Secretary III, Admin

Position Title

Secretary III, Admin

Custom Job Purpose

This position exists to perform highly responsible and advanced secretarial work in administratively supporting the supervisor of a large operating unit. The level differs from that of a Secretary II in that the Secretary III participates more intensely in the management of the office by applying considerable knowledge of the substantive program or programs under the supervisor's control.

Essential Functions of this Job

Receives telephone and personal callers and when the supervisor is busy, screens those which in the secretary's judgment can be transferred to subordinates. Personally takes care of many matters and questions, including answering substantive questions not requiring extensive research or technical knowledge. Keeps the supervisor's calendar and schedules appointments and conferences without prior clearance. Assures that the supervisor is fully briefed on matters to be considered.

Receives requests for statistical or informative material concerning supervisor's program. Advises when materials can be furnished; prepares it personally or follows up to see that it is prepared within the specified time. Monitors telephone calls for the purpose of preparing summaries of conversations and commitments made, and reminds supervisor of same. Makes necessary arrangements for conferences, including space, time, people, etc. Assembles background material for supervisor. Attends meetings and prepares reports of the proceedings.

Essential Functions of this Job (cont.)

Non-Essential Functions of this Job

Performs other duties as assigned.

Qualifications

Graduation from high school or completion of GED and courses in typing and other commercial subjects. Considerable experience in responsible secretarial and clerical work; or an equivalent combination of training and experience.

Knowledge, Skills and Abilities

Considerable knowledge of business English, spelling, punctuation and arithmetic. Considerable knowledge of modern office practices and procedures. Considerable knowledge of organizational rules, regulations, procedures, functions and personnel. Ability to apply these to complex work problems and situations. Working knowledge of principles of office management and supervision. Ability to compose effective and accurate correspondence and to deal with non-routine matters with minimum instruction. Ability to keep records and reference files, to assemble and organize data, and to prepare composite reports from such data. Ability to promote a harmonious atmosphere and smooth flow of business into and out of superior's office. Ability to meet and deal with the public in an effective and courteous manner. Skill in the application of modern secretarial techniques and practices and in sound principles underlying human relations. Bilingual/biliterate preferred.

Work Context

Requires sitting and some standing, walking and moving about to coordinate work. Requires face-to-face discussions and contact with individuals and/or teams. Requires the use of alternative communication systems, such as electronic mail, telephones and computers. Requires coordination of work tasks to establish priorities, set goals and meet deadlines. Requires work with both internal and external contacts, and with the public.

Physical Environment

Requires working indoors in environmentally controlled conditions. Requires sitting for the majority of the day, and the ability to lift, carry, move and/or position objects infrequently weighing up to 20 pounds.

Collective Bargaining Agreement

Educational Support Personnel Union

Salary Grade

N/A

Pay Grade

PG03

FLSA Status

Non-Exempt

Local Code

5326

EEO5

51

Approval Date

10/13/2012

Date Last Revised