CLERICAL POSITIONS: Secretary and Office Assistant
A Secretary is delegated to facilitate workflow, coordination and management controls, and relationships with others both within and outside the organization based on a knowledge of the attitudes, views, policies, and style of operation of the individual served. Duties performed invariably include telephone and receptionist duties; keeping a calendar for the manager/administrator, and scheduling appointments and conferences; performing liaison duties between the manager/ administrator and his/her other subordinates, and other offices; receiving and distributing incoming mail and preparing replies; arranging for and recording the proceedings of conferences; channeling and reviewing outgoing mail; maintaining records and files; making travel arrangements for the manager/administrator and other staff; and performing various minor administrative and clerical duties related to the operation of the office of the manager/administrator. The performance of stenographic and typing services for the manager/administrator is typical of a Secretary, but their absence does not exclude a position from this series provided that the position has the primary characteristic of being a trusted personal assistant performing duties auxiliary to the work of the manager or administrator served. Supervision of others is normally included but does not typically involve a major portion of the working time.
An Office Assistant functions primarily by performing a variety of clerical support services. Services provided and duties performed range from simple, routine tasks (e.g., sorting, filing, retrieving, duplicating, mailing, posting, and processing paper and electronic data and records; counting, tallying, compiling, verifying, and/or correcting information) to more involved activities (e.g., providing information and assistance to others about services available and/or applicable policies and procedures; assisting customers with access to services, screening calls, and visitors; scheduling meetings; ordering and maintaining office supplies and equipment; preparing a variety of documents using word processing, spreadsheet, and other office equipment and technologies; supervising and performing other clerical activities in support of the day-to-day operations of a work unit).