What are the responsibilities and job description for the SECRETARY - 01192023-41969 position at State of Tennessee?
Job Information
State of Tennessee Job Information
Opening Date/Time
Thur 01/19/2023 12:00AM Central Time
Closing Date/Time
Wed 01/25/2023 11:59PM Central Time
Salary (Monthly)
$2,825.00 - $4,225.00
Salary (Annually)
$33,900.00 - $50,700.00
Job Type
Full-Time
City, State Location
Clarksville, TN
Department
Children's Services
LOCATION OF (1) POSITION(S) TO BE FILLED: DEPARTMENT OF CHILDREN'S SERVICES, CHILD AND FAMILY MANAGEMENT DIVISION, MONTGOMERY COUNTY
Minimum Qualifications
Education and Experience: Education equivalent to graduation from a standard high school.
OR
Qualifying full-time secretarial or office clerical experience may be substituted for the required education on a year for year basis.
Other Requirements
Necessary Special Qualifications: Positions within the Division of Rehabilitation Services of the Department of Human Services will 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 check;
4. Submit to a review of their status on the Department of Health’s vulnerable persons registry.
Job Overview
Summary: Under general supervision, is responsible for typing and clerical work of average difficulty; and performs related work as required.
Distinguishing Features: This is the entry working class in the secretary sub-series. An employee in this class is responsible for performing a variety of secretarial science duties. This class differs from Administrative Secretary in that an incumbent of the latter performs more complex secretarial duties and duties of wider scope and impact.
Work Activities
Documenting/Recording Information:
- Types a variety of material of narrative, tabular, statistical and other nature including correspondence, memoranda, abstracts, articles, business, case, legal, medical, other reports, and a variety of other items.
- Reviews all material typed for spelling, grammar, structure, logic, and makes suggestions for improvement where appropriate.
Communicating with Supervisors, Peers, or Subordinates:
- Answers questions to provide assistance and direction regarding policies, procedures, and agency information.
- Communicates by telephone, e-mail, or personal contact.
Getting Information:
- Retrieves information from files, internet, and databases regarding personnel, payroll, invoices, accounts receivable, etc.
- Gathers materials necessary for meetings, interviews, and presentations.
Interacting With Computers:
- Creates documents and spreadsheets using current office software.
Communicating with Persons Outside Organization:
- Answers questions to provide assistance and direction regarding policies, procedures, and agency information.
- Proofreads documents to ensure accuracy of content.
- Screens and directs calls and visitors to proper services.
- Notifies technicians if office equipment is not functional.
Administrative Activities:
- Prepares tabulations and performs a variety of figures including timesheets, mileage, etc.
- Creates documents and e-mails for internal and external communications from copy, rough draft, marginal notes, or verbal instruction.
- Distributes work to units and maintains files for executive or supervisor.
- Performs a variety of routine clerical functions.
- Files documents and items in both paper and electronic formats according to office preference.
- Audits employee timesheets to ensure accuracy and completion.
- Audits business relevant documents for accuracy and completion.
- Monitors inventory levels of standard office supplies to ensure adequate stock for office functionality.
- Monitors office equipment to ensure proper working condition.
- Performs a variety of routine clerical functions such as compiling and assembling information for dissemination.
- Maintains appointment calendars for office staff.
Inspecting Equipment, Structures, or Material:
- Inspects office equipment to ensure proper working condition.
Competencies (KSA'S)
Competencies:
Dealing with Ambiguity
Learning on the Fly
Written Communication
Boss Relationships
Customer Focus
Comfort Around Higher Management
Organizational Agility
Approachability
Patience
Time Management
Knowledge:
Knowledge of Computer Literacy
Knowledge of Customer Service
Knowledge of English Grammar
Knowledge of Mathematics
Skills:
Active Listening
Reading Comprehension
Social Perceptiveness
Time Management
Writing
Abilities:
Memorization
Oral Comprehension
Oral Expression
Speech Clarity
Speech Recognition
Written Comprehension
Tools and Equipment Used
- Audio Visual Equipment
- Automatic and Manual Filing Systems
- Calculator
- Copier
- Electric and Manual Hole Puncher
- Electric and Manual Stapler
- Fax Machine
- Intercommunication System
- Laminating Machine
- Overhead Projector
- Paper Shredder
- Pencil Sharpener
- Personal Computer
- Postage Meter
- Printer
- Scanner
- Tape Recorder
- Telephone
- Time, Date, and Serial Number Stamping Machine
- Transcription Equipment
- Two-way Radio
- Typewriter
