Review Vacancy
AgencyCivil Service, Department of
Occupational CategoryAdministrative or General Management
Bargaining UnitM/C - Management / Confidential (Unrepresented)
Salary RangeFrom $74829 to $74829 Annually
Minimum Qualifications PREFERRED QUALIFICATIONS: Prior experience working as an Executive Secretary.
Duties Description Reporting to the Executive Deputy Commissioner, the incumbent of this position is responsible for administrative support activities for members of the Department’s executive team. The position requires tact, confidentiality, and a good knowledge of Department operations to properly carry out the various tasks in the Executive suite, which include the following:
• Opening, reviewing and distributing incoming correspondence by date stamping in mail, reviewing the mail to determine the importance of the correspondence and necessity for response, whether background information needs to be researched and attached, whether referral to another staff member is required, and if deadlines need to be set and information placed in a tickler file.
• Drafting or reviewing outgoing correspondence in response to program, policy and procedural inquiries not requiring a technical answer; and ensuring that responses are timely, correct, and all necessary documentation is attached.
• Answering telephones, responding to questions concerning non-technical issues, or referring calls to appropriate staff member or program area where intricate answers are required.
• Developing office procedures for document management and maintaining files to allow easy access to information.
• Preparing letters, memoranda, transmittals, reports and other necessary information using the applicable office equipment.
• Maintaining appointment schedules by planning and scheduling meetings, conferences and travel; and preparing background materials, handouts and instructions as may be necessary for attendees.
• Sustaining a cordial relationship with both in-house staff and outside parties requiring assistance or information from the Executive Office.
• Manage use of conference rooms located in the Executive Office.
Some positions may require additional credentials or a background check to verify your identity.