Providence, RI - Admin/Clerical - RIDE - College and Career Readiness - Clerk Secretary

GENERAL STATEMENT OF DUTIES:

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.

SUPERVISION RECEIVED:

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.

ILLUSTRATIVE EXAMPLES OF WORK PERFORMED:

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 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.

To 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.

To 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.

To generate reports, documents, letters and other materials using appropriate software

applications.

To 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.

To perform other routine clerical tasks incidental to the work of the office.

To do related work as required.

KNOWLEDGES, SKILLS AND CAPACITIES:

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; to 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; and related capacities and

abilities