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Administrative Secretary

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Classification Details

Classification Details

Classification Title Administrative Secretary
Classification Code 175
FLSA Status Non-Exempt
FLSA Job Family

43-6014.00 – Secretaries and Administrative Assistants, Except Legal, Medical, and Executive

Range 913
Step 1
Beginning Hourly 11.973
Ending Hourly 18.219
Beginning Annual 24,903.84
Ending Annual 37,895.52

Position Details

Position Details

Classification Title Administrative Secretary
Job Code 175
Working Job Title Administrative Secretary
Position Number E0175Z
Position Type Regular Full Time
FLSA Status Non-Exempt
Brief Description

The purpose of this position is to provide administrative support for department activities and services. This is accomplished by answering the phone and taking messages, answering questions and providing assistance and information, processing requests for services, preparing reports and payment requests, gathering and preparing information for staff use, generating orders for services, coordinating related program activities, preparing meeting minutes, and completing related clerical tasks. Additional duties include processing documents, payments and invoices, entering data, maintaining inventories, opening and distributing mail, interacting with customers and vendors, filing, and maintaining department records.

Essential Functions

Overall Physical Strength Demands: (S) Sedentary: Exerting up to 10 lbs. occasionally or negligible weights frequently; sitting most of the time. (L) Light: Exerting up to 20 lbs. occasionally; 10 lbs. frequently; or negligible amounts constantly; OR requires walking or standing to a significant degree. (M) Medium: Exerting 20-50 lbs. occasionally; 10-25 lbs. frequently; or up to 10 lbs. constantly. (H) Heavy: Exerting 50-100 lbs. occasionally; 10-25 lbs. frequently; or up to 10-20 lbs. constantly. (V) Very Heavy: Exerting over 100 lbs. occasionally; 50-100 lbs. frequently; or up to 20-50 lbs. constantly.

Essential Functions

Essential Function

Assists callers by answering the phone, taking messages, and referring callers to the appropriate department or individual.

Code Sedentary
Essential Function

Completes and distributes department documents by compiling and reviewing information, presenting information for review and approval, completing reports and distributing to appropriate departments or parties.

Code Sedentary
Essential Function

Maintains department inventories by reviewing items on hand, assisting with purchases, and ordering general supplies.

Code Sedentary
Essential Function

Provides budget assistance by maintaining budget records, tracking spending and invoices, assigning account numbers to invoices, maintaining inventories, completing requests for purchases, and reconciling accounts.

Code Sedentary
Essential Function

Provides clerical support by assisting patrons or customers, providing general or specific information, processing requests for services, researching information, compiling information, maintaining general office records which could include time and attendance, processing the mail, and assisting with other services.

Code Sedentary

Job Requirements

Formal Education

Work requires knowledge of a specific vocational, administrative, or technical nature that may be obtained with six months/one year of advanced study or training past the high school equivalency. Junior college, vocational, business, and technical or correspondence schools are likely sources. Appropriate certification may be awarded upon satisfactory completion of advanced study or training.

Experience

Under and including one year

Supervision

Work requires the occasional direction of helpers, assistants, seasonal employees, interns, volunteers or temporary employees.

Human Collaboration Skills

Work may require providing advice to others outside direct reporting relationships on specific problems or general policies. Contacts may require the consideration of different points of view to reach agreement. Elements of persuasion may be necessary to gain cooperation and acceptance of ideas.

Freedom to Act

Receives Direction: The employee normally performs the duty assignment after receiving general instructions as to methods, procedures, and desired end results. There is some opportunity for discretion when making selections among a few, easily identifiable choices. The assignment is usually reviewed upon completion.

Technical Skills

Basic: Work requires the use of standard technical skills appropriate to the work environment of the organization.

Budget Responsibility

This position has no budgetary responsibility

Reading

Intermediate – Ability to read papers, periodicals, journals, manuals, dictionaries, thesauruses, and encyclopedias. Ordinarily, such education is obtained in high school up to college. However, it may be obtained from experience and self-study.

Math

Intermediate – Ability to deal with system of real numbers; practical application of fractions, percentages, ratios/proportions and measurement. Ordinarily, such education is obtained in high school up to college. However, it may be obtained from experience and self-study.

Writing

Intermediate – Ability to write reports, prepare business letters, expositions, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech. Ordinarily, such education is obtained in high school up to college. However, it may be obtained from experience and self-study.

Certification & Other Requirements

Pre-employment test keyboarding minimum score of 40 wpm, 10-key skills, Excel and Word.

