Job Details

Salary Range:

1. Receives telephone and personal callers, screens those which can be handled by other subordinates of the supervisor or other offices, and tactfully makes referrals as appropriate.
2. Personally takes care of many matters and questions from callers including answering substantive questions not requiring professional research or detailed technical knowledge.
3. Keeps the supervisor's calendar and schedules appointments and conferences without prior clearance, seeing that the supervisor is fully briefed on the matters to be considered before scheduled meetings.
4. Receives requests for statistical or informative material concerning the programs which can be assembled from the files and records, advises when the material can be furnished, and prepares it personally or follows up to see that it is prepared within the specified time by the supervisor's staff.
5. Makes necessary arrangements for conferences including space, time, people, etc., assembles background for the supervisor, attends meetings and prepares reports of the proceedings.
6. Receives and reads incoming correspondence, reports, instructions, etc., and screens out those that can be personally handled by drafting replies to general inquiries not requiring a detailed technical knowledge of the programs, relaying instructions to subordinate office, collecting data, preparing reports for higher echelons or otherwise acting on requests concerning procedural or administrative requirements.
7. Maintains control records on incoming correspondence and action documents and follows up on work in process to insure timely reply or action.
8. Reads outgoing correspondence for procedural and grammatical accuracy, conformance with general policy, factual correctness and adequacy of treatment, and calls any deviations or inadequacies to the attention of the writer or more rarely to the supervisor.
9. Assists the supervisor's other subordinates in the procedural aspects of expediting the work of the office, including such matters as shifting clerical help in subordinate offices to take care of fluctuating workload, explaining and guiding implementation of the supervisor's instructions concerning procedures, explaining report requirements and arranging with professional and technical staff for the collection and submission of data for assembly into general reports of the total work of the office, etc.
10. Informs and instructs officials, technicians and lower-grade clerical personnel in the office concerning established procedures for the preparation and clearance of correspondence, action documents and the like.
11. Informs the supervisor on such matters as procedures in the clearance of memoranda, past practices with respect to various reports, the general nature and history of miscellaneous recurring items, and the sources from whom the supervisor can obtain a quick explanation of various matters.
12. May operate a typewriter to type correspondence, reports or other materials.
13. May take and transcribe dictation of correspondence, reports and other materials.

Experience Requirements: Except for the substitutions provided for in this specification, applicants must have had work experience of the kind and quality described below and in the amounts shown in the following table:

Substitutions Allowed: Any combination of work experience and/or education, although not cited elsewhere in this specification, which clearly demonstrates the applicant's possession of knowledge, skills and abilities comparable in quality and quantity to that described in this specification may be accepted as satisfying a portion or all of the minimum qualification requirements.

Substitution of Education for Experience:

1. Graduation from high school with courses in basic English and arithmetic may be substituted for the six months of General Clerical Experience.

2. Successful completion of a substantially full-time equivalent clerical, stenographic or secretarial curriculum leading to a degree or diploma at an accredited community college, business or technical school which included courses in business English, arithmetic, office clerical procedures, and office machines will be deemed equivalent to one year of Specialized Clerical Experience.

3. Partial completion of a substantially full-time equivalent clerical, stenographic or secretarial curriculum at an accredited community college, business or technical school which included courses in business English, arithmetic, office clerical procedures, and office machines will be substituted for the Specialized Clerical Experience on a month-for-month basis.

4. Education in an accredited university in a baccalaureate program may be substituted for the Specialized Clerical Experience, on the basis of fifteen semester hours for six months of experience, up to a maximum of one year provided it included at least two or more courses such as: human relations in business, business correspondence or communications, principles of management, personnel management relations, office management, business administration, etc.

1. A copy of the applicant's TA History Report or equivalent system-generated report;

2. A signed letter from the applicant's supervisor that includes the applicant's name, his/her TA job title, the TA start and end dates (from mm/yy to mm/yy), his/her specific TA duties performed, and either the TA hours worked per week or total TA hours worked; or,

3. Copies of the applicant's signed SF-10 Forms.