Job Details

Responsibilities

• Receives telephone and personal callers, screens those which can be handled by other subordinates or other offices, and tactfully makes referrals as appropriate.
• Personally takes care of many matters and questions from callers, including answering substantive questions not requiring professional research or detailed technical knowledge.
• Keeps the supervisor's calendar and schedules appointments and conferences without prior clearance, ensuring the supervisor is fully briefed on matters to be considered before scheduled meetings.
• Receives requests for statistical or informative material concerning the programs that can be assembled from files and records, advises when the material can be furnished, and prepares it personally or follows up to ensure it is prepared within the specified time by the supervisor's staff.
• Makes necessary arrangements for conferences including space, time, people, etc., assembles background for the supervisor, attends meetings and prepares reports of the proceedings.
• Receives and reads incoming correspondence, reports, and instructions, and screens out those that can be personally handled by drafting replies to general inquiries not requiring detailed technical knowledge, relays instructions to subordinate offices, collects data, and prepares reports for higher echelons or otherwise acts on requests concerning procedural or administrative requirements.
• Maintains control records on incoming correspondence and action documents and follows up on work in process to ensure timely reply or action.
• Reads outgoing correspondence for procedural and grammatical accuracy, conformance with general policy, factual correctness, and adequacy of treatment, and calls any deviations to the attention of the writer or the supervisor.
• Assists the supervisor's other subordinates in expediting office work, including shifting clerical help in subordinate offices to take care of fluctuating workload, explaining and guiding implementation of procedures, and arranging with professional and technical staff for the collection and submission of data for general reports.
• Informs and instructs officials, technicians, and lower?grade clerical personnel concerning established procedures for the preparation and clearance of correspondence and action documents.
• Informs the supervisor on procedures in the clearance of memoranda, past practices, report requirements, and sources for quick explanations of various matters.
• Might operate a typewriter to type correspondence, reports, or other materials.
• Might transcribe dictation of correspondence, reports, and other materials.

Experience Requirements

• Secretary?IV: 0.5?years general clerical experience + 4.0?years specialized clerical experience = 4.5?years total experience.

Substitutions Allowed

Any combination of work experience and/or education that clearly demonstrates knowledge, skills, and abilities comparable in quality and quantity to those described may be accepted as satisfying a portion or all of the minimum qualification requirements.

Education for Experience

1. Graduation from high school with courses in basic English and arithmetic may be substituted for the six months of General Clerical Experience.
2. Successful completion of a substantially full?time equivalent clerical, stenographic or secretarial curriculum at an accredited community college, business, or technical school (including business English, arithmetic, office clerical procedures, and office machines) will be deemed equivalent to one year of Specialized Clerical Experience.
3. Partial completion of such a curriculum may be substituted for the Specialized Clerical Experience on a month?for?month basis.
4. Education in an accredited university baccalaureate program may be substituted for the Specialized Clerical Experience; up to one year, on the basis of fifteen semester hours for six months of experience, provided it included at least two courses such as human relations in business, business correspondence, principles of management, personnel management, office management, or business administration.

Quality of Experience

Possession of the required number of years of experience alone will not be accepted. The applicants overall experience must have been of such scope and level of responsibility as to demonstrate the ability to perform the duties of the position.

Salary

Salary is $4,742.00 per month (full?time).

Application Instructions

Applicants must meet all requirements for the position as of the date of the application. Required education and experience may not be gained concurrently. Submit all supporting documents with the application. Temporary positions may be extended; see agency policy for eligibility for promotion, transfer, and benefits.