Executive Secretary (AG)

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General Summary

AG - Auditor General`s Office. This is executive secretarial work that includes duties of an administrative nature. 

Examples of Work Performed

• Maintains appointment calendar, prepares itineraries, and schedules meetings and conferences; informs participants of topics to be discussed and may provide them with background information.
• Processes, screens, and distributes incoming mail; prepares replies to routine correspondence for signature.
• Types correspondence, memos, reports, and other administrative forms.  May take dictation of confidential correspondence and official documents.  Reviews all typed materials for grammar, punctuation, and content.
• Serves as office receptionist; greets, announces, and routes visitors; answers and routes incoming calls.
• Coordinates and assists in the preparation of special reports.  Interprets rules, regulations, and policies; provides the information for the resolution of problems.
• Completes research assignments and projects as directed.
• Compiles and analyzes data for administrative decisions.
• Maintains files of office correspondence, research materials, and related information.
• Makes travel arrangements for staff and prepares travel vouchers.
• Maintains adequate office supplies for use by staff.
• Prepares local purchase orders and purchase requisitions.
• May direct and train secretarial and clerical employees in carrying out assignments.
• Performs other related duties as required.

Knowledge, Skills, and Abilities

• Knowledge of basic secretarial and office management skills.
• Knowledge of the legislative process.
• Knowledge of filing practices.
• Knowledge of personal computer programs.
• Skill in typing and in word processing.
• Ability to compose routine correspondence.
• Ability to independently carry out minor administrative functions and general office duties.
• Ability to organize files and other records.
• Ability to operate general office equipment.
• Ability to pay extreme attention to detail and review work for accuracy and quality of content.
• Ability to communicate effectively verbally and in writing and have strong interpersonal skills.
• Ability to handle confidential information.
• Ability to use correct spelling, punctuation, and grammar.
• Ability to organize work, follow and interpret instructions.
• Ability to work cooperatively as a team member and to contribute to the effective internal functioning of the operation.
• Ability to train others.
• Ability to supervise people.

Minimum Qualifications

• A high school diploma or its equivalent and two years of secretarial and/or clerical experience.
• Possession of a Certified Professional Secretary (CPS) Certificate can substitute for the required experience.
• College education can substitute at the rate of 30 semester or 45 quarter hours for each year of the required work experience.
• Vocational/technical training in an area of secretarial science or office/business studies can substitute at the rate of 720 classroom hours for each year of the required work experience.

Special Requirement

Ability to type at a rate of 50 correct words per minute and to proficiently use Microsoft Word

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