Administrative Secretary II

POSITION: ADMINISTRATIVE SECRETARY II

DESCRIPTION

Under general supervision, performs highly secretarial and limited administrative or office management work.  Administrative Secretary II provides administrative and secretarial support to general staff, including office work flow, appointments, correspondence, data compilation and records control. This is work of sensitive and confidential nature.

DUTIES AND RESPONSIBILITIES (NOT ALL INCLUSIVE)

• Takes and transcribes dictation and types varied complex and difficult materials;
• Answers telephone, screens callers, relays messages and greets visitors;
• Explains policies, rules and regulations to office personnel employees in other offices and other persons contacting the office;
• Operates office equipment such as photocopier, fax machine, computer, and calculator;
• Uses various software applications, such as Microsoft word, Microsoft Excel spreadsheets, relational databases, statistical packages, and graphics packages to assemble, manipulate and/or format data and /or reports;
• Operates the computer to access e-mail, electronic calendars and other basic office support software;
• Receives and sorts incoming mail, drafts replies to inquiries and prepares letters of
• request when supervisor’s attention is necessary.
• Reviews and updates the maintenance of records through filing, retrieval, retention, storage, compilation, coding, and updating;
• Interviews persons appearing at the office, or contacting the office by phone, directing them to other appropriate offices or otherwise assisting them to perform their business;
• Assembles and disseminates information, and transmits instructions to staff.
• Performs other related work as required.

FACTOR I: KNOWLEDGE AND ABILITIES

• Knowledge of format and organization of correspondence, reports and written directives;
• Knowledge of modern office practices, procedures and equipment;
• Knowledge of Microsoft Word, Power Point, Excel and other  computer software as it relates to duties;
• Knowledge of the policies, rules, regulations and procedures affecting operation of the agency;
• Knowledge of the principles and practices of office management;
• Ability to operate a typewriter, personal computer, word processor, and other common office machines;
• Ability to act independently and logically to implement policies of supervisor;
• Ability to compose correspondence from fragmentary instructions;
•  Ability to produce written documents with clearly organized thought using proper sentence construction, punctuation, and grammar;

• Ability to make decisions in accordance with laws, regulations, and established policies;
• Ability to work cooperatively and communicate effectively with other Department of Education Employees and the public;
• Ability to communicate orally, in the English language, with employees and the public in face-to-face  one-on-one settings, or using a telephone;
• Ability to comprehend and make inferences from written material;
• Ability to interpret, explain, and apply general and routine policy rules, regulations, and procedures.
• Ability to exercise resourcefulness in meeting new problems;
• Ability to exchange non-routine information using tact and persuasion as appropriate requiring good oral and written communication skills;
• Ability to initiate and install administrative procedures and evaluate their effectiveness;
• Ability to exercise independent judgment or initiative regularly;

ADMINISTRATIVE SECRETARY II                                                                                                                              

• Ability to solve problems by choosing solutions from among several alternatives that are not necessarily governed by established procedures.
• Ability to make decisions in accordance with laws, regulations and policies;
• Ability to advise and provide assistance relevant to improvement in administrative matters, problem resolution and other changes;

Factor II:  Supervisory controls

• Supervisor allows employee to work independently after defining work assignments. Incumbent plans and schedules own work based on the understanding of broadly defined objectives and priorities;
•     Problems or unusual situations are discussed immediately with higher-level supervisor. Work is controlled by routine review and reporting to or consultation with supervisors;
• Work is reviewed through conferences, reports and achievement of objectives;
• Instruction provided only in new situations, methods, procedures that are not clearly related to existing tasks and duties.

Factor III: Guidelines

• Compliance  with HIPAA federal Law;

• Federal and departmental guidelines and procedures must be followed;
• Employee is expected to use knowledge acquired through training and experience in making independent decisions.

Factor IV: Complexity

• Work is of a demanding, confidential, and organizational nature that may involve a variety of duties;
• Wide variety of complicated job tasks requiring coordinating numerous processes/methods;

• Analytical thought becomes more important at this level due to increased data and changing situations;
• Often coordinates or organizes the work of others;
•  Alternatives may exist for methods to be used in solving problems;
• Duties require a high degree of concentration because of factors to be considered and weighed before decisions are made;
• Regular sustained concentration is required.

Factor V: Scope and Effect

• Facilitates management by attending to a variety of administrative details, which are necessary to ensure a smooth workflow;
• Work requires the use of considerable initiative and judgement;
• Employee works under the supervision of a higher-level officer who assigns duties, describes scope of goals and objectives and furnishes guidance only on critical issues.

Factor VI: personal contacts and purpose of contacts

• Visitors to the agency as well as co-workers, employees from other government agencies, managerial personnel other administrative officials;
• Contact is made both to offer and obtain information and provide assistance on complex matters;
• Involvement outside the immediate unit.

Factor VII: Physical Demands

While performing the duties of this job, the employee is regularly required to:

• Reach with hands and arms and grasp objects;
• See to read fine print, and review information on a PC monitor, etc;
• Sit, talk and hear within normal range;
• Manipulate objects with fingers, for example, using a keyboard;
• Occasionally bend, lift, and move about.

Factor VIII: Work Environment

• Work environment involves normal everyday hazards or discomforts typical of offices, meeting and training rooms;
• Comfortable levels of temperature, ventilation, lighting and sound are inherent in the work environment;
• Exposure to deviations from pleasant environmental conditions is only occasional.

MINIMUM QUALIFICATIONS

• Completion of a Bachelors degree in Secretarial Sciences; or
• Associate of Arts Degree in secretarial training, plus one (1) year secretarial experience; or
• Graduation from high school with secretarial training, plus two (2) years as an Administrative Secretary I, or its equivalent; or
• Two-year secretarial certificate from an accredited secretarial school, including four years of secretarial work experience.

“No person shall be discriminated against in employment or in any educational program or activity offered by the Virgin Islands Department of Education on account of race, color, creed, national origin, sex, handicap or age.”