CLERK SECRETARY

State of careers Rhode Island•Wakefield, MA

9d•$50,545 - $55,928•Onsite

About The Position

This position serves as a private secretary to a director or assistant director of a state department or agency. The role involves relieving the official of important administrative details, handling correspondence, and performing other related duties. The position is located in the Division of Family Services, Region III (Wakefield) and operates Monday through Friday from 8:30 am to 4:00 pm, with standard 35.0 work hours. The Clerk Secretary may supervise and review the work of a small clerical staff or act in an advisory capacity.

Requirements

Thorough knowledge of office methods, practices, procedures, and terms.
Thorough knowledge of business English.
Working knowledge of commercial arithmetic.
Ability to perform complex data entry/word processing functions with reasonable speed and accuracy.
Ability to generate reports, documents, letters, and other materials using appropriate software applications.
Ability to organize data and formulate methods for data presentation.
Ability to handle, independently, routine but important administrative details, including the composition of important letters and memoranda.
Ability to exercise a high degree of initiative and judgment.
Ability to understand and follow complex written or oral instructions.
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 in 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, or any combination of education and experience substantially equivalent to the above.
40 net WPM typing speed.

Nice To Haves

Great customer service skills.
Knowledge in word processing software programs including but not limited to, Excel, Access, and other advanced word processing programs and data entry methods and procedures.

Responsibilities

Serve as a private secretary to a director or assistant director of a state department or agency.
Relieve the official of important administrative details, such as arranging conferences and meetings.
Answer verbal and written inquiries of an administrative nature.
Review correspondence, memoranda, statements, forms, and records for content and compliance.
Sign documents as authorized on behalf of the official.
Compose correspondence independently that does not require administrative judgment.
Obtain information needed by the department or agency head.
Initiate and receive personal and telephone contacts, make appointments, answer requests for administrative information, interview callers, and refer them through proper channels.
Confer with other employees to solve problems related to work coordination.
Maintain confidential departmental or agency files.
Perform complex word processing and data entry functions using sophisticated software programs (e.g., Excel, Access).
Generate reports, documents, letters, and other materials using appropriate software applications.
Organize data and formulate methods for data presentation.
Supervise and review the work of a small clerical staff or act in an advisory or consulting capacity.
Perform other routine clerical tasks incidental to the work of the office.
Do related work as required.