Secretary

BASIC PURPOSE:


Positions in this job family are assigned responsibilities for performing confidential secretarial duties for an agency official or administrator.

Typical functions:

The functions within this job family will vary by level, but may include the following:

Opens, scans or reads and distributes mail; composes official correspondence for supervisor’s signature, disposes of routine correspondence.

Screens telephone calls; provides information or refers callers to appropriate staff members; answers inquiries.

Receives visitors; answers inquiries personally or refers to appropriate official.

Arranges for special conferences and meetings; maintains supervisor’s calendar, advising of commitments; arranges for travel itinerary and accommodations; prepares and submits travel claims and expense account.

Independently researches, assembles and summarizes material, information and data for administrative board or commission consideration and action; takes and transcribes dictation of confidential, technical or legal material requiring a high degree of accuracy; records and transcribes proceedings of meetings and conferences.

Appears before legislative committee hearings either alone or in the company of supervisor to present facts relative to agency programs, mission and/or budget; drafts proposed legislation; proposes budget items; confers with administrators on matters of staffing, budget and purchasing and contracts and/or policy.

Supervises administrative or clerical assistants.



LEVEL DESCRIPTORS:

The Secretary job family consists of five levels which are distinguished based on organizational and reporting structure. The following definitions of administration/management apply:



First Level Managers - Are individuals who have supervisory staff reporting to them.

Mid Level Managers - Are the individuals who have supervisory responsibility over first-level managers.

Assistant Director - The second level of administration within an agency or subagency.

Administrator of a major service area - The head of a major agency function as defined by the overall mission and goal of the agency.

Assistant administrator of a major service area - An assistant to the head of a major agency function as defined by the overall mission and goal of the agency.

Fonte: Texto disponibilizado pela professora Norma Lirio em 02/09/2009, para as alunas de Lingua Inglesa I do curso de Secretariado Executivo da Unigranrio.


**********************************************************************************
Esse post fala das principais funcões de uma secretária: atendimento telefonico, organização de reuniões, , confeção, recepção de visitantes, entre outras.

Vocabulário:
Advising of commitments = assessorar pessoas e compromissos

Travel claims = Solicitação de viagem

Expense account = prestação de contas