Transportation Administrative Secretary - Kanawha County

Nature of Work

The Transportation Administrative Secretary performs full-performance advanced-level work by assuming responsibility for administrative duties for a director or assistant director within an agency. Applies detailed knowledge of program areas, division goals and objectives, and policies of the administrator. Provides support services to administrators by providing data and information, composing reports and correspondence, recommending actions, and/or modifying unit procedures, policies, rules, and regulations. May sign the administrator’s name to routine memoranda, correspondence, and forms. Attends meetings in the absence of or on behalf of the administrator. Distinguishing factors pertain to the level of program knowledge required and the confidential nature of the duties. Predominantly administrative report functions, with less time dedicated to clerical duties. Performs other related duties as required.

Pay Grade 10
T0032N

Typical Duties and Responsibilities

• Attends meetings for the supervisor to take notes and offer input vis-à-vis the supervisor's views or is briefed on meetings after the fact in order to assist the implementation of new procedures.
• Studies and analyzes operational procedures, prepares reports of findings and recommendations for implementation of new procedures or the modification of existing procedures.
• Collects and prepares operating reports such as time and attendance records, terminations, new hires, transfers, budget expenditures, and statistical inquiries.
• Receives telephone calls, personal callers, and incoming mail.
• Makes arrangements for conferences, including date, time, location, and space.
• Plans, schedules, assigns, and reviews the work of other employees.
• Oversees office services such as the completion of maintenance reports, ordering of supplies, and filing.
• Supplies the administrator with specific, detailed information for completion of reports, speeches, etc.
• Types a variety of documents, often confidential in nature.
• May conduct initial job interviews and recommend candidates for employment.
• May monitor particular programs, draft reports on program status, assist in applications for grants or outside monies, and draft correspondence for division heads concerning the program areas.
• May delegate work to other sections.
• May write news releases and otherwise interact with the public on behalf of or in lieu of the administrator.
• Established rules, regulations, and procedures will be used to solve a variety of routine problems and answer a variety of standard questions.
• Personal contacts may include individuals or groups from outside the Department of Transportation. Certain meetings or conversations may take place outside of the agency in a somewhat unstructured setting.
• Travel may be required; therefore, a valid driver’s license is required.

Skills and Knowledge

• Knowledge of standardized operations, policies, and guidelines that are used to solve routine and repetitive issues
• Knowledge of division rules, regulations, and procedures
• Knowledge of modern office practices
• Ability to write and maintain detailed records
• Ability to retrieve and compile information from multiple sources to complete assignments
• Ability to draft correspondence dealing with routine inquiries or specific inquiries regarding the status of program areas
• Ability to communicate effectively with superiors, subordinates, other division personnel, and the general public
• Ability to analyze operational procedures and prepare reports of findings and recommendations for modifications
• Ability to perform basic mathematical operations
• Ability to type and operate a variety of office machines

Minimum Requirements

REQUIRED TRAINING/EDUCATION

• High school diploma or the equivalent.

• Six (6) years of full-time or equivalent part-time paid experience in performing clerical, secretarial, or administrative functions.
• Substitution: Successful completion of coursework from a regionally accredited college or university, related business school, or vocational school training may be substituted for the required experience through an established formula.