STATE OF NEW HAMPSHIRE
HUMAN RESOURCES
CLASSIFICATION: ADMINISTRATIVE SECRETARY
Class Code: 0083-14
Date Established: 07-01-92
Occupational Code: 1-2-4
Date of Last Revision: 12-28-01
BASIC PURPOSE: To supervise secretarial support
activities for a specified organizational unit or to perform administrative
duties as secretary to a board, commission or designated administrator.
CHARACTERISTIC DUTIES AND RESPONSIBILITIES:
·
Compiles and reviews
contracts, reports, forms and data for accuracy and conformity to state law and
agency regulations.
·
Schedules work
assignments for subordinate office staff, including establishing work flow,
giving instructions and reviewing work for accuracy.
·
Attends management
staff meetings or hearings held by commissions and boards for the purpose of
recording the proceedings on tape for use in the preparation of meeting
minutes.
·
Composes and drafts
correspondence in response to regular public inquiries or in following prescribed
agency policy.
·
Prepares agendas for
board, commission, or other administrative level staff meetings.
·
Receives callers to
the agency, arranges interviews and determines solutions to routine problems.
·
Performs
administrative secretarial duties as necessary, including typing, filing,
answering the telephone, using the word processor or scheduling appointments.
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DISTINGUISHING FACTORS:
Skill: Requires skill in recommending routine
changes in standardized operating procedures OR in retrieving, compiling and
reporting data according to established procedures OR in operating complex
machines.
Knowledge: Requires knowledge of business
practices and procedures or technical training in a craft or trade, including
working from detailed instructions, to apply knowledge in a variety of
practical situations.
Impact: Requires responsibility for
contributing to immediate, ongoing agency objectives by facilitating the direct
provision of services to the public or other state agencies. Errors at this level result in
inaccurate reports or invalid test results and require significant investment
of time and resources to detect.
Supervision: Requires direct supervision of other
employees doing related or similar work, including scheduling work,
recommending leave, reviewing work for accuracy, performance appraisal, or
interviewing applicants for position vacancies.
Working Conditions: Requires performing regular job
functions under good conditions in a safe working environment.
Physical Demands: Requires sedentary work, including
continuous sitting or occasional standing and walking.
Communication: Requires explaining facts, interpreting
situations, or advising individuals of alternative or appropriate courses of
action. This level also requires
interviewing or eliciting information from state employees or members of the
general public.
Complexity: Requires a combination of job functions
to establish facts, to draw daily operational conclusions, or to solve
practical problems. This level
also requires providing a variety of alternative solutions where only limited
standardization exists.
Independent Action: Requires a range of choice in applying
a number of technical or administrative policies under general direction and in
making routine decisions or in recommending modifications in work procedures
for approval by supervisor.
MINIMUM QUALIFICATIONS:
Education: Associate's degree from a recognized
college or two years of college with a major study in secretarial science,
business administration or computer science.
Experience: Two years' experience in a secretarial
position involving supervisory, office management or administrative support
experience. Each additional year
of approved work experience may be substituted for one year of required formal
education.
License/Certification: None required.
SPECIAL REQUIREMENTS:
For appointment
consideration, Administrative Secretary applicants must successfully
participate in a written examination and straight copy typing exercise. These examinations measure possession
of knowledge, skills and abilities identified as necessary for satisfactory job
performance by this class specification.
RECOMMENDED WORK TRAITS: Knowledge of business English. Knowledge of modern office practices
and procedures. Knowledge of
agency policies, rules, regulations, procedures, organization and function. Knowledge of principles of public
administration. Ability to use a
variety of office machines.
Ability to transcribe complex material at a working rate of speed. Ability to properly compose a variety
of correspondence with only general instructions. Ability to assign, direct and supervise the activities of
subordinates. Ability to gather,
assemble, correlate and analyze facts to identify existing or potential
problems. Ability to communicate
effectively both orally and in writing.
Ability to establish and maintain effective working relationships with
other employees and the general public.
Must be willing to maintain appearance appropriate to assigned duties
and responsibilities as determined by the agency appointing authority.
DISCLAIMER STATEMENT: This class specification is descriptive
of general duties and is not intended to list every specific function of this
class title.
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Last Updated 05/10/02
URL: http://www.nh.gov/hr/classspec_a/0083.htm