Driver's License Yes
Type of License C
Endorsements
FLSA Job Family

43-6014.00 – Secretaries and Administrative Assistants, Except Legal, Medical, and Executive

Physical Demands

Overall Physical Strength Demands

(S) Sedentary: Exerting up to 10 lbs. occasionally or negligible weights frequently; sitting most of the time. (L) Light: Exerting up to 20 lbs. occasionally; 10 lbs. frequently; or negligible amounts constantly; OR requires walking or standing to a significant degree. (M) Medium: Exerting 20-50 lbs. occasionally; 10-25 lbs. frequently; or up to 10 lbs. constantly. (H) Heavy: Exerting 50-100 lbs. occasionally; 10-25 lbs. frequently; or up to 10-20 lbs. constantly. (V) Very Heavy: Exerting over 100 lbs. occasionally; 50-100 lbs. frequently; or up to 20-50 lbs. constantly.

Physical strength for this position S

Physical Demands

(C) Continuously: 2/3 or more of the time. (F) Frequently: From 1/3 to 2/3 of the time. (O) Occasionally: Up to 1/3 of the time. (R) Rarely: Less than 1 hour per week. (N) Never: Never occurs. Note: This is intended as a description of the way the job is currently performed. It does not address the potential for accommodation.

Standing Communicating with co-workers, Observing work duties, Observing work site, Making presentations
Standing Frequency O
Fine Dexterity Telephone keypad, Computer keyboard, Calibrating equipment
Fine Dexterity Frequency C
Walking To other departments/offices/office equipment, Around work site
Walking Frequency F
Lifting Supplies, Equipment, Files
Lifting Frequency O
Carrying Supplies, Equipment, Files
Carrying Frequency O
Sitting Desk Work, Meetings, Driving
Sitting Frequency C
Reaching For supplies and files
Reaching Frequency O
Handling Paperwork
Handling Frequency C
Kneeling Filing in lowerdrawers, Retrieving items from lower shelves/ground
Kneeling Frequency R
Crawling None
Crawling Frequency N
Pushing/Pulling File drawers, Tables and chairs, Equipment
Pushing/Pulling Frequency O
Climbing Stairs, Ladder, Step stool, Onto Equipment
Climbing Frequency O
Vision Reading, Computer Screen, Observing worksite, Driving
Vision Frequency C
Foot Controls Driving
Foot Controls Frequency O
Balancing None
Balancing Frequency N
Bending Filing in lower drawers, Retrieving items from lower shelves/ground, Making repairs
Bending Frequency O
Crouching None
Crouching Frequency N
Hearing Communicating via telephone/radio, to co-workers/public, listening to equipment
Hearing Frequency C
Twisting From computer to telephone, Getting inside vehicle
Twisting Frequency R
Talking Communicating via telephone/radio, to co-workers/public
Talking Frequency C
Other (specified if applicable): None
Other Frequency N

Additional Information

Machines, Tools, Equipment, Software, and Hardware

Machines, Tools, Equipment, Software, and Hardware:

Computers, printers and related software, copier, fax machine, check signing equipment.

Computers, printers and related software, copier, fax machine

Environmental Factors

(D) Daily (W) Several Times Per Week (M) Several Times Per Month (S) Seasonally (N) Never

Extreme Temperatures N
Wetness/Humidity N
Respiratory Hazards N
Noise and Vibration N
Physical Hazards N

Health and Safety Factors

(C) Continuously (F) Frequently (O) Occasionally (R) Rarely (N) Never

Mechanical Hazards N
Chemical Hazards N
Electrical Hazards N
Fire Hazards N
Explosives N
Communicable Diseases N
Physical Danger or Abuse N
Other (see below)
Other Health and Safety Factor NA
Protective Equipment Required

None

Non-Physical Demands

Description of Non-Physical Demands: (F) Frequently: From 1/3 to 2/3 of the time. (O) Occasionally: Up to 1/3 of the time. (R) Rarely: Less than 1 hour per week. (N) Never: Never occurs.

Time Pressure F
Frequent Change of Tasks F
Performing Multiple Tasks Simultaneously F
Tedious or Exacting Work O
Noisy/Distracting Environment O
Emergency Situation R
Irregular Work Schedule/Overtime R
Working Closely with Others as Part of a Team F
Other (see below) N
Other Non-Physical Demand

NA

Work Location

Primary Work Location

Office Environment

Secondary Work Location