Secretary II

Virginia Department of Social Services • Hopewell, VA

10h

About The Position

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.

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. May perform basic maintenance of computer system and office 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

What This Job Offers

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