ADMINISTRATIVE SECRETARY – 07062023-47839
Expired Job Description :Job Information
LOCATION OF (1) POSITION TO BE FILLED: DEPARTMENT OF CHILDRENS SERVICES, ADMINISTRATION DIVISION, PUTNAM COUNTY
The Administrative Secretary will work for the legal division of the DCS. They will ensure that the legal office is operated efficiently by handling assigned duties and following the oral and written directives of DCS staff attorneys and Regional General Counsel. Tasks will include but not be limited to: Make and answer calls in a professional and courteous manner. Elicit sufficient information from the caller to determine if interaction with an attorney is warranted or if the question/issue can be addressed by support staff. Receive and process documents and information from client and outside shareholders. Make attorneys aware of all received documents that require attorney attention and/or have response deadlines, such as discovery requests, etc. Complete miscellaneous tasks requested by attorneys in an efficient manner, asking questions when unclear on what is needed or next steps. Schedule hearings, depositions, court reporters and meetings in a timely manner. Prepare standardized pleadings and coordinate scheduling of hearings and statutorily required reviews following the oral and written directives of DCS staff attorneys and Regional General Counsel. As directed, prepare and process all fiscal related documentation, including via TFACTS, in a timely, accurate, and efficient manner.
Qualifications
Education and Experience: Education equivalent to graduation from a standard high school and experience equivalent to two years of increasingly responsible full-time secretarial or office clerical work.
OR
Necessary Special Qualifications: Applicants for this class may be required to:
Complete a criminal history disclosure form in a manner approved by the appointing authority
- Agree to release all records involving their criminal history to the appointing authority
- Supply a fingerprint sample prescribed by the TBI based criminal history records clerk.
Summary
Summary: Under general supervision, is responsible for secretarial work of average difficulty and performs related work as required.
Responsibilities
Interacting With Computers:
- Creates and maintains documents, presentations, and spreadsheets using current software.
- Answers questions to provide assistance and direction regarding policies, procedures, and agency information.
- Provides polite and effective customer service for all individual contacts.
- Types a variety of material of narrative, tabular, statistical and other nature including correspondence, memoranda, abstracts, articles, business, case, legal, medical, and other items.
- Organizes and coordinates meetings for outside vendors and division staff.
- Prepares files for view by the public.
- Gathers materials necessary for meetings, interviews, and presentations.
- Contacts outside agencies for reference data to ensure accuracy of settlements.
- Retrieves information from files, internet, and databases regarding personnel, payroll, invoices, accounts receivable, etc.
- Researches past purchase orders, contracts, and other items as requested.
- Contacts vendors for price quotes.
- Performs a variety of routine clerical functions such as compiling/assembling information for dissemination.
- Completes necessary training to remain current on computer software used during daily job duties.
- Maintains relationships with internal and external business partners and the general public.
- Creates documents and e-mails for internal and external communications from copy, rough draft, marginal notes, or verbal instruction.
- Prepares tabulations and performs a variety of figures including timesheets, mileage, etc.
- Performs a variety of routine clerical functions.
- Maintains appointment calendars for office staff.
- Performs record keeping duties including archiving files of various media.
- Makes travel arrangements for office staff.
- Proofreads documents to ensure accuracy of content.
- Distributes work to units and maintains files for executive or supervisor.
- Reserves conference rooms for staff meetings and trainings.
- Processes payment transactions to or from customers.
- Moves and lifts boxes, files, and equipment as needed.
- Files documents and items in both paper and electronic formats according to office preference.
- Submits training requests for office staff.
- Performs a variety of other duties to ensure efficient use of time for office staff.
- Maintains contact lists for both the agency and outside contacts.
- Opening, sorting, sending, and distributing mail.
- Organizes and maintains stock/file room.
- Audits employee timesheets to ensure accuracy and completeness.
- Monitors reports and databases to ensure deadlines and policies are met.
- Monitors employee requisition lists for hiring process including correspondences for interviews.
- Audits business relevant documents for accuracy and completeness.
- Monitors the creation of official forms for submission to the forms committee.
- Tracks payments and correspondence to monitor completeness of the process.
- Monitors outstanding purchasing and requisition orders throughout the entire process.
- Monitors inventory levels of standard office supplies to ensure adequate stock for office functionality.
- Monitors office equipment to ensure proper working condition.
- Scans documents to minimize the need for hard copy storage.
- Answers questions to provide assistance and direction regarding procedures and to provide information by telephone.
- Screens and directs calls and visitors to proper services.
- Communicates by telephone, e-mail, or personal contact.
- Provides polite and effective customer service to all individuals that contact the agency.
- Notifies technicians if office equipment is not functional.
- Inspects office equipment to ensure proper working condition.
Competencies
Competencies:
- Dealing with Ambiguity
- Functional/Technical Competency
- Intellectual Horsepower
- Organizing
- Priority Setting
- Time Management
- Action Oriented
- Written Communication
- Comfort Around Higher Management
- Customer Focus
- Basic computer software and security knowledge
- Clerical
- Customer and personal service
- Knowledge of grammar
- Knowledge of mathematics
- Active learning
- Active listening
- Basic skill of speaking
- Reading comprehension
- Service orientation
- Time management
- Writing
- Adaptability
- Oral comprehension
- Oral expression
- Speech recognition
- Written comprehension
- Written expression
Tools & Equipment
- Audio Visual Equipment
- Automatic and manual filing systems
- Binding machine
- Calculators
- Conference Call Equipment
- Copiers
- Electric and Manual Hole Punchers
- Electric and manual staplers
- Fax Machine
- Intercommunications system
- Laminating machines
- Overhead projectors
- Paper Shredders
- Pencil sharpeners
- Personal Computer
- Printer
- Postage Meter
- Scanning Devices
- Tape Recorders
- Telephones/cell phones
- Time, date, and serial number stamping machines
- Transcription equipment
- Two-way radios
- Typewriters
- Video Conference Equipment
TN Driver Standards
State of Tennessee positions that may involve driving responsibilities require candidates to meet the following minimum driver qualifications:
- A valid drivers license
- For the past five years, the candidates driver record must not have record of the following violations: driving under the influence (DUI), reckless driving, license suspension for moving violations, more than 4 moving violations.
Please include your Drivers License Information under the Licenses and Certifications section of your application.
**Agencies may allow an exception based on other factors.
