleadings and other legal documents.
  • Researches cases for quotations, citations and precedents of case law as directed by attorney.
  • Maintains a card index of prior opinions, cases and principles of law for ready reference.
  • Serves as secretary to Administrative Hearings Office.
  • Types official opinions.
  • Performs related work as required.

KNOWLEDGE, SKILLS AND ABILITIES:

(Note: The knowledge, skills and abilities (KSA's) identified in this class specification represent those needed to perform the duties of this class. Additional knowledge, skills and abilities may be applicable for individual positions in the employing agency.)

  • Knowledge of standard business formats and styles for letters and business forms.
  • Knowledge of office procedures and practices.
  • Knowledge of the principles and techniques of effective communications.
  • Knowledge of the methods of data collection.
  • Skill in typing.
  • Ability to take and transcribe dictation using notes or a dictating machine.
  • Ability to organize files and other records.
  • Ability to compile and analyze data for administrative decisions.
  • Ability to organize and maintain records management systems.
  • Ability to perform basic arithmetical calculations.
  • Ability to use correct spelling, punctuation and grammar.
  • Ability to type letters, memoranda and other standard business forms in correct format.
  • Ability to operate general office equipment.
  • Ability to handle telephone calls in a courteous and effective manner.
  • Ability to plan, organize and coordinate work assignments.
  • Ability to communicate effectively.
  • Ability to establish and maintain effective working relationships with others.

MINIMUM QUALIFICATIONS

EFFECTIVE:

7/1/2001

HISTORY:

10/24/1994

11/09/1988