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Minimum Qualifications In order to be considered for permanent appointment, candidates must be reachable on a current Civil Service eligible list, or be eligible for reassignment or transfer in accordance with Civil Service Law
Duties Description The Secretary 2 is under the direct supervision of the Regional Director and is the principal administrative support in the office. Coordinate the paper flow of the office and carrying out the day-to-day administrative support activities required to accomplish the work by:
1. Maintain the Regional Director’s calendar and make necessary travel arrangements
2. Establish office procedures, Design, set up and maintain files (including electronic) of correspondence/documents, code and file material, search for requested material (F.O.I.L.) and periodically purge obsolete material for storage in records center or for disposal.
3. Organize the flow of paper in the office. Based on personal observations of the need for procedural changes or modifications in the office, implement or suggest new or revised procedures.
4. Coordinate information flow by acting as liaison among key executives, staff, other employees and the public
5. Review incoming correspondence (COM, RCN and WEBFORM) and reports to determine their significance. Make recommendations to manager or refer to appropriate person for reply. (i.e., read all incoming correspondence, reports, etc.). Refer very technical questions/reports to appropriate program groups staff requesting draft response, comments, etc. as appropriate.
6. Set deadlines for response. Follow-up to see that appropriate information is being prepared and will be completed by deadline. When information is received, review it to ensure that it is complete/covers all necessary points. If it does not, return to program for revision. Ensure that response is revised appropriately by deadline. Then refer to manager for action.
7. Answer the telephone, respond to questions concerning policy or procedures and refer calls to appropriate staff member for very technical information.
8. Review outgoing correspondence for proper grammatical usage, clarity, factual correctness, compliance with policy, program information and conformance to instructions.
9. Arrange conferences and\or meetings; assemble and coordinate background materials for meetings and conferences (using WebEx)
10. Transmit instructions from Regional Director to appropriate staff orally, in writing or electronically and follow up to see that instructions are followed and deadlines are met.
11. Review forms used by the organizational units, suggest changes and draft new forms.
12. Orient staff to office and agency procedures.
13. Supervise clerical staff; interview and hire new clerical staff as required
14. Assign work to clerical staff such as; typing, copying, mailing, filling or similar tasks
15. Identify training needs of subordinates and train subordinates in office procedures, correspondence, reports, forms, charts and other material standards or formats
Responsibilities may include serving a role within the Incident Command System to support the department’s response to regional and statewide emergency situations
Some positions may require additional credentials or a background check to verify your identity.
Personnel - Room 840