SECRETARIAL ASSISTANT 1, NON-STENOGRAPHIC

DEFINITION:

Under supervision, provides secretarial, administrative and clerical support to an 
assigned assistant division director, bureau chief, or organizational equivalent; types 
correspondence and reports, prepares letters on routine matters, provides requested 
information to internal and external customers, maintains a schedule of appointments 
and the daily engagement calendar of the executive official; utilizes various information 
systems for daily work assignments used by the agency, office, or related units; does 
other related duties as required.

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.

12505C - Bilingual in Spanish and English
SPECIAL SKILL
Applicants must be able to read, write, speak, understand, or communicate in Spanish 
and English sufficiently to perform the duties of this position.

24531C - Bilingual in Spanish and English
SPECIAL SKILL
Applicants must be able to read, write, speak, understand, or communicate in Spanish 
and English sufficiently to perform the duties of this position.

24531G - Bilingual in Spanish and English
SPECIAL SKILL
Applicants must be able to read, write, speak, understand, or communicate in Spanish 
and English sufficiently to perform the duties of this position.

EXAMPLES OF WORK:

Organizes assigned secretarial and administrative clerical work and develops effective 
work methods.

Types correspondence, reports, and recommendations of a confidential nature.

Reviews, sorts, and routes incoming correspondence.

Prepares letters on routine matters which may or may not be reviewed or signed by 
the executive official.

Obtains pertinent material from files and/or other sources; puts it into usable form 
for the review and use of the executive official.

Provides requested information to division personnel, representatives of state, local, 
and other groups, organizations, and agencies, and to the public in accordance with 
established policy.

May interview callers at the office.

Maintains a schedule of appointments and the daily engagement calendar of the 
executive official.

Prepares meeting agendas; types meeting minutes from notes or recording equipment.

Make arrangements for speaking engagements, travel, and for meetings, conferences, 
and hearings.

Maintains mailing lists and makes necessary revisions.

Prepares statistical and other reports.

Maintains confidential personal correspondence and other records and files, including 
a follow-up file.

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

REQUIREMENTS:

EXPERIENCE:

Three (3) years of experience in secretarial and administrative clerical work.

NOTE:  Successful completion of a clerical training program with a minimum of 700 
classroom training hours or thirty (30) semester hour credits in secretarial science from 
an accredited college or university may be substituted for one (1) year of the experience 
indicated above. Course work must include typing skills, methods, and procedures; other 
courses may include, but not be limited to, office procedures, word processing, and 
business English.

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 secretarial, clerical, and other office routines, procedures, and practices, 
and their application to specific situations.

Knowledge of basic computer applications.

Knowledge of commonly used data processing and office applications.

Ability to read and interpret department regulations, programs, standards, and 
procedures.

Ability to accurately type correspondence and reports.

Ability to act as confidential secretary to an executive official.

Ability to organize secretarial work, sometimes of a confidential nature.

Ability to use correct English, to spell correctly, and to use correct sentence and 
paragraph structure.

Ability to communicate with visitors, schedule appointments, and process requests 
for information in accordance with established procedures.

Ability to prepare statistical and other reports.

Ability to prepare correspondence.

Ability to multitask.

Ability to learn, understand, and readily adapt to the computer systems used by 
the agency.

Ability to create mail merges, PowerPoint presentations for daily assignments.

Ability to maintain confidential, follow-up, and other records and files.

Ability to learn how 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, and 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 if they can perform 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
12505C
Non Stenographic
S
C
40
16
N/A
A17
-
24531C
Non-Stenographic
S
C
35
16
N/A
A15
-
24531G
Non-Steno/Bilingual In Spanish & Eng
S
C
35
16
N/A
A15
-

This job specification is for state government use only.
Salary range is only applicable to state government.
Local salaries are established by individual local jurisdictions.

 11/21/2020