Class Title: Special Assistant - Office and Clerical
Title Code: 9875
Overtime Code: 2


This is a highly responsible secretarial position privy to confidential and policy matters directly responsible to a Designated Principal Assistant or above as delegated and whose primary duty is to perform a variety of clerical tasks. This is a clerical support, keyboard classification whose primary duty is to support all administrative functions and assist in the efficient operation of the division of which it is assigned. Employees in this classification may supervise clerical assistants engaged in routine office details. These employees can be expected to exercise limited independent judgment and action with regard to making frequent decisions in accordance with departmental practices and policies. These employees can also be expected to perform a variety of administrative staff assignments and to exercise considerable initiative in doing so. These employees can also expect to have regular contact with all levels of staff, public, and staff from other government agencies. Work assignments are generally received in written or verbal form. Work is reviewed daily.

(Any one position may not include all of the duties listed nor do the listed examples include all tasks which may be found in positions of this class.)

Job Duties:

Public and Staff Relations
Develop and maintain positive relationships with the public and fellow workers in order to advance department goals and minimize negative feedback.
Meet with administrative superiors to keep them informed of problems, progress, and issues concerning assignments and projects.
Adhere to all laws, rules, and policies in order to demonstrate support of government and administrative systems and appropriate leadership qualities.
Conduct new employee orientation.

Process monthly expenditures.
Process invoices.
Type documents in order to relay information and respond to requests.
Compose correspondence in order to answer routine requests.
Answer phone in order to transfer calls to appropriate staff.
Open, stamp, and sort mail for delivery to appropriate person or unit.
Administer applicant testing for department.
Update and distribute job specifications, organization charts, and employee directories departmentwide.
Mail documents or correspondence in order to respond to requests and to obtain signatures.
File documents for retrieval at a later date.
Retrieve documents for delivery to appropriate person.
Distribute documents to processing areas.
Proofread correspondence or documents in order to correct errors.
Purchase or order inventory items in order to maintain inventory supply.
Verify and distribute incoming inventory items in order to maintain accurate records.
Notify appropriate persons or units in order to schedule meetings.
Photocopy documents in order to prepare for processing.
Explain policies and procedures to staff or public in person or by telephone in order to provide public service or convey information.
Reserve rooms or equipment in order to prepare for meetings.
Record and distribute meeting minutes.
Make and confirm transportation or lodging reservations.
Maintain accurate manuals, binder, and files.
Use tact and discretion in order to protect and maintain confidentiality.
Prepare correspondence or documents for signature.
Complete forms in order to prepare for processing.
Check for signatures and notarizations in order to prepare for further processing.
Screen phone calls to determine caller, nature of the call, and/or provide assistance.
Screen incoming mail in order to prepare response or refer to appropriate person.
Schedule appointments and meetings in order to maintain accurate calendar, accommodating others as much as possible without conflict and confusion.
Inform or remind administrative superior of meeting times and location to ensure timely attendance.
Review mail on computer and transfer or respond to it.
Retrieve and remove files in order to create space and to send to records retention.
Sort forms and documents in order to prepare for distribution to appropriate person or unit.
Schedule projects and production in order to meet established priorities in a timely manner.
Write guidelines and procedures for procedures manual.

Reports and Recordkeeping
Examine time summaries in order to verify accuracy of leave balances.
Compile information in order to write articles, assemble reports, and assist staff in completing their assignments.
Maintain records on hours of work, leave use, and payroll to ensure correct records and payment.

Information and Communication
Attend meetings in order to convey or receive information or data and to solve problems or generate solutions.
Notify appropriate person or unit in order to report office problems or repair needs.
Make phone calls in order to relay or obtain information.

Key Skills:
Review job duties for skills needed

Minimum Qualifications:

Applicants must meet one of the following eligibility requirements:

Knowledge, skills, and abilities necessary to type/word process, edit, and proof business correspondence and prepare reports.
Five or more years experience in an administrative position utilizing the ability to operate basic office machines.
Working knowledge of Microsoft Office and public relations skills.

Additional Desired Qualifications
College-level or other advanced training in secretarial procedures.

Revised 06/2009