Secretary V

State of Oklahoma•Vinita, OK

4d•Onsite

About The Position

The Secretary V performs confidential secretarial duties for an assistant or associate director of an agency. The position is located at Northeastern Oklahoma Community Correctional Center and is on-site; remote work is not available. At this level, the employee may direct the work of other technical or clerical employees. Duties include handling and distributing mail; preparing correspondence; screening calls and receiving visitors; coordinating meetings, calendars, travel, and expenses; researching and summarizing information for administrative boards or commissions; transcribing confidential, technical, or legal material and meeting proceedings; and, as assigned, presenting information at legislative hearings, drafting proposed legislation, proposing budget items, and conferring with administrators on staffing, budget, purchasing, contracts, and policy.

Requirements

Six years of clerical office work, including three years as an office manager, executive assistant, or confidential secretary; or an equivalent combination of education and experience that includes three years in one of those roles.
Knowledge of business communications procedures and techniques, spelling, punctuation, business English, office methods, computer operations, business arithmetic, public relations, and supervisory principles and practices.
Ability to type accurately from a plain copy at 50 words per minute.
Ability to handle confidential work with tact and discretion.
Ability to exercise judgment in interpreting and applying rules or policy.
Ability to establish and maintain working relationships with others.
Ability to provide direction to other technical or clerical employees.

Responsibilities

Open, scan or read, and distribute mail; compose official correspondence for a supervisor’s signature and dispose of routine correspondence.
Screen telephone calls, answer inquiries, provide information, and refer callers to appropriate staff.
Receive visitors, answer inquiries, or refer visitors to the appropriate official.
Arrange conferences and meetings; maintain the supervisor’s calendar and advise of commitments.
Arrange travel itineraries and accommodations and prepare and submit travel claims and expense accounts.
Research, assemble, and summarize material, information, and data for administrative board or commission consideration and action.
Take and transcribe confidential, technical, or legal dictation requiring a high degree of accuracy.
Record and transcribe proceedings of meetings and conferences.
Appear at legislative committee hearings to present facts about agency programs, mission, or budget, either alone or with a supervisor.
Draft proposed legislation and propose budget items.
Confer with administrators about staffing, budget, purchasing, contracts, or policy.
Supervise or direct administrative, technical, or clerical employees.