Job Specification
ADMINISTRATIVE SECRETARY
DEFINITION:
Assists an administrative official of a department or autonomous
government agency at a level no lower than department head, by
performing varied, complex administrative secretarial, advanced
clerical and program support functions of a general or specialized
nature; relieves the administrative official of technical, as well as
general administrative details; may supervise clerical operations
and staff; does other related
duties as required.
SPECIAL NOTE:
Positions in this class perform highly specialized and responsible
secretarial and administrative clerical work requiring experience
and familiarity with departmental functions and procedures.
Employees frequently exercise independent judgment and make
decisions in accordance with delegated responsibilities. Work
is performed independently, requiring minimal review upon
completion. Positions in this title may be required to take the
lead over or supervise other clerical personnel.
NOTE: The examples of work for this title are for illustrative
purposes only. A particular position using this title may not
perform all duties listed in this job specification. Conversely,
all duties performed on the job may not be listed.
NOTE: Appointments may be made to positions requiring
bilingual skills.
04750 - Bilingual in Spanish and English
SPECIAL SKILL
Applicants must be able to read, write, speak, understand, or
communicate in English and Spanish sufficiently to perform the
duties of this position.
EXAMPLES OF WORK:
Performs varied, complex secretarial and administrative clerical
work, involving some elements of troubleshooting.
May supervise the secretarial, clerical and related operations
of a department or autonomous government agency.
Maintains calendar and schedule of appointments for an
administrative official.
Schedules and maintains travel arrangements for an
administrative official, as authorized.
Prepares administrative correspondence, memoranda, and
statements on behalf of an administrative official, as authorized.
Where authorized, reviews, prioritizes and responds to
voicemail and various correspondence on behalf of an
administrative official.
Prepares meeting agendas, attends meetings and records
minutes.
Greets and directs visitors.
Screens and routes incoming calls.
May order and distribute office supplies and equipment.
Assists an administrative official in the formulation of policies
and procedures for the office and other clerical operations of
a department or autonomous government agency.
May draft proposed ordinances and/or resolutions on behalf
of an administrative official.
Collects and analyzes data required in the formulation of
administrative decisions.
May directly supervise designated phases of the clerical and
related work involved in maintaining financial and/or personnel
records, preparing payrolls, making purchases, compiling
statistical and other data, checking and approving
invoices/vouchers, and collecting/depositing money.
Conducts special projects as requested.
Makes decisions requiring knowledge of the organization.
Maintains essential records and files.
Will be required to learn to utilize various types of electronic
and/or manual recording and information systems used by
the agency, office, or related units.
REQUIREMENTS:
EXPERIENCE:
Five (5) years of experience in the capacity of a secretary
to an executive or administrative official in a public or private
organization
NOTE: Successful completion of a 2-year program in
secretarial science at an accredited college or university
may be substituted for two (2) years of the above experience.
LICENSE:
Appointees will be required to possess a driver's license valid
in New Jersey only if the operation of a vehicle, rather than
employee mobility, is necessary to perform essential duties of
the position.
KNOWLEDGE AND ABILITIES:
Knowledge of office methods, practices, and equipment.
Knowledge of how to perform complex typing tasks.
Knowledge of the methods used to effectively maintain a
calendar and schedule of appointments for an executive or
administrative official.
Knowledge of the methods used to effectively prepare
administrative correspondence, memoranda, and statements
on behalf of an executive or administrative official.
Knowledge of the internal organization and established
policies/procedures/regulations relative to the work of the
department or autonomous government agency after a
period of training.
Knowledge of problems involved in the formulation of
policies/procedures for the office and other clerical and
related operations.
Knowledge of methods used in preparing and supervising the
preparation of statistical and other reports containing findings,
conclusions, and recommendations.
Ability to comprehend and adhere to established secretarial,
office administrative clerical and related routines, rules, and
regulations of complexity in a relatively large organization.
Ability to maintain calendar and schedule of appointments for
an administrative official.
Ability to schedule and maintain travel arrangements for an
administrative official.
Ability to prepare administrative correspondence, memoranda,
and statements on behalf of an administrative official.
Ability to prepare meeting agendas.
Ability to organize assigned work and develop effective work
methods.
Ability to provide assignments and instructions to individuals
and groups.
Ability to prepare and supervise the preparation of reports
containing findings, conclusions, and recommendations.
Ability to conduct and supervise the establishment and
maintenance of records and files.
Ability to learn to utilize various types of electronic and/or
manual recording and information systems used by the
agency, office, or related units.
Ability to read, write, speak, understand, or communicate
in English sufficiently to perform the duties of this position.
American Sign Language or Braille may also be considered
as acceptable forms of communication.
Persons with mental or physical disabilities are eligible as long
as they can perform the essential functions of the job with or
without reasonable accommodation. If the accommodation
cannot be made because it would cause the employer undue
hardship, such persons may not be eligible.
This job specification is applicable to the following title code(s) which
are different work week or work month and/or variants of the job class title: | | Job
Spec
Code | Variant | State,
Local or
Common | Class of
Service | Work
Week | State
Class
Code | Local
Class
Code | Salary
Range | Note | | 00112 | | L | C | | N/A | 14 | | - | | 04750 | Bilingual In Spanish And English | L | C | | N/A | 14 | | - |
This job specification is for local government use only.
Salary range is only applicable to state government.
Local salaries are established by individual local jurisdictions.
7/28/2016 |
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