You are reading the State of New Jersey Job Descriptions. This is not a Job Vacancy Announcement.

Job Specification

SECRETARY, BOARD/COMMISSION

 DEFINITION:

       Under direction, serves as the principal aide or assistant
 and performs complex clerical and confidential secretarial
 support duties related to the work of a board, commission,
 committee, advisory council, or similar body; does related
 work as required.

       NOTE:  The definition and 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.

 EXAMPLES OF WORK:

       Prepares  for  meetings  by making arrangements  for  time,
 participants,  location of meetings, distribution  of  copies  of
 agendas, and the assembly of background material for agenda items
 to notify participants of the business and topics to be discussed
 at meetings.

       Coordinates exchange of information between board  members,
 staff,   and  applicants  by  selecting  and  organizing   forms,
 documents,  and  presentation of written  information  to  assist
 applicants with their requests or questions.

       Writes  summary  of pertinent information from  minutes  of
 meeting  by  extracting  relevant and important  information  and
 writing summary easily readable by others to preserve information
 and  promote  information exchanges between persons  needing  the
 information.

       On  own  initiative, follows up on results of  meetings  by
 notifying applicants or others of actions taken by board  members
 by  contacting  applicants by phone or letter to inform  them  of
 official action taken or determination made.

       From  general  instructions and delegated authority  or  on
 one's own  initiative, composes correspondence by answering
 questions pertaining to procedures for filing and complying  with
 regulatory requirements for conducting business with a government
 body  or  representatives (for example,  permits  and  approvals,
 presentation of documents, fee requirements) to relieve board and
 other staff members of the more routine office activities.

       Receives and reads incoming correspondence, documents,  
 or reports to screen those which can be handled personally and
 to forward those requiring action by board members or other
 staff members.

       Reviews documents such as applications, permits, forms, and
 outgoing  correspondence to verify name  and  address  or  detect
 missing  or  illegible  entries  to  call  to  the  attention  of
 applicant  any conflict or discrepancy in file or to resolve  any
 procedural conflict.

       Reviews  information given on forms submitted by applicants
 or  contained in documents for completeness or accuracy by noting
 where information is missing or inappropriate.

      Clarifies information with persons submitting forms.

       Adds, deletes,  and corrects information to ensure that
 required information is available to board members and staff  
 and is accurate and complete.

      Confers with document originator or applicant or engineering
 liaison  personnel  to resolve discrepancies in  completeness  of
 document, (such as blueprints or drawings) and compiles  required
 changes to documents to meet procedural requirements.

       Verifies applicant information in statements and on  record
 by  requesting  additional written information  from  public  and
 private  sources  or  making telephone  calls  to  ascertain  the
 accuracy of a situation or investigate discrepancies on record.

       Reviews  all typewritten material (for example,  memoranda,
 correspondence,   reports)  for  proper  signatures   and   other
 information to ensure procedural and typographic accuracy.

       Obtains  information and organizes documents which  may  be
 scattered in various local government offices and draws attention
 to  missing data so that members and other professionals (such as
 engineers, or health or medical staff) may have necessary subject
 information to make a decision.

       Receives visitors and phone calls, ascertains the nature of
 requests,  personally provides information desired on  procedural
 matters  of  the  office, and refers others to appropriate  staff
 members in order to take care of office business.

       Posts information to records or computes, accounts for, and
 compiles  reports  on monies collected for services  to  maintain
 records of office activities for administrative purposes.

       May  take and/or transcribe minutes of meeting by  ensuring
 proper  format,  correct grammatical content,  and  inclusion  of
 facts  in  accord  with  prescribed  procedures  to  maintain   a
 permanent  and  legal  record of events and  decisions  by  board
 members.

       Will  be  required  to learn to utilize  various  types  of
 electronic  and/or manual recording and computerized  information
 systems used by  the agency, office, or related units.

 REQUIREMENTS:

      EXPERIENCE:

        Two (2) years of clerical experience involving the
 organization of office clerical processes and procedures or 
 as a secretary to an executive or administrative official in a 
 public or private organization.

      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 the essential
 duties of the position.

      KNOWLEDGE AND ABILITIES:

            Knowledge   of  current  office  methods,  practices,
 routines, machines, and equipment.

           Knowledge of proper English, grammar, spelling, punctuation,  
 and required formats to type material in final form.

           Ability  to organize  effectively the flow of complex clerical
 processes and work in an office.

            Ability to make arrangements for meetings with  little
 or no instructions.

            Ability to locate and assemble information for various
 reports and meetings.

           Ability to compose correspondence.

            Ability  to comprehend and effectively communicate to
 others the rules, regulations, and procedures applicable to the
 work of the unit (for example, board or commission).

           Ability to understand the work of the unit, (for example,  
 rules, regulations, and procedures) the role and relationships
 of its components, and its relationship to other departments 
 and outside organizations after a period of training.

           Ability to prepare in final form all types of narrative
 summaries and  reports from rough draft, notes, oral recordings
 and so forth.

            Ability  to  use reference sources such as  technical
 dictionaries  and  to  ensure  proper  arrangement, grammatical
 accuracy, and spelling of final copy.

             Ability to organize  complex clerical  work by
 establishing work flow, procedures, and priorities.

           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 after
 reasonable accommodation is made to their known limitations.  
 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:
Job
Spec
Code
VariantState,
Local or
Common
Class of
Service
Work
Week
State
Class
Code
Local
Class
Code
Salary
Range
Note
07419LC N/A07-

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.

1/08/1997