STATE OF NEW HAMPSHIRE
HUMAN RESOURCES
CLASSIFICATION: EXECUTIVE SECRETARY
Class Code: 4165-11
Date Established: 12-27-82
Occupational Code: 1-2-4
Date of Last Revision: 12-28-01
BASIC PURPOSE: To monitor secretarial support
activities for a specified organizational unit and to act as secretarial
assistant to an administrator or designated supervisor.
CHARACTERISTIC DUTIES AND RESPONSIBILITIES:
·
Checks and verifies
typed documents for completeness and accuracy of content.
·
Assigns work
schedules to secretarial support staff, including establishing work flow,
giving instructions and checking work.
·
Receives and
transcribes dictation to type letters, memoranda, forms and other materials.
·
Drafts and prepares
correspondence or memos for approval by supervisor.
·
Answers requests for
information, screens phone calls and routes calls to appropriate personnel.
·
Inventories office
supplies and orders materials or equipment as needed.
·
Updates and organizes
agency filing system; archives outdated materials and documents.
·
Operates word
processing equipment to produce a variety of data.
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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 understanding and using
business or trades vocabulary or basic arithmetic to perform standard operating
procedures.
Impact: Requires responsibility for
contributing to agency objectives by ensuring the accuracy of support
activities within one or more organizational units. Errors at this level affect the work of others or have
measurable monetary consequences, and require verification and correction in
order to complete succeeding work operations.
Supervision: Requires direct supervision of other
employees doing work which is related or similar to the supervisor, 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
using minimal judgment to perform a variety of job tasks according to clearly
prescribed standard practices and procedures.
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: Completion of high school, G.E.D. or
its equivalent, including courses in office procedures, word processing, or
typing. Each additional year of
approved formal education may be substituted for one year of required work
experience.
Experience: Three years' experience in a
secretarial position including supervisory, administrative support, or office
management experience.
License/Certification: None required.
SPECIAL REQUIREMENTS:
For appointment
consideration, Executive 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, spelling
and arithmetic. Knowledge of
office practices, procedures and equipment. Skill in typing from transcription equipment. Skill in making accurate arithmetic
computations. Ability to type a
variety of materials with speed and accuracy. Ability to maintain confidential information. Ability to supervise others. Ability to maintain fiscal and agency
records. Ability to communicate
effectively. Ability to assign, check and review work of other clerical
employees. Ability to prepare
statistical and written reports.
Ability to establish and maintain effective working relationships with
other employees and the 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_e/4165.htm