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State of Washington Classified Job Specification

SECRETARY SUPERVISOR

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SECRETARY SUPERVISOR
100V
Category: Administrative Services

Definition

Supervise office support staff, interview and recommend selection of applicants, conduct training, assign and schedule work, act on leave requests, conduct annual performance evaluations and recommend corrective and/or disciplinary actions. Positions establish office procedures, standards, priorities, and deadlines and have frequent contacts with clients, the public, students, faculty, staff members from other departments, and management staff. Positions perform complex secretarial duties such as independently planning, organizing and prioritizing work to meet internal and external deadlines, monitoring and evaluating budget(s) status and initiating corrections, developing travel itineraries, compiling reports, studies, and applications, developing, modifying, and/or maintaining data base management, office record keeping, or filing system(s), coordinating office operations and initiating action to ensure work unit and/or office goals are met. Positions may perform administrative duties as delegated by the supervisor and/or provide and coordinate administrative support functions for a large unit.

Exercise independent judgment to accomplish assignments or solve problems and to develop new work methods, procedures, or strategies or modify existing work methods, procedures, and strategies to solve new or unusual problems. Work is subject to review at the completion stage to determine effectiveness in producing expected results.

Typical Work

Supervises staff; coordinates office operations; performs the duties of Secretary Senior or Lead;

Represents supervisor(s) as delegated;

Provides information related to supervisors planning, organizing and operation of the department or unit;

Assures that supervisor and staff are fully briefed before scheduled meetings on matters to be considered;

Performs other duties as required.

Legal Requirement(s)

There may be instances where individual positions must have additional licenses or certification. It is the employer’s responsibility to ensure the appropriate licenses/certifications are obtained for each position.

Desirable Qualifications

Positions typically require high school graduation or equivalent and three years of increasingly responsible office experience requiring keyboarding or typing and including experience leading the work of others.

Class Specification History

New class consolidates 01024 Secretary Supervisor, 2245 Secretary Supervisor; effective
June 1, 2005.
Revise class. Revises class code (formerly 100Q), adopted May 10, 2007, effective July 1, 2007.

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