PAY GRADE: 410
CLASS TITLE:SECRETARY SPECIALIST - SES
ALLOCATION FACTOR(S)
This is secretarial work performing a variety of complex or technical secretarial duties; or performing legal secretarial work for an attorney in the Selected Exempt Service or 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 as required.
- Receives and reads incoming mail, screens items which can be handled personally, forwards the rest to supervisor or subordinates together with necessary background material.
- Maintains control records on the incoming correspondence and action documents and follows up on work in process to ensure timely reply or action.
- Maintains alphabetical and chronological files and records of office correspondence, documents, reports and other materials.
- Acts as office receptionist.
- Assists in expediting the work of the office including such matters as shifting clerical subordinates to take care of fluctuating work loads.
- Assembles and summarizes information from files and documents in the office or other available sources for the supervisor's use on the basis of general instructions as to the nature of the information needed.
- Performs light bookkeeping functions.
- Composes and signs routine correspondence of a nontechnical nature in supervisor's name.
- Keeps supervisor's calendar by scheduling appointments and conferences with or without prior clearance.
- Performs all clerical work related to a particular phase of the supervisor's program, maintaining all records, and composing correspondence relative to the program.
- 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.
- Types documents dealing with litigation, such as complaints, briefs, answers, motions, pleadings and other legal documents.
- Maintains a card index of prior opinions, cases and principles of law for ready reference.
- 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.
- Knowledge of correct spelling, punctuation and grammar usage.
- Knowledge of basic arithmetic.
- Knowledge of basic filing practices.
- Knowledge of the techniques for handling telephone calls in a courteous and efficient manner.
- Skill in typing.
- Ability to transcribe dictation using notes or a dictating machine.
- Ability to organize files and other records.
- 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