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State of Washington Classified Job Specification

SECRETARY SENIOR

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SECRETARY SENIOR
100T
Category: Administrative Services

Definition

Perform complex secretarial duties such as independently planning, organizing and prioritizing work, monitoring and evaluating budget(s) status and initiating corrections, developing travel itineraries, compiling reports, studies, and/or applications, developing, modifying, and/or maintaining data base management, office record keeping, or filing system(s), establishing office procedures, standards, priorities, and deadlines, and coordinating office operations. Positions initiate action to ensure work unit and/or office goals are met and have frequent contacts with clients, the public, staff members from other departments, students, and faculty.

Assignments and projects are of a complex nature. Independent performance of complex secretarial assignments requires substantive knowledge of a variety of regulations, rules, policies, procedures, processes, materials, or equipment. Problems are resolved by choosing from established procedures and/or devising work methods. Guidance is available for new or unusual situations. Deviation from established parameters requires approval. Work is periodically reviewed to verify compliance with established policies and procedures.

Typical Work

Formats transcription from rough draft, shorthand, speedwriting, or recording equipment; takes meeting minutes; composes and keyboards or types letters, meeting notices, and agendas; compiles and produces reports, studies, manuscripts, applications, financial statements, schedules, test materials, evaluations, and other documents;

Proofreads material making corrections for sentence structure, spelling, grammar, and punctuation;

Resolves problems and responds to inquiries regarding procedures and services; answers telephones; receives, screens and refers visitors;

Establishes office procedures, standards, priorities, and deadlines;

Establishes or revises electronic or manual files;

Maintains, monitors, and evaluates budget or fiscal records; completes or processes requisitions, invoices and payroll; identifies problems and initiates corrections; assists in the development of organization budget;

Attends meetings on behalf of supervisor(s) or work group; represents supervisor or work group in supervisor’s absence;

Relays messages and instructions from the supervisor(s) to others;

Maintains supervisor’s calendar(s) and makes appointments; schedules and arranges meetings; makes room reservations;

Provides information related to supervisor’s planning, organizing and operation of the department or unit;

Makes travel arrangements for supervisor(s) and staff; and maintains records of travel itineraries; compiles final travel expense reports;

Orders supplies, equipment, printing, and arranges for facility and equipment maintenance and repair contracts and services;

Maintains records of incoming and outgoing correspondence and documents and follows up on work in process;

Reviews publications for articles or reports on subject matter of special interest, obtains copies and maintains files of such information;

Performs complex word processing tasks such as merging and sorting, integrating text with graphics, spreadsheet and data base files, uploading/downloading, and creating footnotes and outlines; uses spreadsheet and data base software to develop and maintain records; uses basic statistical software packages; prepares spreadsheets involving the development of formulas; combines files to create reports; uses graphics software and recommends appropriate display of information;

May use various operating systems and software to process technical manuscripts, examinations and correspondence which include equations, formulas, structural representations, statistical tables, graphs and schematics, and specialized terminology;

May take dictation of materials including the substantial use of mathematical equations, chemical formulas, and structural representations, statistical tables, engineering graphs and schematics, and science/engineering terminology;

May produce technical manuscripts, examinations, and correspondence containing equations, formulas, statistical tables, graphs, and schematics;

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 two years of increasingly responsible office experience requiring keyboarding or typing.

Class Specification History

New class consolidates 01021 Secretary Senior, 2244 Secretary Senior, 2238 Technical Secretary; effective June 1, 2005.
Revise class. Revises class code (formerly 100O), adopted May 10, 2007, effective July 1, 2007.

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