Job Specification Details

This classification includes secretarial work of moderate difficulty and complexity. Work requires the use of related office skills and equipment in the accomplishment of assigned objectives. Compared to the Secretary A class, the Secretary B class is characterized by greater difficulty of assignments and independence of work action. Unlike the higher-level Secretary C class, Secretary B's generally do not work exclusively for a department/division manager, and do not supervise a group of subordinates. Compared to the Secretary C class, this classification has fewer administrative duties and assumes more of a helping (rather than decision-making) role.

Prepares a variety of reports, forms, correspondence, memos, bulletins, vouchers, requisitions, purchase orders, and other materials from drafts, recorded material, or other input sources. Transcribes from mechanical recording equipment. May use shorthand, if individual skills permit. Produces documents of moderate difficult terminology and/or format, which may include legal and medical terminology. Prepares various applications or documents and related records/files, performs assigned analysis of same, and prepares response materials as required. Has responsibility for the custody and maintenance of various records such as timekeeping, personnel, inventory, and mailing lists. May receive, record, and transmit modest amounts of money. May function as a receptionist in conjunction with other typing and/or clerical duties, including responding to visitors and phone inquiries within established limits. May be required to use word processing and/or computer equipment in the accomplishment of tasks. May screen and answer mail, giving information not requiring interpretation of policy. May audit routine financial vouchers or similar documents for completeness of data, accuracy of figures, and proper references. Performs related work as required.

Duties are typically performed in a normal office setting. Work at a word processing terminal, data processing terminal, or similar equipment may be required. Pressure from deadlines and/or workload may occur. There may be occasional travel outside the office setting.

Knowledge of English grammar, spelling, vocabulary, and punctuation.

Knowledge of modern office practices, procedures, and equipment.

Knowledge of filing theory and practices.

Knowledge of record keeping systems.

Ability to operate a standard typewriter keyboard, and to transcribe correctly from mechanical recording equipment or rough draft at a rate of at least 40 WPM.

Ability to establish proper format for material to be typed.

Ability to understand and carry out written and oral directions.

Ability to make decisions.

Ability to establish and maintain effective working relationships.

Ability to communicate effectively, both orally and in writing.

High School diploma or equivalent AND one (1) year or more of work experience involving clerical duties.

OR

Completion of a one-year vocational/technical training program in business and office occupations or related area.

OR

One (1) year or more of college coursework.

Performance requirement: Keyboarding (typing) speed of 40 net WPM.

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