5/14 Secretary II K153 22099111K

This position closes on May 14th.

CLASS SUMMARY
The Secretary II works under general supervision and is responsible for typing
and providing administrative and clerical support to supervisory and
professional staff.  This position is governed by agency/institution policy.

EXAMPLES OF WORK
1.  Composes, types, and edits various documents including letters, memoranda,
  reports, forms, narratives, and training materials from dictaphone, other
  voice recording devices, or rough draft using a typewriter, word
  processor, or personal computer.

2.  Acts as office receptionist by greeting and directing visitors, screening
  calls, responding to routine questions regarding policy and procedures,
  providing instructions on the completion of forms, or making referrals to
  other sources of information.

3.  Establishes and maintains various computerized and paper files, records
  and logs, and retrieves information as needed for reference or to compile
  reports.

4.  Develops or modifies procedures and formats materials for new or revised
  word processing applications.

5.  Recommends changes in word processing methods, sets up data for
  sort/select procedures, and merges data into printed reports by selecting
  type face and sizes, integrating plates and figures, and establishing
  unique designs.

6.  Maintains sufficient supplies for the office and work unit by conducting
  physical inventory, ordering, receiving, and restocking supplies.

7.  Participates in setting up workshops, conferences, and other meetings by
  compiling and typing materials, scheduling and registering participants,
  and maintaining attendance and evaluation data.

8.  Posts entries to manual or computer ledgers and journals to account for
  expenditures.

9.  Prepares itineraries, schedules of events or staffing, and maintains
  calendars and/or suspense files to remind supervisor of upcoming deadlines
  and activities.

10. Processes documents by logging, coding, recording, verifying, and
  recalculating data.

11. Trains and provides technical assistance to administrative support and
  professional staff in word processing functions through instruction and
  demonstration and assistance with problem resolution.

12. Performs related responsibilities as required or assigned.

WORKING RELATIONSHIPS
The Secretary II has regular contact with department staff, other state
agency/institution personnel, clients/students, personnel of regulated
entities, and the general public.

KNOWLEDGES, ABILITIES, AND SKILLS
Knowledge of grammar, punctuation, and spelling.
Knowledge of general office procedures.
Knowledge of basic record keeping procedures.
Knowledge of word processing applications.
Ability to operate standard office equipment.
Ability to provide information and assistance to office staff, visitors, and
  callers.
Ability to perform basic mathematical calculations.
Ability to extract and organize information.

MINIMUM QUALIFICATIONS
The formal education equivalent of a high school diploma; plus one year of
specialized training in the secretarial science field; plus three years of secretarial experience.

Other job related education and/or experience may be substituted for all or
part of these basic requirements upon approval of the Qualifications Review
Committee.