Secretary II

Virginia Department of Social Services•Hopewell, VA

About The Position

Description Title Description – Secretary II is the advanced level in the occupational field for Secretaries. Employees are responsible for providing high-level administrative support for executives by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. May also train and provide leadership to other clerical staff. The Secretary II class is distinguished from Secretary I class by performing administrative and clerical responsibilities with agency-wide scope for an executive and acting as a lead worker to others. The Secretary II is distinguished from the Administrative Coordinator I by the latter’s primary responsibility for coordinating a variety of administrative activities and projects for executives rather than providing office and secretarial support for an executive. General Work Tasks (Illustrative Only) – Compiles, transcribes, and distributes minutes of meetings; Coordinates and direct office services, such as records and budget preparation, personnel, and housekeeping, in order to aid executives; Greets visitors and determines whether they should be given access to specific individuals; Makes travel arrangements for executives; Manages and maintains executives' schedules; opens, sorts, and distributes incoming correspondence, including faxes and email; Prepares agendas and makes arrangements for committee, board, and other meetings; Researches and compiles information; Prepares invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, and/or presentation software; and Prepares responses to correspondence containing routine inquiries.

Requirements

Considerable knowledge of: administrative rules, regulations, policies and procedures of the department; organization and functions of the locality; modern office practices and procedures; computer-driven word processing, spreadsheet, desktop publishing and graphics; file management (paper and electronic); and basic mathematics
Skill in: operating a personal computer to enter, retrieve, review or modify data; utilizing word processing, spreadsheet, database or other software programs; and operating other office equipment such as typewriter or other electronic data-entry equipment
Demonstrated ability to: maintain moderately complex records; draft routine documents; develop and modify work procedures, methods and processes; compile data from a variety of sources and prepare reports; exercise tact and courtesy in frequent contact with employees and public; proofread work of others; provide guidance to others in performing administrative and clerical activities; and establish and maintain effective working relationships
High school diploma supplemented with courses in business education and progressive responsible secretarial experience OR any equivalent combination of training and experience which provides the required knowledge, skills and abilities

Responsibilities

Compiles, transcribes, and distributes minutes of meetings
Coordinates and direct office services, such as records and budget preparation, personnel, and housekeeping, in order to aid executives
Greets visitors and determines whether they should be given access to specific individuals
Makes travel arrangements for executives
Manages and maintains executives' schedules
Opens, sorts, and distributes incoming correspondence, including faxes and email
Prepares agendas and makes arrangements for committee, board, and other meetings
Researches and compiles information
Prepares invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, and/or presentation software
Prepares responses to correspondence containing routine inquiries