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State of Georgia Job Description

Job Title: SS: Secretary (WL)
Job Code: 60101
Last Update: 9/1/2010
Salary Plan: Statewide Salary Plan (SWD)


(SWD)

Job Description, Responsibilities, Standards, and Qualifications

Job Description:


Performs a variety of secretarial, clerical, and administrative functions in support of a unit or office and related personnel.


Job Responsibilities & Performance Standards:

1.
Assists in researching information for projects and inquiries
1. Types letters, memos and other documents according to applicable formats, guidelines and procedures.
2. Completes assignments within established time frames.
3. Proofreads and edits documents for accuracy, consistency and the use of proper spelling, grammar and punctuation.
4. Takes and transcribes dictation accurately to record information for letters, memoranda and other documents.
5. Transcribes or records meeting minutes and prepares reports that are clear, concise and accurately reflect the events of the meeting.
2.
Completes forms in accordance with organizational procedures
1. Receives and notes callers' questions, requests and needs and routes calls to appropriate staff in a courteous and timely manner.
2. Greets visitors courteously. Determines nature of their business or problem and directs them to the appropriate staff for assistance.
3. Uses sound judgement and knowledge of the organization and its policies and procedures to respond to routine questions, requests or needs.
4. Records messages accurately and legibly according to established practices.
5. Forwards messages to appropriate parties in a timely manner.
6. Collects fees and maintains associated records according to established policies and procedures.
3.
Composes and generates memos, correspondence, reports and other documents
1. Maintains organized, accessible and current systems in accordance with applicable standards, policies and procedures.
2. Classifies, sorts, files, transfers and/or retrieves correspondence, articles, records and other documents as requested.
3. Maintains confidentiality of information as necessary and follows department/section policy regarding release of information.
4. Maintains current reference manuals/materials as appropriate.
4.
Gathers readily available narrative and/or numerical data for routine reports or requests for information
1. Reviews final materials for completeness and legibility prior to distribution. Rectifies deficiencies.
2. Prepares and distributes materials to the appropriate parties according to established policies, procedures and time frames.
3. Maintains photocopy machine by performing tasks such as: clearing paper jams, replacing toner cartridges and calling for repair when appropriate.
5.
Opens, reads, routes, and distributes incoming mail and other materials
1. Appropriately retrieves, opens, screens and/or distributes incoming mail in a timely manner.
2. Prepares and sends outgoing documents and other materials according to established policies and procedures.
3. Prepares and sends faxes, e-mail and other communication in a timely manner according to policies and procedures.
6.
Responds to calls and visitors, and maintains data and filing systems and reference manuals/materials
1. Monitors office supply needs on a regular basis.
2. Orders supplies according to established policies and procedures.
3. Verifies all shipping tickets against invoices and notifies appropriate personnel of any discrepancies.
4. Prepares appropriate paperwork and forwards to personnel for signature.
7.
Uses computer application software
1. Establishes and maintains well-organized calendar system for office personnel.
2. Schedules appointments according to instructions from staff members and notifies appropriate parties of any appointment changes.
3. Schedules meetings and conferences as instructed.
4. Reminds staff of appointments, meetings and conferences in a timely manner.
5. Arranges for necessary facilities, equipment and travel plans as instructed. Notifies staff of arrangements and particulars.
8.
Enters data from forms, records and/or reports using a computer or terminal. (Performed by some incumbents)
1. Enters data according to prescribed format and procedures.
2. Reviews and corrects data that appears inconsistent or erroneous.
3. Completes data entry accurately and in a timely manner.
4. Backs-up data files according to appropriate schedules.
5. Appropriately generates, maintains and distributes computer reports, print outs and other documents.
6. Maintains activity logs accurately and in a timely manner.
9.
Gathers readily available narrative and/or numerical data for routine reports or requests for information. (Performed by some incumbents)
1. Collects and compiles data accurately and thoroughly from reports, files, databases and other sources.
2. Prepares and distributes data or report to appropriate individuals within established time frame.
10.
Prepares and submits timekeeping and leave records for assigned staff. (Performed by some incumbents)
1. Maintains daily time and leave records according to established guidelines, rules and regulations.
2. Reviews time sheets for completeness, accuracy and compliance with time and leave regulations. Consults with appropriate staff to resolve difficult or unusual situations.
3. Accurately enters leave usage or submits leave records for data entry in a timely manner.
4. Forwards time and leave records to appropriate staff for approval and signature.
11.
Attends seminars, conferences, job-related training and other staff development training programs. May serve on committees and task forces. (Performed by all incumbents)
1. Attends department, division or other staff development and training activities to maintain the knowledge and skills necessary to perform the job effectively and efficiently.
2. Serves on various committees and task forces carrying out the responsibilities associated with such assignments.


Sample Technical Competencies:

1.
Knowledge of general office procedures including typing, filing etc.
2.
Ability to compose correspondence that is both concise and professional
3.
Ability to open, sort and route incoming mail, answer correspondence and prepare outgoing mail.
4.
Organizational skills.
5.
Knowledge of office software i.e. Microsoft Office

Entry Qualifications:

Six months experience in general office work Note: Some positions may require an examination


Preferred Qualifications:

No preferred qualifications information is available.



Career Development Levels:

1.
GSS052 - SS: Secretary (AL)
2.
GSS053 - SS: Secretary (SP)
NOTE:
Job description information is extracted daily from the official Phoenix HRMS Job Code database. Problems in conversion may cause formatting errors in some job descriptions.

The information presented, while not an exact or exhaustive listing, describes the work, performance standards, and qualifications typically required of positions or employees in this job. A specific position description or employee performance plan may differ as long as it is consistent with the core Responsibilities, Standards and Qualifications of that job.
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