This class is responsible for providing secretarial and administrative support to a top level executive.
Nature and Scope
This class reports to a Cabinet or other Elected Official responsible for a large diverse department or whose functions impact on the state's overall operations. This class is differentiated from the Administrative Secretary by the greater diversity and complexity of assignments, greater consequences of action taken and the increased level of responsibility carried out in completing assignments. An incumbent in this class is the personal/confidential secretary to the official and also is responsible for coordinating and administering the daily activities and business of the office to ensure efficient operations. Incumbents in this class frequently represent the superior in a variety of situations to resolve problems and maintain effective employee and public relations and on-going departmental operations.
Essential functions are fundamental, core functions common to all positions in the class series and are not intended to be an exhaustive list of all job duties for any one position in the class. Since class specifications are descriptive and not restrictive, incumbents can complete job duties of similar kind not specifically listed here.
Represents superior in interacting with the public, division directors, Governor's Office, legislators, special interest groups, media, agency councils, and other state/federal agencies to respond to inquiries and complaints, explain policies, procedures, regulations and the department's position on issues, to resolve problems, receive and disseminate directives; provides guidance and consultation to officials, employees and the public on policy questions and administrative matters and keeps superior informed of sensitive issues and potential problems.
Screens and prioritizes superior's mail including intradepartmental mail; disseminates, oversees and follows-up on correspondence to be prepared by other staff personnel for superior's signature; compose and signs correspondence or composes reply for superior's signature.
Plans, coordinates and directs office activities and/or special projects; may supervise clerical and secretarial staff; analyzes and makes recommendations regarding operating practices, policies and procedures to ensure smooth and efficient office operation; implements new/revised policies and procedures.
Maintains daily engagement calendar of superior; screens requests for appointments and notifies superior of action taken; arranges staff, board, committee, commission and other meetings, conferences, hearings, travel, press releases and similar activities; collects and compiles materials and pertinent information for same and briefs superior; rearranges same in consultation with superior when immediate action is required in conflicting situation.
Researches, compiles and evaluates data for studies, reports and special assignments and prepares reports and correspondence.
Formats and types a variety of materials from written drafts, dictaphones or shorthand containing difficult terminology and confidential information.
Maintains personal, confidential and follow-up files.
Knowledge, Skills and Abilities
The intent of the listed knowledge, skills and abilities is to give a general indication of the core requirements for all positions in the class series; therefore, the KSA’s listed are not exhaustive or necessarily inclusive of the requirements of every position in the class.
Knowledge of department operations, services, programs, organization and functions including rules, regulations, policies, procedures, goals, objectives and pertinent issues.
Knowledge of state government systems including the judicial, legislative, executive, and legal branches and the interrelationship among them.
Knowledge of principles and practices of office management, organization, general administration and supervision.
Knowledge of Business English, grammar, punctuation, spelling and composition.
Knowledge of filing and recordkeeping techniques and procedures.
Knowledge of legal, medical, scientific or other technical terminology.
Knowledge of secretarial and office practices and procedures.
Knowledge of report preparation.
Skill in typing and setting up difficult/complex formats.
Skill in collecting, compiling and interpreting material from a wide variety of sources and making recommendations.
Skill in handling complaints tactfully and thoroughly.
Skill in operating a variety of office machines and equipment including but not limited to computer terminals, typewriters, copiers, dictaphones, word processors, calculators and telephone systems.
Skill in coordinating and arranging meetings, conferences, travel and administrative details.
Skill in taking and transcribing shorthand dictation of a complex and difficult nature.
Skill in problem solving and contingency planning.
Skill in managing work through others.
Skill in written and oral communications.
Ability to read, apply, and explain rules, regulations, policies and procedures.
Ability to prioritize a wide range of tasks with competing deadlines and importance.
Ability to evaluate and interpret conflicting information regarding departmental responsibility in order to resolve complaints.
JOB REQUIREMENTS for Executive Secretary
Applicants must have education, training and/or experience demonstrating competence in each of the following areas:
Three years experience in coordinating administrative support operations, tracking workflow and resolving problems, providing guidance and consultation to management, customers and others on administrative matters.
Three years experience in conducting research from multiple sources, analyzing data collected and preparing reports, letters and administrative documents.
One year experience in using an automated information system to enter, update, modify, delete, retrieve/inquire and report on data.
One year experience in using standard computer software programs for word processing, spreadsheets or databases.