Secretary V

State of Oklahoma

7d•Onsite

About The Position

Positions in this job family are assigned responsibilities for performing confidential secretarial duties for an agency official or administrator. Typical Functions Opens, scans or reads and distributes mail; composes official correspondence for supervisor’s signature, disposes of routine correspondence. Screens telephone calls; provides information or refers callers to appropriate staff members; answers inquiries. Receives visitors; answers inquiries personally or refers to appropriate official. Arranges for special conferences and meetings; maintains supervisor’s calendar, advising of commitments; arranges for travel itinerary and accommodations; prepares and submits travel claims and expense account. Independently researches, assembles and summarizes material, information and data for administrative board or commission consideration and action; takes and transcribes dictation of confidential, technical or legal material requiring a high degree of accuracy; records and transcribes proceedings of meetings and conferences. Appears before legislative committee hearings either alone or in the company of supervisor to present facts relative to agency programs, mission and/or budget; drafts proposed legislation; proposes budget items; confers with administrators on matters of staffing, budget and purchasing and contracts and/or policy. Supervises administrative or clerical assistants. Level Descriptor At this level employees perform confidential secretarial work for an assistant or associate director of an agency; and may direct the work of other technical/clerical employees. Education and Experience Education and Experience requirements at this level consist of six years of clerical office work, including three years as an office manager, executive assistant or as a confidential secretary, or an equivalent combination of education including three years as an office manager, executive assistant or as a confidential secretary experience. Knowledge, Skills, Abilities and Competencies Knowledge, Skills, and Abilities required at this level include knowledge of the procedures and techniques of business communications; of spelling, punctuation, and business English; of office methods; of computer operations; of business arithmetic; of public relations; and of supervisory principles and practices. Skill is required to type accurately from a plain copy at a rate of fifty words per minute. Ability is required to handle confidential work with tact and discretion; to exercise judgment in interpreting and applying rules or policy; to establish and maintain working relationships with others; and to provide direction to other technical/clerical employees. Additional Job Description: Probation and Parole Region II This is not a remote position.

Requirements

six years of clerical office work, including three years as an office manager, executive assistant or as a confidential secretary, or an equivalent combination of education including three years as an office manager, executive assistant or as a confidential secretary experience
knowledge of the procedures and techniques of business communications
knowledge of spelling, punctuation, and business English
knowledge of office methods
knowledge of computer operations
knowledge of business arithmetic
knowledge of public relations
knowledge of supervisory principles and practices
Skill is required to type accurately from a plain copy at a rate of fifty words per minute
Ability is required to handle confidential work with tact and discretion
Ability is required to exercise judgment in interpreting and applying rules or policy
Ability is required to establish and maintain working relationships with others
Ability is required to provide direction to other technical/clerical employees

Responsibilities

Opens, scans or reads and distributes mail
Composes official correspondence for supervisor’s signature, disposes of routine correspondence
Screens telephone calls; provides information or refers callers to appropriate staff members; answers inquiries
Receives visitors; answers inquiries personally or refers to appropriate official
Arranges for special conferences and meetings; maintains supervisor’s calendar, advising of commitments; arranges for travel itinerary and accommodations; prepares and submits travel claims and expense account
Independently researches, assembles and summarizes material, information and data for administrative board or commission consideration and action
Takes and transcribes dictation of confidential, technical or legal material requiring a high degree of accuracy; records and transcribes proceedings of meetings and conferences
Appears before legislative committee hearings either alone or in the company of supervisor to present facts relative to agency programs, mission and/or budget
Drafts proposed legislation; proposes budget items; confers with administrators on matters of staffing, budget and purchasing and contracts and/or policy
Supervises administrative or clerical assistants