Private Secretary I - Office of Fiscal Services

**Salary Range:** Private Secretary I, SR-20: $5,133.00 per month 1. Receives telephone calls and personal callers and determines the identity and nature of the call; determines which calls and callers must be directed to the official served, can be referred elsewhere or handled personally; tactfully holds calls and personal callers to brief the official served on the background and obtain required information; 2. Makes all arrangements for conferences including informing participants of topics to be discussed and providing background information, attending and taking notes, preparing summary accounts with emphasis on commitments made and developments of concern to the official served and his/her other staff, and duplicating and distributing handout material and summaries of the meeting; 3. Receives incoming mail, maintains control records on incoming correspondence and action documents, and follows up on work in process to insure timely reply or action; 4. Reads outgoing correspondence for procedural and grammatical accuracy, conformance with general policy, factual correctness and adequacy of treatment, and calls any deviations or inadequacies to the attention of the writer or more rarely to the official served; 5. Keeps the calendar of the official served and schedules appointments and conferences without prior clearance, seeing that the official served is fully briefed on the matters to be considered before the scheduled meetings; 6. Drafts letters of acknowledgement, commendation, notification, etc., on own initiative; 7. Interviews and makes selection of stenographic and other clerical employees in the immediate office, makes assignments, schedules relief and lunch hour coverage, arranges overtime work as necessary, etc.; 8. Insures that official, social obligations are met such as arranging luncheons, issuing invitations or notices, arranging seating, assuring invitation and presence of guest speakers, etc.; 9. Obtains specialized information for the official served from technical sources outside the agency or from diverse or numerous documents and organizes the material so as to facilitate focus on most important parts; 10. Observes need for administrative or procedural notices and instructions, prepares drafts of necessary issuances, and distributes and explains notices and instructions to appropriate staff; 11. Devises and installs office procedures; 12. May operate a typewriter, word processor or personal computer to type correspondence, reports and other materials; 13. May take and transcribe dictation by shorthand, speedwriting or stenotype of correspondence, reports and other materials. **Experience Requirement****:** Except for the substitutions provided for in this specification, applicants must have had the kind, amount and quality of experience described in the following paragraphs: General Experience: One-half year of work experience which involved performance of tasks which demonstrated knowledge of English grammar, spelling and arithmetic; and the ability to read and understand oral and written instructions, and speak and write simply and directly. Specialized Clerical Experience: Two years of progressively responsible typing, stenographic and/or substantive clerical work experience which demonstrated possession of, in addition to the knowledge and abilities noted under General Experience, knowledge of common office appliances and equipment and the ability to carry out procedures in clerical work systems and to perform secretarial-type tasks including, but not limited to, several of the following: Serving as telephone and walk-in receptionist; maintaining a system of files; making travel arrangements; composing correspondence; obtaining and presenting information from files; routing correspondence; reviewing out-going correspondence for format, grammar, spelling and typography; maintaining a log of pending work; etc. Secretarial Experience: In addition to the above General and Specialized Clerical Experie…