Personnel
Position Descriptions
Secretary II (Grade 13)
Policy Number: C.E.S.P. 12-41
Date Revised: 5-15-2001
Supersedes: 4-1-1999 |
Nature and Purpose
The Secretary II is a staff member of the Cooperative Extension Service, University
of Arkansas.
The Secretary II position is a very responsible position. The job involves providing
secretarial services for faculty in a program/administrative unit or a county Extension
office. The Secretary II is expected to be knowledgeable of and conform to all
Extension rules, policies, and procedures. Duties may include review of reports of certain
personnel and maintaining records and files.
Major Duties and Responsibilities
• Answers telephone calls, greets visitors, scans mail, and makes travel arrangements.
•
Operates office equipment such as electronic typewriter, photocopier, ten-key
calculator, and postage meter.
•
Utilizes microcomputer, loads prescribed programs, and enters required data.
•
Answers routine correspondence without instruction or review and disposes of routine
requests for information.
•
Performs administrative duties including the processing of itineraries and planning
appointment schedules.
•
Assists faculty with preparations for meetings, workshops, and youth activities.
•
Maintains records on budgets, personnel, and Extension programs.
•
Reads correspondence and reports and summarizes information to facilitate review by
staff members.
•
Compiles and types monthly expense accounts and assembles data (sometimes confidential)
for other reports.
•
Edits and proofreads all material, including copy typed in word processing center.
•
Coordinates completion of programs, meeting announcements, subject matter material, and
other documents to be printed.
•
Establishes and maintains filing system containing confidential material.
•
Acts as group leader coordinating and distributing work to other support staff.
•
Provides secretarial services to faculty members as assigned.
Relationships
•
Works under the supervision of a designated supervisor.
•
Establishes and maintains effective working relationships with superiors, associates,
and favorably represents Extension in contacts with the general public.
Qualifications
Education and Experience
•
High school graduate (equivalency certificate accepted).
•
One year specialized training in the secretarial or business field, i.e., courses in
high school business education curriculum or business school courses (experience may be
substituted for specialized training).
•
Two years of Extension experience preferred or three years of secretarial experience
with another agency or business firm. Knowledge, Skills, and
Abilities
•
Composite Score of 60 on either the Word Perfect basic or intermediate portion of Word
Perfect 8.0 evaluation and speed typing evaluation.
•
Ability to attain a 75% on the language skills evaluation.
•
Ability to competently perform secretarial duties.
•
Ability to exercise initiative, make sound judgments, be discreet, and assume
responsibility.
•
Ability to work with a minimum of supervision.
•
Ability to maintain accurate records on budgets, personnel, Extension programs, and
maintain confidentiality.
•
Ability to act as a group work leader.
•
Ability to operate standard office equipment.
•
Ability to communicate effectively with superiors, associates, and clientele.
Approval
David E. Foster
Associate Vice President for Agriculture - Extension
April 30, 1999
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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