Clerk Secretary

State of careers Rhode Island • Athens, OH

21h • $48,385 - $52,735 • Onsite

About The Position

GENERAL STATEMENT OF DUTIES: To serve as a private secretary to a director or assistant director of a state department or agency; to relieve such official of important administrative details; to handle correspondence and other routine matters; and to do related work as required. SUPERVISION RECEIVED: Assignments and instructions are given in broad outline with specific instructions only in unusual or unprecedented situations; only important and/or complicated assignments are reviewed upon completion. SUPERVISION EXERCISED: May supervise and review the work of a small clerical staff, but normally this class will serve in an advisory or consulting capacity to this staff.

Requirements

• A thorough knowledge of office methods, practices, procedures and terms.
• A thorough knowledge of business English.
• A working knowledge of commercial arithmetic.
• The ability to perform complex data entry/word processing functions with reasonable speed and accuracy.
• The ability to generate reports, documents, letters and other materials using appropriate software applications.
• The ability organize data and formulate methods for data presentation.
• The ability to handle, independently, routine but important administrative details including the composition of important letters and memoranda.
• The ability to exercise a high degree of initiative and judgement.
• The ability to understand and follow complex written or oral instructions.
• The ability to establish and maintain effective working relationships with other state departments or agencies, public and private organizations and departmental or agency personnel.
• Graduation from a senior high school, including or supplemented by courses typing, word processing and business practices.
• Employment in a responsible secretarial position including difficult or complex clerical duties and the independent handling of important but minor administrative details.
• Any combination of education and experience that shall be substantially equivalent to the above education and experience.
• 40 net WPM - 5 minutes

Nice To Haves

• Highly skilled and proficient in Microsoft Office Suite, specifically Excel and Word
• Highly organized with exceptional time management skills to operate and assist in a fast paced environment focused on procurement of necessary hospital equipment and supplies.
• Possess and be able to demonstrate exceptional written and verbal communication with hospital vendors.

Responsibilities

• Serve as a private secretary to a director or assistant director of a state department or agency.
• Relieve such official of important administrative details such as: arranging conferences and meetings with other state officials as well as representatives of other public, private, professional organizations.
• Answer all types of verbal and written inquiries of an administrative nature which do not involve complex interpretations of departmental or agency policies and procedures.
• Review correspondence, memoranda, statements, forms and records for content and compliance, with administrative policies and procedures, signing all such documents as authorized on his behalf.
• Compose, independently, all kinds of correspondence not requiring administrative judgement and interpretation of the policies and rules and regulations of the department or agency and signing such correspondence.
• Obtain information or material needed by the department or agency head in answering correspondence, conducting telephone conversations, preparing speeches or in formulating new methods or procedures.
• Initiate and receive personal and telephone contacts with the responsibility of making appointments, answering requests for administrative information, interviewing callers and referring them through the proper channels and conferring with other employees in the department or agency to solve problems relating to coordination of work and other matters in order to relieve the administrative official of as much detail as possible.
• Maintain confidential departmental or agency files.
• Perform complex word processing and data entry functions utilizing sophisticated word processing software programs including but not limited to, Excel, Access, and other advanced word processing programs and data entry methods and procedures.
• Generate reports, documents, letters and other materials using appropriate software applications.
• Organize data and formulate methods for data presentation based upon needs and requirements.
• As required, supervise and review the work of a small clerical staff or act in an advisory or consulting capacity to this staff.
• Perform other routine clerical tasks incidental to the work of the office.
• Do related work as required.

Benefits

• For information regarding the benefits available to State of Rhode Island employees, please visit the Office of Employee Benefits' website at http://www.employeebenefits.ri.gov/.
• New provision in RI General Law 35-6-1 was enacted requiring direct deposit for all employees.
• Any employee hired after September 30, 2014 will be required to participate in the direct deposit system.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED