ADMINISTRATIVE SECRETARY

00056

This is secretarial work which involves relatively complex general office duties.

The work is differentiated from that of Senior Secretary in that secretarial duties are more difficult and responsible, and greater independence of work action is required, although decisions are generally limited by established procedures and policies. Employees exercise independent judgment based on knowledge gained through the performance of responsible secretarial duties. Supervision of coordination functions may be exercised over other secretaries and/or clerical workers. Changes in procedures and policies and new assignments are received in general outline and employees are expected to proceed with minimum supervision. Work is reviewed for the achievement of desired results and adherence to established procedures and policies.

Answers inquires requiring interpretations of routine policies, rules, and regulations; provides information on procedural matters to others; may coordinate and supervise activities of other employees in routine clerical operations.

Compiles data for and completes administrative and public reports and bulletins, questionnaires, and other documents; prepares complex work sheets and tables from standardized raw data, and makes varied arithmetical computations on material assembled; posts and records data from a variety of sources, calculating, and completing standardized records and forms.

Interviews, screens, and refers student and general callers, answering varied inquiries personally and explaining basic policies and procedures; answers telephone and makes appointments for superior; may interview applicants for clerical positions; makes travel reservations; arranges for conferences.

Maintains voluminous and relatively complex fiscal, administrative, and academic records; revises filing system; reviews various reports and forms for accuracy and completeness.

May take, transcribe, check, and proofread complex and technical dictation using shorthand and/or Dictaphone consisting of correspondence memoranda, manuscripts, technical, and administrative reports, and contracts and proposals.

Composes routine letters and articles.

Prepares or checks and channels various interoffice forms, requisitions, vouchers, payrolls, activity reports, and similar papers.

Operates mimeograph, ditto, photocopy, and other standard office machines.

Performs related work as required

Considerable knowledge of business English, spelling, punctuation, and arithmetic.

Knowledge of office practices, procedures, systems, and equipment.

Ability to accurately transcribe complex and technical dictation from shorthand and/or Dictaphone.

Ability to maintain administrative, fiscal, and academic records, and to prepare reports and answer questions from such records.

Ability to make complex arithmetical computations.

Ability to establish and maintain effective working relationships with officials, employees, students, and associates, and to effectively convey information.

Graduation from a standard high school and completion of two years of college with emphasis in secretarial science or business administration, supplemented by considerable secretarial experience in varied, complex office work; or an equivalent combination of training and experience.