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State of Washington Classified Job Specification

SECRETARY

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SECRETARY
100S
Category: Administrative Services

Class Series Concept

In support of a supervisor and/or staff members, provides secretarial services and assistance for the purpose of facilitating the supervisor’s and/or staff members’ own work and relieving the supervisor and/or staff members of day-to-day clerical detail. Applies knowledge of supervisor’s and/or staff members’ work commitments including status of projects and nature of contacts. Secretarial duties include making travel arrangements, scheduling meetings, taking notes and transcribing minutes, screening calls and visitors, keeping supervisor’s and/or staff members calendar(s) and committing supervisor’s and/or staff members’ time.

Definition

Perform routine secretarial duties such as making travel arrangements, scheduling meetings and/or classes, taking notes and transcribing minutes, keeping supervisors and/or staff member’s calendar(s), producing final copy documents from drafts, composing forms and letters, and responding to inquiries from staff, students, and/or the public regarding departmental procedures or services.

Duties and assignments are of a routine nature. Routine duties are recurring and accomplished by following established work methods or procedures. Within established guidelines, independently organizes, prioritizes, and initiates work activities. Decision making authority is limited to choice of appropriate methods or procedures. Guidance is provided in new or unusual situations. Deviation from established methods, procedures, or guidelines requires approval. Work is periodically reviewed to verify compliance with policies, procedures, or standards.

Typical Work

Performs secretarial duties including making travel arrangements, scheduling meetings and/or classes, and keeping supervisors and/or staff members' calendar(s);

Answers telephones; receives and refers visitors including students, staff and/or the public; responds to inquiries regarding departmental procedures and services;

Uses computer, word processor, or typewriter to produce letters, meeting notices and agendas, reports, manuscripts, financial statements, schedules, test materials, student evaluations, and other documents from rough drafts, notes, or recordings; takes and transcribes meeting minutes;

Performs 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 maintain records; uses graphics software and recommends appropriate display of information;

Proofreads material correcting for sentence structure, spelling, grammar, and punctuation;

Screens and distributes mail and messages; distributes records, office supplies, and other materials; orders, receives, and maintains inventory;

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

Posts information to various electronic or manual departmental, financial, or other records according to established procedures and standards;

Sorts, files, and tabulates various documents and records; establishes and prepares new files or categories within established filing systems; enters and retrieves data using electronic files; removes and logs materials; maintains status and file reports;

Maintains and monitors budget and fiscal records and informs supervisor of status;

Keeps account records including tasks such as scheduling and vouchering of requisitions, invoices, and payroll;

Performs electronic mail tasks;

Performs tasks requiring the use of basic arithmetic including addition, subtraction, multiplication, and division.

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 one year of office experience requiring keyboarding or typing.

Class Specification History

New class consolidates 01020 Secretary, 2243 Secretary; effective June 1, 2005.
Revise class. Revises class code (formerly 100N); adopted May 10, 2007, effective July 1, 2007.
Housekeeping revisions: Revise class series concept; adopted July 10, 2008, effective July 11, 2008.

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