U. of A. C.E.S. Policy Manual: C.E.S.P. 12-50: Personnel: Position Descriptions: Administrative Secretary (Grade 14).

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Position Descriptions
Administrative Secretary (Grade 14)

Policy Number: C.E.S.P. 12-50
Date Revised: 5-15-2001
Supersedes: 4-1-1999

Nature and Purpose

The Administrative Secretary is a staff member of the Cooperative Extension Service, University of Arkansas.

The Administrative Secretary position is a complex and highly responsible position involving the performance of secretarial and delegated administrative duties. The job involves providing secretarial services for an administrator or administrative staff member, or providing supervision and training for secretarial and other support staff.

Major Duties and Responsibilities

Duties may include:

Administrative

• Maintains confidential records on budget accounts, civil rights and equal opportunity plan, personnel, grants, payroll and salary information.

• Plans appointment schedules and makes travel arrangements.

• Assists in preparation of workshops, seminars, and conferences.

• Performs highly responsible and complex tasks in assisting with preparation of annual reports and statewide plans.

Secretarial

• Screens phone calls, greets visitors, and scans mail.

• Answers and composes routine correspondence without instruction or review.

• Takes, transcribes, and proofreads complex and technical dictation such as annual, monthly, and special reports, memorandums, and correspondence.

• Operates various office equipment such as electronic typewriter, photocopier, ten-key calculator, and postage meter.

• May process state office incoming mail as assigned.

Personnel

• Performs supervisory duties, provides counseling and assistance, and prepares performance evaluation documents as assigned.

• Processes personnel documents.

• Assists in preparation of in-service training for support staff as needed.

• Prepares training for new personnel, provides information on Extension policies and procedures, and gives instruction on microcomputer, electronic typewriter, telephone, and copy machine.

Other

• Performs other duties as assigned.

Relationships

• Works under the direct supervision of an administrator or Extension administrative staff member.

• Establishes and maintains effective working relationships with superiors and associates, and favorably represents Extension in contacts with the general public.

Qualifications

Education and Experience

• High school graduate (equivalency certificate accepted).

• One year of specialized training in the secretarial field.

• Four years of secretarial experience, preferably with Cooperative Extension Service.

• Other job-related education and/or experience may be substituted for all or part of the basic requirements upon approval.

Knowledge, Skills, and Abilities

• Composite score of 60 on either the Word Perfect Basic or Word Perfect Intermediate on the Word Perfect 8.0 Evaluation.

• 75% on the Language Skills Evaluation.

• Ability to exercise initiative, make sound judgments, be discreet, and assume responsibility.

• Ability to maintain accurate records on budgets, personnel, and Extension programs and maintain their confidentiality.

• Ability to supervise and monitor performance of other employees as assigned.

• Ability to plan, organize, and prioritize work.

• Ability to operate standard office equipment.

Approval

David E. Foster
Associate Vice President for Agriculture - Extension

The Arkansas Cooperative Extension Service is an Equal Opportunity Employer. All candidates will be considered without regard to race, color, national origin, religion, gender, age, disability, marital or veteran status, or any other legally protected status.

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