Class Code: 00026
90026
IOWA DEPARTMENT OF ADMINISTRATIVE SERVICES –
HUMAN RESOURCES
SECRETARY 2
DEFINITION
Performs administrative support duties of moderate to
considerable complexity and diversity for one or more managers, administrators
or program specialists; performs related work as required.
The Work
Examples and Competencies listed are for illustrative purposes only and not
intended to be the primary basis for position classification decisions.
WORK EXAMPLES
Receives/screens visitors and telephone calls; answers
routine questions and routes others to the appropriate staff person for
handling.
Opens/distributes mail; composes standardized
responses to routine inquiries.
Types/proofs correspondence, reports, minutes, etc.
for accuracy, grammar, spelling, sentence structure; prepares final draft for
distribution/mailing.
Translates/transcribes medical jargon and
abbreviations from hand written/tape recorded notes into a readable type
written format.
Maintains alpha, numeric or subject matter files and
employee time, attendance and performance records; researches and summarizes
information/data from files; may prepare non-standard reports.
Schedules appointments/conferences and arranges for
out-of-town travel; processes employee travel claims for reimbursement.
Relays general instructions/messages and contacts
employees to collect and consolidate data; maintains control records of
assignments (projects, reports, correspondence, etc.); follows up to insure
receipt of information required within established time frames.
Orders office supplies/equipment and processes
invoices for payment; arranges for servicing and maintenance of office
equipment.
Initiates changes in office policies/procedures; may
train, assign and review the work of lower level clerical employees.
COMPETENCIES REQUIRED
Knowledge of English: grammar, spelling and
punctuation.
Knowledge of general office procedures and equipment.
Ability to operate personal computers, medical
transcription equipment and use word processing, spreadsheet and database
software applications.
Ability to communicate effectively orally and in
writing.
Ability to establish and maintain effective working
relationships with employees and the public.
Ability to interpret and follow oral and written instructions.
Ability to keep records and maintain alpha, numeric
and subject matter files.
Displays high standards of ethical conduct. Exhibits honesty and integrity. Refrains from theft-related, dishonest and unethical behavior.
Works and communicates with internal and external
clients and customers to meet their needs in a polite, courteous, and
cooperative manner. Committed to quality
service.
Displays a high level of initiative, effort and
commitment towards completing assignments efficiently. Works with minimal supervision. Demonstrates responsible behavior and
attention to detail.
Responds appropriately to supervision. Follows policy and cooperates with
supervisors.
Aligns behavior with the needs, priorities and goals
of the organization.
Encourages and facilitates cooperation, pride, trust
and group identity. Fosters commitment
and team spirit.
Expresses information to individuals or groups
effectively, taking into account the audience and nature of the
information. Listens to others and responds
appropriately.
EDUCATION, EXPERIENCE, AND SPECIAL QUALIFICATIONS
Experience equal to two years of full-time general
office work, one year of which must have involved secretarial or related
administrative support duties;
OR
post high school course work
in an accredited secretarial, business, or closely related curriculum may be
substituted for the required experience on a month-for-month basis;
OR
completion of thirty (30)
semester (or equivalent) hours of undergraduate college level course work may
be substituted for the one year of required general office experience;
OR
certification from the State of
OR
employees
with current continuous experience in the
state executive branch that includes the equivalent of one year of full-time
work as a Secretary 1.
ADDITIONAL QUALIFICATION
All positions require the ability to type at least 40 WPM
NET as demonstrated by the completion of a typing examination authorized by the
Iowa Department of Administrative Services – Human Resources Enterprise.
For designated positions the appointing authority,
with Iowa Department of Administrative Services – Human Resources Enterprise
prior approval, may request those applicants possessing a minimum of twelve
semester hours of education, six months of experience, or a combination of
both, or a specific certificate, license, or endorsement, or higher typing
skill, in the following areas:
025 fluency
in the American Sign Language (ASL) system
080 typing
score of 50 WPM NET or greater
081 typing
score of 60 WPM NET or greater
082 typing
score of 70 WPM NET or greater
652 spreadsheets
768 word
processing
930 legal
secretary
931 medical
secretary
Applicants
wishing to be considered for such designated positions must list applicable
course work, experience, certificate, license, or endorsement on the
application.
Effective
Date: 8/05 BK