Full Text
Secretary II 1 Jurisdiction: Schuyler County Jurisdictional Class: Competitive Adopted: March 1, 2004; Revised December 8, 2009; Updated: July 6, 2011 SECRETARY II DISTINGUISHING FEATURES OF THE CLASS: The work involves responsibility for performing highly complex clerical duties and administrative support tasks to further the overall work of the organization or program. Incumbents typically serve as a personal secretary to the head of a department relieving them of administrative and business detail and resolving day-to- day operational problems. This position is distinguished from that of Secretary I by virtue of its expanded scope of program support tasks, increased level of decision-making and the relatively small amount of time spent in the operation of office equipment. The work is performed under the general supervision of an administrator with considerable leeway allowed for the use of independent judgment in carrying out work assignments. Supervision may be exercised over the work of clerical subordinates. Does related work as required. TYPICAL WORK ACTIVITIES: Prepares responses to letters concerning programs, policies and procedures for own or supervisor’s signature; Prepares correspondence, documents, records and other written material in final or draft form using handwritten, rough drafts, marked copy, oral recordings or data from various equipment as the source material; Transcribes correspondence from dictation equipment; Opens, reviews and distributes incoming mail in accordance with staff assignments and attaches appropriate background material to correspondence; Maintains and updates database/spreadsheet records on a personal computer; Schedules and arranges meetings, conferences and appointments and assembles and coordinates background material; Coordinates the maintenance of and prepares agency financial, payroll, personnel and attendance records; Establishes and implements office procedures and maintains efficient work flow; Designs, sets up and maintains files of correspondence, documents and records; Transmits instructions from supervisor to appropriate staff orally, in writing, or electronically, and follows up to see that instructions are followed and deadlines are met; Screens callers and visitors to determine the nature of the inquiry, answers questions on established policy and procedure and/or refers to appropriate party or office; Prepares reports using statistical and narrative information; Monitors and tracks status of various program activities; Prepares correspondence, memoranda, reports, minutes of meetings, hearings and conferences and related material; Monitors expenditures to maintain budgetary controls; Orders office supplies and maintains inventory of supplies and equipment. Assists department head with the preparation, analysis, review and renewal of contracts related to the purchase of equipment, materials, supplies and/or services; Manages and monitors contracts and grants expenditures; ---PAGE BREAK--- Secretary II 2 May attend continuing education training, workshops, and other related meetings either locally or at designated states sites; Reviews employee time cards for accuracy and approves leave requests; Interacts directly with internal and external customers on behalf of the department in carrying out the policies of the department; Trains and supervises subordinate clerical staff; Prepares and/or monitors the preparation of accident reports and other safety-related reports; Performs related work and duties necessary for the efficient execution of administrative functions of the department. FULL PERFORMANCE KNOWLEDGE, SKILLS, ABILITIES, AND PERSONAL CHARACTERISTICS: Thorough knowledge of office terminology, procedures, and equipment; Thorough knowledge of business arithmetic and English; Thorough knowledge of the principles and techniques of office management and clerical processing; Good knowledge of the organization, functions, laws, policies and regulations, and terminology of the agency to which assigned; Ability to handle administrative details independently including the composition of letters and memoranda; Ability to analyze and summarize information in both narrative and numerical form; Ability to design and maintain filing systems; Ability to maintain program accounts and budgetary data; Ability to operate a personal computer and utilize common office software programs including word processing, spreadsheet and databases at an acceptable rate of accuracy and speed; Ability to prepare and maintain complex records; Ability to express oneself clearly and concisely both orally and in writing; Ability to establish and maintain cooperative relations with the public and other governmental and private agencies; Physical condition commensurate with the demands of the position. MINIMUM QUALIFICATIONS: A. Graduation from a regionally accredited college or university or one accredited by the New York State Board of Regents to grant degrees with an Associate’s Degree in secretarial science or related field and two years of clerical experience which involved the operation of a computer for word processing, database or spreadsheet application; or B. Graduation from high school or possession of a high school equivalency diploma and four years of experience as defined in or C. An equivalent combination of training and experience as defined by the limits of and *PLEASE NOTE* Clerical experience is defined as activities involving the performance of routine office tasks, such as keeping of records & accounts, correspondence, recording/entering & retrieving data and/or information or i.e. filing, answering phones, typing correspondence, and using modern computer software. This experience should be the primary function of the job and not incidental. SPECIAL REQUIREMENTS FOR PLACEMENT AT DSS: ---PAGE BREAK--- Secretary II 3 Must obtain a New York State Notary license within six months of the date of permanent appointment and must maintain such license during the course of employment.