STATE OF NEW HAMPSHIRE
HUMAN RESOURCES
CLASSIFICATION: SECRETARY I
Class Code: 8090-07
Date Established: 7-1-92
Occupational Code: 1-2-4
Date of Last Revision: 12-28-01
BASIC PURPOSE: To perform clerical and secretarial
duties for a specified organizational unit according to standardized work
procedures.
CHARACTERISTIC DUTIES AND RESPONSIBILITIES:
·
Performs secretarial
duties such as using a word processor or typewriter to prepare routine
correspondence and reports from rough copy.
·
Answers telephone
calls and provides standard information or routes calls to appropriate
personnel; receives, opens, sorts and distributes incoming mail.
·
Transcribes dictation
to type routine letters or memoranda.
·
Prepares agendas for
meetings, takes minutes of meetings, and types notes for distribution.
·
Receives and checks
office supplies against requisitions, dispenses materials and keeps simple
inventory records.
·
Maintains filing
systems and categorizes items according to established filing system.
·
Operates photocopying
machine and distributes copied documents as necessary.
·
Assists other support
staff in performing routine support functions when required.
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DISTINGUISHING FACTORS:
Skill: Requires skill in applying instructions
to accomplish different job functions OR in operating machines for a variety of
different purposes.
Knowledge: Requires understanding and using
business or trades vocabulary or basic arithmetic to perform standard operating
procedures.
Impact: Requires responsibility for
contributing to agency objectives by ensuring the accuracy of support
activities within one or more organizational units. Errors at this level affect the work of others or have
measurable monetary consequences, and require verification and correction in
order to complete succeeding work operations.
Supervision: Requires no supervision of employees or
functions.
Working Conditions: Requires performing regular job
functions under good conditions in a safe working environment.
Physical Demands: Requires sedentary work, including
continuous sitting or occasional standing and walking.
Communication: Requires obtaining and exchanging
information, referring inquiries to the appropriate source, or responding to
questions from state employees or members of the general public.
Complexity: Requires a combination of job functions
using minimal judgment to perform a variety of job tasks according to clearly
prescribed standard practices and procedures.
Independent Action: Requires making a limited number of
choices in selecting among alternative courses of action under supervisory
guidance and in performing job functions according to a variety of prescribed
policies or procedures.
MINIMUM QUALIFICATIONS:
Education: Completion of high school, G.E.D. or
its equivalent, including courses
in office procedures, word processing, or typing. Each additional year of approved formal education may be
substituted for one year of required work experience.
Experience: One year's experience in a secretarial
position at the level of Secretary Trainee or its equivalent.
License/Certification: None required.
SPECIAL REQUIREMENTS:
For appointment
consideration, Secretary I applicants must successfully participate in a
written examination and straight copy typing exercise. These examinations measure possession
of knowledge, skills and abilities identified as necessary for satisfactory job
performance by this class specification.
RECOMMENDED WORK TRAITS: Knowledge of modern office equipment
and methods of operation.
Knowledge of business English, English grammar, spelling and arithmetic. Knowledge of office practices and
procedures. Skill in typing from
transcription equipment. Ability
to maintain fiscal or agency records and prepare reports from such
records. Ability to make
arithmetical computations and tabulations accurately and with reasonable
speed. Ability to establish and
maintain effective working relationships with the public and other
employees. Must be willing to
maintain appearance appropriate to assigned duties and responsibilities as
determined by the agency appointing authority.
DISCLAIMER STATEMENT: This class specification is descriptive
of general duties and is not intended to list every specific function of this
class title.
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