Job Specification
SECRETARY, BOARD/COMMISSION
DEFINITION:
Under direction, serves as the principal aide or assistant
and performs complex clerical and confidential secretarial
support duties related to the work of a board, commission,
committee, advisory council, or similar body; 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.
EXAMPLES OF WORK:
Prepares for meetings by making arrangements for time,
participants, location of meetings, distribution of copies of
agendas, and the assembly of background material for agenda items
to notify participants of the business and topics to be discussed
at meetings.
Coordinates exchange of information between board members,
staff, and applicants by selecting and organizing forms,
documents, and presentation of written information to assist
applicants with their requests or questions.
Writes summary of pertinent information from minutes of
meeting by extracting relevant and important information and
writing summary easily readable by others to preserve information
and promote information exchanges between persons needing the
information.
On own initiative, follows up on results of meetings by
notifying applicants or others of actions taken by board members
by contacting applicants by phone or letter to inform them of
official action taken or determination made.
From general instructions and delegated authority or on
one's own initiative, composes correspondence by answering
questions pertaining to procedures for filing and complying with
regulatory requirements for conducting business with a government
body or representatives (for example, permits and approvals,
presentation of documents, fee requirements) to relieve board and
other staff members of the more routine office activities.
Receives and reads incoming correspondence, documents,
or reports to screen those which can be handled personally and
to forward those requiring action by board members or other
staff members.
Reviews documents such as applications, permits, forms, and
outgoing correspondence to verify name and address or detect
missing or illegible entries to call to the attention of
applicant any conflict or discrepancy in file or to resolve any
procedural conflict.
Reviews information given on forms submitted by applicants
or contained in documents for completeness or accuracy by noting
where information is missing or inappropriate.
Clarifies information with persons submitting forms.
Adds, deletes, and corrects information to ensure that
required information is available to board members and staff
and is accurate and complete.
Confers with document originator or applicant or engineering
liaison personnel to resolve discrepancies in completeness of
document, (such as blueprints or drawings) and compiles required
changes to documents to meet procedural requirements.
Verifies applicant information in statements and on record
by requesting additional written information from public and
private sources or making telephone calls to ascertain the
accuracy of a situation or investigate discrepancies on record.
Reviews all typewritten material (for example, memoranda,
correspondence, reports) for proper signatures and other
information to ensure procedural and typographic accuracy.
Obtains information and organizes documents which may be
scattered in various local government offices and draws attention
to missing data so that members and other professionals (such as
engineers, or health or medical staff) may have necessary subject
information to make a decision.
Receives visitors and phone calls, ascertains the nature of
requests, personally provides information desired on procedural
matters of the office, and refers others to appropriate staff
members in order to take care of office business.
Posts information to records or computes, accounts for, and
compiles reports on monies collected for services to maintain
records of office activities for administrative purposes.
May take and/or transcribe minutes of meeting by ensuring
proper format, correct grammatical content, and inclusion of
facts in accord with prescribed procedures to maintain a
permanent and legal record of events and decisions by board
members.
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:
Two (2) years of clerical experience involving the
organization of office clerical processes and procedures or
as a secretary to an executive or administrative official in a
public or private organization.
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 current office methods, practices,
routines, machines, and equipment.
Knowledge of proper English, grammar, spelling, punctuation,
and required formats to type material in final form.
Ability to organize effectively the flow of complex clerical
processes and work in an office.
Ability to make arrangements for meetings with little
or no instructions.
Ability to locate and assemble information for various
reports and meetings.
Ability to compose correspondence.
Ability to comprehend and effectively communicate to
others the rules, regulations, and procedures applicable to the
work of the unit (for example, board or commission).
Ability to understand the work of the unit, (for example,
rules, regulations, and procedures) the role and relationships
of its components, and its relationship to other departments
and outside organizations after a period of training.
Ability to prepare in final form all types of narrative
summaries and reports from rough draft, notes, oral recordings
and so forth.
Ability to use reference sources such as technical
dictionaries and to ensure proper arrangement, grammatical
accuracy, and spelling of final copy.
Ability to organize complex clerical work by
establishing work flow, procedures, and priorities.
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: | | Job
Spec
Code | Variant | State,
Local or
Common | Class of
Service | Work
Week | State
Class
Code | Local
Class
Code | Salary
Range | Note | | 07419 | | L | C | | N/A | 07 | | - |
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.
1/08/1997 |
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