Job Title: Secretary

 

Job Description: According to Michigan Department of Civil Service, a secretary has to “coordinate office activities and perform secretarial assignments for professional or management staff in support of the on-going operations of the office. Secretarial assignments include such duties as office coordination, scheduling meetings, preparing and maintaining office records, reports, and correspondence pertaining to the professional(s)'s and/or management staff's area of responsibility.”

 

Job specifications: According to Michigan Department of Civil Service are as follows:

 

●        Composes and types routine letters, memoranda, reports, minutes of meetings, scientific or technical material, numerical data, charts and forms.

 

●        Receives and screens visitors and telephone calls, takes messages, schedules appointments for professional(s) and/or management staff and provides information to callers requiring knowledge of agency's operations, supervisor's point of view, and the interpretation and application of policies and procedures.

 

●        Schedules and arranges meetings and conferences for professional(s) and/or management staff and notifies interested parties; makes travel reservations as needed.

 

●        Proofreads and corrects prepared materials for correct grammar, format, completeness, and content.

 

●        Establishes and maintains office files, logs, indexes, control records, or other information concerning the work under the supervisor's control.

 

●        Enters, retrieves, updates, verifies, and deletes information from electronic files.

 

●        Takes recordings of meetings.

 

●        Sorts, opens, and distributes incoming mail to staff; associates incoming correspondence with files or related materials needed for meetings, correspondence, and reports.

 

●        Maintains confidentiality of documents and information received.

 

●        Keeps informed of office details and advises management of problems.

 

●        Assists in the preparation of budgets and financial reports; prepares and monitors timekeeping and other personnel records.

 

●        Determines needs and orders office supplies, equipment, repair and maintenance services through agency channels.

 

●        Operates standard office equipment.

 

●        Performs related work as assigned.

 

Span of control: no one.