STATE OF NEW HAMPSHIRE
HUMAN RESOURCES
CLASSIFICATION: EXECUTIVE SECRETARY STENOGRAPHER
Class Code: 4190-12
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, including receiving and
transcribing dictation and acting as secretarial assistant to an administrator
or designated supervisor.
CHARACTERISTIC DUTIES AND RESPONSIBILITIES:
·
Receives and
transcribes dictation and composes correspondence under general direction.
·
Assigns work
schedules to secretarial support staff, including establishing workflow, giving
instructions and checking work.
·
Explains
administrative decisions and policies as outlined by an administrator to
subordinate clerical and secretarial employees.
·
Operates a word
processor to draft and prepare correspondence or memos for approval by
supervisor.
·
Examines, checks and
verifies statistical and other reports for completeness and accuracy of
information.
·
Prepares meeting
agendas; attends meetings, takes minutes, prepares draft for administrative
review and maintains appropriate records.
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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
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: Completion of high school, G.E.D. or
its equivalent, including courses in office procedures, word processing,
shorthand 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 taking and transcribing dictation, with
supervisory, administrative support, or office management experience.
License/Certification: None required.
SPECIAL REQUIREMENTS:
For appointment
consideration, Executive Secretary Stenographer applicants must successfully
participate in a written examination and transcribe a narrative passage from
dictating equipment. 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 modern office equipment
and methods of operation. Knowledge of English grammar, spelling and general
arithmetic. Skill in taking and
transcribing dictation. Skill in
typing rapidly and accurately.
Skill in making accurate arithmetic computations. Ability to interpret administrative
policies and decisions. Ability to work independently. Ability to train and supervise other
employees engaged in similar work.
Ability to make decisions.
Ability to compose confidential correspondence with only general
instructions. Ability to use
courtesy and tact with visitors and callers. 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/4190.htm