1A18

                                                                                                                                               PAY RANGE: 8

SECRETARY

GENERAL DEFINITION

            This is secretarial and associated clerical processing work.  An employee in this class performs facilitating tasks for a manager or an administrator by scheduling appointments, screening telephone calls and visitors, and communicating information.  Included in the work are general office tasks such as typing, data entry, transcribing information, proofing, filing, office support and mail, message control.  Work is performed under the supervision of an administrative superior.

ALLOCATING FACTORS:  (The following conditions must be met for a position to be allocated to this class.)

1.         Employees in this class must report to second level supervisors at the level of Pay Range N24 or above in the N Pay Plan, or Pay Range 209 or above in the Police Pay Plan or Pay Range 309 or above in the Fire Pay Plan, or attorneys in the Law Department or District Attorney's Office who are paid at a level equivalent or higher than the maximum of Pay Range N24 and who are second level supervisors. 

2.         Employees must perform facilitating secretarial tasks for a principal involving correspondence, office management, communication and reception functions. 

TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)

            Receives and screens visitors; routes to appropriate section or person; answers questions or complaints relating to departmental operations; assists public in filling out forms and applications; gives out information on departmental services and functions; commits principal's time by scheduling appointments and conferences; takes messages and communicates information for the principal. 

            Composes and types answers to routine requests for information for principal's signature; transcribes dictation from tape; types a variety of correspondence, reports, tabulations, and other business material; transcribes information to correspondence, articles, reports, or other materials; takes minutes.

            Compiles reports, forms and summaries, frequently checking against a variety of records and sources in order to secure complete and accurate information.

            Creates filing and retrieval systems for paper documentation and electronic databases to be used in the categorizing, storage and retrieval of information.

            Checks requisitions, invoices, purchase orders and other papers and reports for accuracy and completeness; logs in documents and forms; requests reproduction of documents; orders, receives, and distributes office forms, supplies and equipment; inventories supplies.

            Receives, sorts, and distributes all mail to proper person in the office; maintains mailing lists.

            Operates standard office equipment and associated software for word processing and record-keeping; uses computer to enter and retrieve data and compose reports.

            Performs related work as required.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

KNOWLEDGE OF:

•           English grammar, spelling and punctuation

•           standard formats and conventions for business correspondence, reports and records

•           office practices, methods and equipment

SKILL IN:

•           keyboard proficiency

ABILITY TO:

•           speak, read and write English

•           perform recurring office routines independently

•           follow instructions

•           deal courteously and effectively with associates and the public

•           learn to enter and extract information on a computer

•           learn agency procedures and routines and to anticipate their occurrence

•           type and transcribe information with accuracy

•           operate standard office equipment including software for word processing and recordkeeping

• maintain departmental clerical records and to prepare reports from such records

MINIMUM ACCEPTABLE TRAINING AND EXPERIENCE (The following statement represents the minimum training and experience standards which will be used to admit or reject applicants for tests.  Applications submitted by candidates for this class will be reviewed based on training and experience requirements as approved on 3/19.)

EDUCATION:

            Education equivalent to completion of the twelfth school grade.

AND

EXPERIENCE:

            Two years of advanced level clerical experience.

CITY OF PHILADELPHIA CLASSES THAT TYPICALLY MEET THE EXPERIENCE REQUIREMENTS:

OFFICE CLERK 2 (1A03) (including formerly Clerk Typist 2 (1A11) and Clerk 2 (1A03))

PHYSICAL AND MEDICAL REQUIREMENTS

            Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.

Class Established

CSC - 5/94

Ad. Board - 8/94

Latest Spec. Revision:

CSC - 1/96

Ad. Board - 5/96

Latest Spec. Revision and Consolidation with 1A16:

CSC – 2/19

Ad. Board – 3/19

SA