Secretary II

Basic Purpose 

Positions in this job family are assigned responsibilities for performing confidential secretarial duties for an agency official or administrator. 

Typical Functions 

• Opens, scans or reads and distributes mail; composes official correspondence for supervisor’s signature, disposes of routine correspondence. 

• Screens telephone calls; provides information or refers callers to appropriate staff members; answers inquiries. 

• Receives visitors; answers inquiries personally or refers to appropriate official. 

• Arranges for special conferences and meetings; maintains supervisor’s calendar, advising of commitments; arranges for travel itinerary and accommodations; prepares and submits travel claims and expense account. 

• Independently researches, assembles and summarizes material, information and data for administrative board or commission consideration and action; takes and transcribes dictation of confidential, technical or legal material requiring a high degree of accuracy; records and transcribes proceedings of meetings and conferences. 

• Appears before legislative committee hearings either alone or in the company of supervisor to present facts relative to agency programs, mission and/or budget; drafts proposed legislation; proposes budget items; confers with administrators on matters of staffing, budget and purchasing and contracts and/or policy. 

• Supervises administrative or clerical assistants. 

Level Descriptor 

At this level employees perform confidential secretarial work for a mid-level manager. 

Knowledge, Skills, Abilities and Competencies 

Knowledge, Skills, and Abilities required at this level include knowledge of the procedures and techniques of business communications; of spelling, punctuation, and business English; of office methods; of computer operations; of business arithmetic; and of public relations.  

Skill is required to type accurately from a plain copy at a rate of forty words per minute. 

Ability is required to handle confidential work with tact and discretion; to exercise judgment in interpreting and applying rules or policy; and to establish and maintain working relationships with others.  

Education and Experience 

Education and Experience requirements at this level consist of three years of clerical office work; or an equivalent combination of education and experience.