Job Description

Position: Executive Secretary

Definition of Class

• This position of Executive Secretary serves as a Clerk Typist 3 in the Ongoing Department - Clerical Unit and as a Secretary for Caseworkers and Casework Supervisors. This position involves moderately complex clerical work involving the typing, word processing and processing of documents in a variety of functions. These can include but are not limited to verifying information, performing calculations, coding, filling out (and assisting the public with) government forms, skilled typing (word processing) of correspondence, reports, transmittals and memos. This position may perform secretarial services for other individuals, operate office machinery, and provide training to others when needed. The ability to work independently is important.

Nature of Work

• Processes letters, reports, contracts, transactions and transmittals regularly, proofreads various materials, orders supplies, equipment and services as needed, handles departmental mail.

Duties & Responsibilities

• The position of Executive Secretary serves as a Clerk Typist 3 in the Ongoing Department – Clerical Unit
• providing support to Ongoing supervisors and caseworkers and the court office. The position
• requires teamwork and involves moderately complex clerical work including typing and processing a
• variety of documents in addition to the application of independent judgment. It requires the
• ability to organize and prioritize work in a manner which ensures smooth processing and
• accomplishment of tasks. This position requires the ability to use discretion and judgment along
• with knowledge of standard office procedures, practices, conduct and actions necessary in
• maintaining harmonious working relationships. Knowledge of agency policies and procedures, the
• process of incoming/outgoing mail, electronic filing, business machines, software and telephone
• equipment is required.
• This position requires the ability to be confidential and discreet with agency and client
• information. Provides clerical support and secretarial services. Types letters, reports, documents
• from handwritten draft, dictated sources, or original source documents into draft or final form.
• Proofreads varying types of materials to ensure that information is grammatically correct,
• complete, consistent and adheres to agency rules and regulations. Develops and maintains filing
• systems.
• Prepares, distributes, and completes reports. Completes and processes documents for the Court
• office. Prioritizes work and assure that deadlines are met. May serve as backup switchboard
• operator, routing incoming messages to the proper employee, as well as assisting visitors to the
• agency. Routinely performs data entry and retrieval of information from automated information
• systems. Provides essential clerical unit duties and responsibilities including but not limited to
• switchboard operator, mail processing and delivery. Routinely communicates via telephone, written
• correspondence and email with internal and external customers, providers and other government
• agencies. May Conduct Random Moment Time Studies (RMTS) for the purpose of Federal Funding.
• Retrieves necessary documentation.
• Provides back up/relief coverage for the Ongoing clerical unit. Provide back up/coverage for Clerk
• Typist 2 and Executive Secretary responsibilities when necessary. Performs other duties as
• assigned, which may include any tasks related to any Clerk Typist 2/Executive Secretary positions within the
• agency.

Knowledge, Skills, & Abilities

• Knowledge of grammar, spelling and punctuation to handle departmental correspondence (both create
• and read), knowledge of standard office machinery and ability to understand and follow oral and
• written instructions. The ability to make work-related decisions on defined standards and
• precedents, organize assignments, develop effective work methods, and instruct and advise other
• clerical employees.

Minimum Requirements

• Minimum of 6 months as a Clerk Typist II
• High School Diploma or GED with Business Curriculum, and 1 year General Clerical Experience

Supervision Received

• Supervision for this position is received from an Administrative Assistant.

Conditions Of Employment

• Required to provide and are subject to Pennsylvania criminal and child abuse clearances as well as an FBI fingerprint clearance prior to the start of employment.