SECRETARIAL ASSISTANT

 DEFINITION:

 Under direction, acts as a personal secretary or aide to the head of
 an established division and performs complex and responsible clerical
 work of a varied nature requiring thorough knowledge of the rules and
 regulations of the division; in addition, may assign and supervise the
 work of the clerical staff of the unit; does related work as required.

 NOTE: The definition and examples of work for this title are for
 illustrative purposes only. A particular position using this title may
 not perform all duties listed in this job specification. Conversely,
 all duties performed on the job may not be listed.

  NOTE: Appointments may be made to positions requiring bilingual skills.

 05132 - Bilingual in Spanish and English
 SPECIAL SKILL
 Applicants must be able to read, write, speak, understand, or communicate 
 in Spanish and English sufficiently to perform the duties of this position.

 EXAMPLES OF WORK:

 Reviews, sorts, and routes incoming correspondence and personally
 prepares letters on routine matters which may not be signed or
 reviewed by the administrative official entailing a comprehensive
 knowledge of division programs, objectives, standards, policies, and
 procedures.

 Sees that pertinent material is obtained from the files and other
 sources, arranges it in usable form, and prepares memoranda and
 summaries as required.

 Acts to relieve the official of detail by providing information to those 
 requesting it including division personnel, representatives of state, 
 local, and other groups, organizations and agencies, and to the
 general public in accord with established policy.

 May interview callers at the office.

 Maintains a schedule of appointments and the daily engagement 
 calendar of the executive official.

 Prepares agenda of meetings and takes and puts into official form the
 minutes of meetings.

 Makes arrangements to speaking engagements, travel arrangements,
 hearings, conferences, and meetings.

 Assembles statistical and other materials required for reports,
 memoranda, and speeches.

 Maintains mailing lists in current condition.

 Prepares statistical or other needed reports.

 Maintains confidential personal correspondence, follow up, and other
 records and files.

 Plans, organizes, directs, and reviews the work of subordinate
 employees.

 Will be required to learn to utilize various types of electronic and/or 
 manual recording and computerized information systems used by
 the agency, office, or related units.

 REQUIREMENTS:

 EXPERIENCE:

  Four (4) years of experience in clerical work.

 NOTE: Successful completion of a two-year college level
 course in secretarial science may be substituted for two (2) years of
 the above experience.

 LICENSE:

 Appointees will be required to possess a driver's license valid 
 in New Jersey only if the operation of a vehicle, rather than
 employee mobility, is necessary to perform the essential duties 
 of the position.

 KNOWLEDGE AND ABILITIES:

 Knowledge of office methods, practices, and equipment.

 Knowledge of the internal organization and established policies,
 procedures, and regulations relative to the work of the unit after a
 period of training.

 Knowledge of the problems involved in the formulation of effective
 policies and procedures for the office and other clerical and related
 operations.

 Ability to perform highly complex clerical tasks.

 Ability to prepare and supervise preparation of statistical and other
 reports containing findings, conclusions, and recommendations.

 Ability to supervise the establishment and maintenance of records 
 and files.

 Ability to comprehend complex office procedures, rules, and
 regulations.

 Ability to organize assigned work and develop effective work methods.

 Ability to give suitable assignments and instructions to individuals
 and groups.

 Ability to prepare and supervise the preparation of suitable reports.

 Ability to learn to utilize various types of electronic and/or manual
 recording and information systems used by the agency, office, or
 related units.

 Ability to read, write, speak, understand, or communicate in English
 sufficiently to perform the duties of this position. American Sign
 Language or Braille may also be considered as acceptable forms of
 communication.

 Persons with mental or physical disabilities are eligible as long as
 they can perform the essential functions of the job after reasonable
 accommodation is made to their known limitations. If the accommodation
 cannot be made because it would cause the employer undue hardship,
 such persons may not be eligible.


This job specification is applicable to the following title code(s) which
are different work week or work month and/or variants of the job class title:
Job
Spec
Code
Variant
State,
Local or
Common
Class of
Service
Work
Week
State
Class
Code
Local
Class
Code
Salary
Range
Note
03127
L
C
  
N/A
12
-
05132
Bilingual In Spanish And English
L
C
  
N/A
12
-

This job specification is for local government use only.
Salary range is only applicable to state government.
Local salaries are established by individual local jurisdictions.

10/08/1996