CLERK SECRETARY

State of careers Rhode Island

16h • Onsite

About The Position

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. 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. 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

• 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 his conferences and meetings with other state officials as well as representatives of other public, private, professional organizations; answering all types of verbal and written inquiries of an administrative nature which do not involve complex interpretations of departmental or agency policies and procedures; and reviewing correspondence, memoranda, statements, forms and records for content and compliance, with administrative policies and procedures, signing all such documents as authorized on his behalf.
• Be responsible for routine office matters such as: composing, 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; obtaining 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; initiating and receiving 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; and maintaining 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, to 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.

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.
• Coordinate and disseminate consumer surveys.
• Make routine contact to clients by sending out consumer satisfaction surveys monthly.
• Develop and monitor consumer surveys and compile the data from the survey when returned to ORS.
• Prepare a report for the Strategic Planning Supervisor.
• Biannually, disseminate cases to be reviewed by Rehab Counselor 2’s.
• Assist in obtaining the data and includes it in a report, then sends it to the Strategic Planning Supervisor.
• Maintain the data and disseminates it to the Strategic Planning Supervisor and VR Administrator.
• Arrange and schedule QI Meetings.
• Take minutes at monthly QI Meetings, disseminate notes to all in attendance, and schedule teams or virtual meetings if necessary.
• Prepare QI meeting documents for scheduled QI meetings.
• Monitor and communicate with vendors, assist vendors on the application process, provide vendors with the vendor application and other supporting documents using ADOBE.
• Work in close liaison with the Department of Administration for vendors to register on the Ocean State Procures website.
• Make weekly contacts with an identified OSP staff.
• Provide vendors with initial counseling about the services ORS provides.
• Create hardcopy files for the Assistant Administrator of Workforce Development and Vendor Affairs as the vendor process is being completed, add approved vendors into "Informed", and the data from the hardcopy files.
• Utilize other state agency portals such as SAM.gov to review entity registrations for businesses to ensure they're still in good standing with the State.
• Perform other duties as assigned.

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/.
• A new provision in RI General Law 35-6-1 was enacted requiring direct deposit for all employees.
• Accordingly, any employee hired after this date will be required to participate in the direct deposit system.
• At the time the employee is hired, the employee shall identify a financial institution that will serve as a personal depository agency for the employee.

What This Job Offers

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