SECRETARY

Job Posting

Location of (2) Positions to be Filled: Department of Children's Services, Knox County

This position requires a criminal background check. Therefore, you may be required to provide information about your criminal history in order to be considered for this position.

Qualifications

Education and Experience: Education equivalent to graduation from a standard high school.

OR

Qualifying full-time secretarial or office clerical experience may be substituted for the required education on a year for year basis.

Necessary Special Qualifications: Positions within the Division of Rehabilitation Services of the Department of Human Services will be required to:

• Complete a criminal history disclosure form in a manner approved by the appointing authority;
• Agree to release all records involving their criminal history to the appointing authority;
• Supply a fingerprint sample prescribed by the TBI based criminal history records check;
• Submit to a review of their status on the Department of Healths vulnerable persons registry.

Overview

Under general supervision, is responsible for typing and clerical work of average difficulty; and performs related work as required. This is the entry working class in the secretary sub-series. An employee in this class is responsible for performing a variety of secretarial science duties.

Responsibilities

1. Prepares a variety of materials including correspondence, memoranda, abstracts, spreadsheets, various reports, and other items. Reviews materials for spelling, grammar, and makes suggestions for improvements where appropriate.
2. Communicates with customers through phone, email, and/or in-person to provide assistance and direction regarding policies, procedures, and agency information.
3. Gathers information from various sources such as files, the internet, and databases for meetings, interviews, presentations, and to perform other administrative tasks.
4. Performs various administrative tasks including but not limited to creating documents for internal/external communications, filing, auditing documentation for accuracy and completion, monitoring inventory levels, maintaining calendars, and disseminating information.
5. Inspects office equipment to ensure proper working condition.

Competencies (KSA's)

1. Manages Ambiguity
2. Nimble Learning
3. Communicates Effectively
4. Interpersonal Savvy
5. Decision Quality

Knowledges

1. Customer and Personal Service
2. Clerical
3. English Language
4. Mathematics

Skills

1. Active Learning and Listening
2. Reading Comprehension
3. Social Perceptiveness
4. Time Management
5. Writing

Abilities

1. Oral Comprehension & Expression
2. Speech Clarity & Recognition
3. Written Comprehension
4. Memorization

Tools & Equipment

1. Computers
2. Copier/Scanner/Fax Machine
3. Various Office Equipment (i.e. Postage Meter, Laminating Machine)
4. Telephone
5. Audio & Visual Equipment

TN Driver Standards

State of Tennessee positions that may involve driving responsibilities require candidates to meet the following minimum driver qualifications:

• A valid driver's license
• For the past five years, the candidate's driver record must not have record of the following violations: driving under the influence (DUI), reckless driving, license suspension for moving violations, more than 4 moving violations.

**Agencies may allow an exception based on other factors.