Executive Secretary (Exempt)

Job Description

Under the general instruction of an Agency head/Commissioner, this is highly responsible secretarial work in the executive office.

An employee in this class has personal responsibility for secretarial, clerical, and administrative duties in connection with the management of the executive office. Handles and maintains confidential information and is privy to highly confidential and sensitive information. Incumbent proceeds with independence in performing the duties required to expedite the work of the executive office.

Performance of work is in accordance with established policies and procedures, laws, rules, and regulations. Supervision received takes the form of discussions, conferences, and review and analysis of reports submitted.Acts as confidential secretary to the Agency head.
Prepares a variety of reports and correspondence for the signature of the Agency head.
Takes and transcribes dictation, involving various correspondence and reports.
Directs the mail flow and ensures the proper distribution to and from the Department Acts as receptionist, schedules appointments and arranges meetings for the Commissioner. Performs special assignments, studies and routine administrative functions as specifically directed.
Maintains the Commissioner’s calendar and makes appointments per instructions.
Keeps the Commissioner abreast of scheduled appointments.
Maintains records of correspondence, takes appropriate action, and provides follow-up as needed.
Provides supervision to lower-level subordinate clerical staff to include the assignment of work and review for accuracy and completeness.
Assembles, copies, and provides summary of information from files and documents in the office or other available sources as needed.
Plans and organizes travel arrangements, visitors schedule, prepare the confirmation notification and submits travel vouchers upon return to office.
Plans and organizes arrangement to attend conferences, training, meetings, and prepares all notifications required inclusive of a schedule of the venue and confirmations to be shared with all appropriate personnel.
Establishes and maintains subject-matter files regarding the work under their supervision; exercises initiative in establishing or revising files, to meet current needs and demands for the material.
Prepares letters of acknowledgement for incoming action mail.
Reads incoming correspondence and screens out those items which can be handled and forwards the rest to supervisor or subordinates together with necessary background material.
Drafts and signs reply to general inquiries and maintains appropriate folder of all activities.
Takes minutes of meetings and conferences, in shorthand; transcribes same, and prepares official typewritten reports, for future reference.
Performs other related duties as assigned.Associate degree in Business Administration, Public administration or related field from an accredited college or university, supplemented by four (4) years of employment in a stenographic secretarial or administrative capacity.                              
                                                                                                                            OR                        
An equivalent combination of the above education, training and experience supplemented by six (6) years of employment in a secretarial or administrative capacity not below the completion of 12th grade.FACTOR 1- KNOWLEDGE REQUIRED BY THE POSITION
Knowledge of secretarial practices and principles.
Knowledge of basic mathematics.
Knowledge of the practices and techniques of office management.
Knowledge of the practices and techniques of business and/or public administration.
Knowledge of the practices and principles of shorthand.
Skill as a Stenographer and Typist.
Skill in computer applications, MS Office Suite.
Ability to assign and supervise the work of subordinates.
Ability to take and transcribe dictation.
Ability to consolidate monthly, annually, and budgetary reports.
Ability to express oneself, clearly and concisely, orally and in writing.
Ability to assemble and summarize information from files and documents.
Ability to establish and maintain subject-matter files.
Ability to establish and maintain effective working relationships with all persons contacted during work.

FACTOR 2- SUPERVISORY CONTROLS
Work is performed under the direct supervision of the Agency head. Supervision may be exercised over clerical or assigned office staff.

FACTOR 3- GUIDELINES
Guidelines include V.I. Codes, Acts, policies and procedures, rules and regulations, and manuals.

FACTOR 4- COMPLEXITY
Work involves the planning and performing of a wide range of tasks. Incumbent must interpret rules, regulations, policies, and procedures, and use initiative and personal judgment in the performance of work.

FACTOR 5- SCOPE AND EFFECT
The purpose of work is to provide support and assistance to the Agency head or designee in all administrative functions.

FACTOR 6- PERSONAL CONTACTS
Contacts are Agency head, managers, employees within the department and other departments via telephone, memos, and meetings, or direct contact.

FACTOR 7- PURPOSE OF CONTACTS
Contacts are made to obtain and exchange information and to discuss issues that are pertinent to the efficient operation of the Department.

FACTOR 8- PHYSICAL DEMANDS
Work is primarily sedentary in nature, but frequently requires light effort.

FACTOR 9- WORK ENVIRONMENT
Work is performed in an air-conditioned office setting.