ADMINISTRATIVE SECRETARY - 07152025-69450

Job Information

LOCATION OF (1) POSITION(S) TO BE FILLED: DEPARTMENT OF CORRECTION, PROBATION AND PAROLE FIELD SUPERVISION DIVISION, SUMNER COUNTY

A Motor Vehicle Records screening will be conducted prior to employment.

This position requires a criminal background check. Therefore, you may be required to provide information about your criminal history in order to be considered for this position.

Qualifications

Education and Experience: Education equivalent to graduation from a standard high school and experience equivalent to two years of increasingly responsible full-time secretarial or office clerical work.

Necessary Special Qualifications: Applicants for this class may be required to:

1. Complete a criminal history disclosure form in a manner approved by the appointing authority.
2. Agree to release all records involving their criminal history to the appointing authority.
3. Supply a fingerprint sample prescribed by the TBI based criminal history records clerk.

Overview

Under general supervision, is responsible for secretarial work of average difficulty; and performs related work as required. This is the highest class in the general secretary sub-series. An employee in this class applies secretarial science techniques to assist an executive in the management of time and in the handling of administrative detail. This class differs from Secretary in that an incumbent of the latter performs work of less scope and complexity and has less responsibility for records and reports. This class differs from those in the Executive Secretary class in that incumbents of the latter have greater responsibility in areas of interpretation and enforcement of secretarial procedures, personal contacts, application of the theory and practice of secretarial science at an advanced level, and performance work of greater scope and complexity.

Responsibilities

1. Performs a variety of routine clerical functions such as compiling/assembling information for dissemination. Types a variety of material of narrative, tabular, statistical and other nature including correspondence, memoranda, abstracts, articles, business, case, legal, medical, and other items.
2. Answers questions to provide assistance and direction regarding policies, procedures, and agency information.
3. Contacts outside agencies for reference data to ensure accuracy of settlements; researches past purchase orders, contracts, and other items as requested; and contacts vendors for price quotes.
4. Audits employee time sheets and business relevant documents for accuracy and completeness.
5. Monitors reports and databases, employee requisition lists for hiring process, outstanding purchasing and requisition orders, inventory levels of standard office supplies, and office equipment.
6. Communicates by telephone, e-mail, or personal contact. Provides polite and effective customer service to all individuals that contact the agency.

Competencies (KSA's)

Competencies:

1. Manages Ambiguity
2. Manages Complexity
3. Action Oriented
4. Plans and Aligns
5. Resourcefulness

Knowledge:

1. Clerical
2. Customer and Personal Service

1. Active Learning and Listening
2. Speaking
3. Reading Comprehension
4. Service Orientation
5. Time Management

1. Written Comprehension
2. Speech Recognition

Tools & Equipment

1. Personal Computer
2. Telephone
3. Copy Machine
4. Scanner
5. Calculator