Secretary Duties and Responsibilities
Purpose of Classification:
Performs a variety of clerical and secretarial duties in a
department or work unit for one person or for all or part of the
work unit staff. Typical duties include sorting and opening mail,
typing, word processing, maintaining files or records and answering
the phone. Incumbents work under direct supervision, receive
specific instructions on new or unfamiliar tasks and have limited
exposure to confidential information. Work is usually checked for
first in a series of four classifications. It is distinguished from
Secretary Administrative in that Secretaries use limited discretion
while the Secretary Administrative classification exercises more
judgment and independence in performance of duties. A Secretary
performs many of the same type and level of duties as an Office
Assistant, but is distinguished by the variety of job duties.
Secretaries regularly perform the full range of tasks, while Office
Assistants are typically assigned specific functions of less
variety, but have a larger volume of these duties. Incumbents may be
assigned to an office such as medical, scientific or legal which may
require use and familiarity of specialized terms or practices.
Examples of Duties:
- Assigns work of lower level clerical staff.
- Receives and screens telephone calls and visitors; refers to
appropriate staff and/or answers questions, and provides general
information regarding established office policies and
- Receives, sorts and distributes mail; opens generally
addressed mail and distributes appropriately.
- Types/word processes and reviews materials for typographical
accuracy and proper format for materials such as reports,
correspondence, manuscripts, technical documents, forms,
vouchers and classroom materials.
- Assembles and distributes or mails applications, forms and
general information requested by visitors, applicants, students
or the general public.
- Cross-indexes and files documents or correspondence in
system alphabetically, numerically or by other established
- Monitors office supplies and initiates requisitions to
replenish; submits to supervisor for approval.
- Maintains supervisor's schedule as instructed and makes
tentative appointments; makes arrangements for meetings by
scheduling facilities and services according to instructions
- Records and tracks account expenditures via computer or
manually; assists in preparation of reports to be submitted to
- Records minutes at meetings; types/word processes and
distributes minutes according to instructions.
- Compiles and tabulates various data or statistics for
manuscripts, records or recurring reports such as time sheets,
office activity reports or statement reconciliation.
- Drafts written correspondence in response to general,
routine inquiries or to request information.
- Operates office equipment such as calculators, copiers,
adding machines, typewriters, and personal computers.
Knowledge, Skills and Abilities:
- Knowledge of standard office practices and procedures.
- Skill in composing routine letters and preparing reports.
- Skill in both verbal and written communication.
- Skill in the operation of a variety of office machines.
- Skill in typing/word processing.
year of secretarial/clerical experience; OR, Certificate in
Secretarial Science; OR, Any equivalent combination of experience
and/or education from which comparable knowledge, skills and
abilities have been achieved.
Next: Secretary Administrative Job Description