Confidential Secretary - Legal Services

Job Vacancy Announcement: Confidential Secretary
Headquarters – Legal Services

Pay Grade – 14
Job Code - 60189

Job Description:

Provides advanced technical-level support and office administration to assigned functions or program areas (examples include proposed legislation, eligibility, division or department administration, etc.). Represents program, division or agency, provides information and assistance to internal and external customers, resolves issues and prepares research data. May serve as lead worker.

Job Responsibilities & Performance Standards:

1. Performs job responsibilities with minimal supervision

1. Arranges for necessary facilities, equipment and travel plans to meet needs of staff.
2. Attends meetings for/with the Manager and prepares reports that are clear, concise and accurately reflect the events of the meeting.
3. Researches meeting topics in advance and provides prompt and accurate information to inquiries from meeting participants concerning program or organizational issues, policies, rules and regulations.
4. Establishes and maintains well organized, easy-to-understand personal calendar system.

            5. Ensures that Unit telephones are answered during business hours, responds to inquiries, and refers calls to appropriate parties.

2. Serves as job expert or organization resource in assigned areas

1. Explains procedures and policies accurately and thoroughly and provides supplemental information as needed.
2. Collects pertinent information by reviewing related literature, agency guidelines, interviewing appropriate staff, etc.
3. Effectively organizes information in order to present conclusions to appropriate staff.
4. Demonstrates adequate knowledge and understanding of organizational and administrative operations, functions, programs, rules, regulations, policies and procedures.
5. Clearly and accurately conveys directives, assignments, instructions and information from the Manager to appropriate individuals.
6. Resolves or facilitates the resolution of problems and difficult situations in a courteous and professional manner.

3. Conducts extensive research to compile information needed to generate reports, complete projects and accurately respond to questions and concerns

1. Properly establishes the scope and objective of the research process.
2. Gathers, compiles and analyzes necessary data.
3. Prepares a thorough and accurate report of findings and analysis, making appropriate recommendations.
4. Provides adequate project leadership by clearly communicating objectives, priorities and activities and reviewing progress in meeting them.

4. Analyzes problems, questions, issues, etc. and develops and reports recommendations for resolving them

1. Effectively distributes workload and monitors completion.
2. Collaborates with the Manager and staff in the development of efficient delivery systems for all services within the office.

5. Assists the manager in organizing and executing routine activities and special projects

6. Documents (e.g. logs, posts, records, etc.) data/information such as organizational unit or program area work activity, purchasing, budget expenditures, program changes, and resource utilization Prepares reports and communications

7. May act as liaison with outside organizations (IRS, banks, vendors, creditors, and other agencies) to gather or report program-related information

8. Organizes and coordinates the efficient function of the program or agency

9. Plans and coordinates meetings, conferences, seminars and travel calendars

10. Provides program, administrative, and/or technical assistance to customers and staff

11. Researches and resolves detailed program or client issues/questions and prepares documents

12.Researches and/or resolves program or client issues or questions. May represent the manager in various matters

13. Reviews, processes, or issues licenses, applications, bylaws, reports, fees, intelligence data, etc.

Sample Technical Competencies:

1. Knowledge of agency rules, policies and procedures

2. Ability to use computer programs, calendar functions, and electronic research sources

3. Ability to handle multiple tasks at once and prioritize workload

4. Ability to provide support services to both internal and external customers

5. Ability to use proper judgment in selecting which issues to handle or re-direct

6. Ability to identify customer’s issues and provide satisfactory resolution

Entry Qualifications:

Bachelor's degree and one year of work related experience Or Four years of work related experience

Preferred Qualifications:

1. Knowledge and experience in the use of the Internet; E-mail; Microsoft Office Suite, particularly Word, PowerPoint, Excel and Access.

2. Successful experience providing administrative support for a unit that included dealing with issues, situations and documents of a sensitive and/or confidential nature.

3. Experience in an office setting with excellent customer service skills.

4. Experience composing and formatting correspondence and other documents.

5. Purchasing Experience, specifically E-procurement and purchasing card reconciliation.

6. Experience in the Leave Accounting System and DPS Roster.

7. Experience in the Concur Travel system; experience in travel arrangements

8. Experience in preparing meeting agendas

To apply, you must submit a State Employment Application and resume to the Human Resources Division by the close of business Thursday, March 13, 2014. Only applicants chosen for interview will be contacted. This is an unclassified position unless filled by a classified employee.