Administrative Secretary - 06012023-46790

Job Information

LOCATION OF (1) POSITION(S) TO BE FILLED: DEPARTMENT OF EDUCATION, CENTERS OF REGIONAL EXCELLENCE (CORE) DIVISION, WEAKLEY COUNTY
This position is designed as 'Work from Home

Minimum Qualifications

Education and Experience: Education equivalent to graduation from a standard high school and experience equivalent to two years of increasingly responsible full-time secretarial or office clerical work.
OR
Qualifying full-time secretarial or office clerical experience may be substituted for the required education on a year-for-year basis; additional qualifying education at an accredited college, business school or technical institute in secretarial science may be substituted for the required experience on a year-for-year basis to a maximum of two years.

Other Requirements

Necessary Special Qualifications: Applicants for this class may be required to:

• Complete a criminal history disclosure form in a manner approved by the appointing authority;
• Agree to release all records involving their criminal history to the appointing authority;
• Supply a fingerprint sample prescribed by the TBI based criminal history records clerk.

Examination Method: Education and Experience, 100%, for Preferred Service positions.

Job Overview

Summary: Under general supervision, is responsible for secretarial work of average difficulty; and performs related work as required.
Distinguishing Features: This is the highest class in the general secretary sub-series. An employee in this class applies secretarial science techniques to assist an executive in the management of time and in the handling of administrative detail so the executive may be more effective and efficient in action. This class differs from Secretary in that an incumbent of the latter performs work of less scope and complexity and has less responsibility for records and reports. This class differs from those in the Executive Secretary sub-series in that incumbents of the latter have greater responsibility in areas of interpretation and enforcement of secretarial procedures, personal contacts, application of the theory and practice of secretarial science at an advanced level, and performance work of greater scope and complexity.

Work Activities

Interacting With Computers:

• Creates and maintains documents, presentations, and spreadsheets using current software.

Communicating with Supervisors, Peers, or Subordinates:

• Answers questions to provide assistance and direction regarding policies, procedures, and agency information.
• Provides polite and effective customer service for all individual contacts.

Documenting/Recording Information:

• Types a variety of material of narrative, tabular, statistical and other nature including correspondence, memoranda, abstracts, articles, business, case, legal, medical, and other items.

Scheduling Work and Activities:

• Organizes and coordinates meetings for outside vendors and division staff.

Getting Information:

• Researches past purchase orders, contracts, and other items as requested.
• Contacts vendors for price quotes.
• Gathers materials necessary for meetings, interviews, and presentations.
• Prepares files for view by the public.
• Retrieves information from files, internet, and databases regarding personnel, payroll, invoices, accounts receivable, etc.
• Contacts outside agencies for reference data to ensure accuracy of settlements.

Processing Information:

• Performs a variety of routine clerical functions such as compiling/assembling information for dissemination.

Updating and Using Relevant Knowledge:

• Completes necessary training to remain current on computer software used during daily job duties.

Establishing and Maintaining Interpersonal Relationships:

• Maintains relationships with internal and external business partners and the general public.

Administrative Activities:

• Creates documents and e-mails for internal and external communications from copy, rough draft, marginal notes, or verbal instruction.
• Reserves conference rooms for staff meetings and trainings.
• Opening, sorting, sending, and distributing mail.
• Distributes work to units and maintains files for executive or supervisor.
• Makes travel arrangements for office staff.
• Prepares tabulations and performs a variety of figures including timesheets, mileage, etc.
• Moves and lifts boxes, files, and equipment as needed.
• Organizes and maintains stock/file room.
• Performs a variety of other duties to ensure efficient use of time for office staff.
• Processes payment transactions to or from customers.
• Submits training requests for office staff.
• Maintains appointment calendars for office staff.
• Performs a variety of routine clerical functions.
• Maintains contact lists for both the agency and outside contacts.
• Proofreads documents to ensure accuracy of content.
• Performs record keeping duties including archiving files of various media.
• Files documents and items in both paper and electronic formats according to office preference.

Monitor Processes, Materials, or Surroundings:

• Monitors inventory levels of standard office supplies to ensure adequate stock for office functionality.
• Monitors reports and databases to ensure deadlines and policies are met.
• Audits employee timesheets to ensure accuracy and completeness.
• Monitors office equipment to ensure proper working condition.
• Monitors outstanding purchasing and requisition orders throughout the entire process.
• Audits business relevant documents for accuracy and completeness.
• Monitors employee requisition lists for hiring process including correspondences for interviews.
• Scans documents to minimize the need for hard copy storage.
• Tracks payments and correspondence to monitor completeness of the process.
• Monitors the creation of official forms for submission to the forms committee.

Communicating with Persons Outside Organization:

• Provides polite and effective customer service to all individuals that contact the agency.
• Communicates by telephone, e-mail, or personal contact.
• Answers questions to provide assistance and direction regarding procedures and to provide information by telephone.
• Screens and directs calls and visitors to proper services.
• Notifies technicians if office equipment is not functional.

Inspecting Equipment, Structures, or Material:

• Inspects office equipment to ensure proper working condition.

Competencies (KSA'S)

Competencies:

• Action Oriented
• Comfort Around Higher Management
• Priority Setting
• Organizing
• Dealing with Ambiguity
• Written Communication
• Time Management
• Functional/Technical Competency
• Customer Focus
• Intellectual Horsepower

Knowledge:

• Knowledge of grammar
• Knowledge of mathematics
• Clerical
• Customer and personal service
• Basic computer software and security knowledge

Skills:

• Reading comprehension
• Active learning
• Time management
• Basic skill of speaking
• Service orientation
• Writing
• Active listening

Abilities:

• Written comprehension
• Adaptability
• Oral expression
• Oral comprehension
• Speech recognition
• Written expression

Tools and Equipment Used