GOVERNMENT OF THE US VIRGIN ISLANDS DEPARTMENT OF EDUCATION

DIVISION OF HUMAN RESOURCES

 

POSITION: ADMINISTRATIVE SECRETARY II

DESCRIPTION

Under general supervision, performs highly secretarial and limited administrative or office management work. The Administrative Secretary II provides administrative and secretarial support to general staff, including maximizing office work flow, setting appointments, drafting correspondence, compiling data and maintaining records. Duties may vary. This is work of a sensitive and confidential nature.

 

DUTIES AND RESPONSIBILITIES (NOT ALL INCLUSIVE)

• Takes and transcribes dictation and types varied complex and difficult materials;
• Answers telephone, screens callers, relays messages and greets visitors;
• Explains policies, rules and regulations to office personnel employees in other offices and other persons contacting the office;
• Operates office equipment such as photocopier, fax machine, computer, and calculator;
• Uses various software applications, such as Microsoft word, Microsoft Excel spreadsheets,  relational databases, statistical packages, and graphics packages to assemble, manipulate and/or format data and /or reports;
• Operates the computer to access e-mail, electronic calendars and other basic office support software;
• Receives and sorts incoming mail, drafts replies to inquiries and prepares letters of request;
• Reviews and updates the maintenance of records through filing, retrieval, retention, storage, compilation, coding, and updating;
• Interviews persons appearing at the office, contacts other offices by phone, directs clients to other appropriate offices and otherwise assists clients in completing intended business;
• Assembles and disseminates information, and transmits instructions to staff;
• Performs other related work as required.

 

FACTOR I: KNOWLEDGE AND ABILITIES REQUIRED

• Knowledge of format and organization of correspondence, reports and written directives;
• Knowledge of modern office practices, procedures and equipment;
• Knowledge of Microsoft Word, Power Point, Excel and other computer software as it relates to duties;
• Knowledge of the policies, rules, regulations and procedures affecting operation of the agency;
• Knowledge of the principles and practices of office management;
• Ability to operate a typewriter, personal computer, word processor, and other common office machines;
• Ability to act independently and logically to implement departmental policies and supervisor’s instructions;
• Ability to compose correspondence from fragmentary instructions;
• Ability to produce written documents with clearly organized thought using proper sentence construction, punctuation, and grammar;
• Ability to make decisions in accordance with laws, regulations, and established policies;
• Ability to work cooperatively and communicate effectively with other Department of Education employees and the public;
• Ability to communicate orally, in the English language, with employees and the public in face-to-face settings, by telephone or by electronic mail;
• Ability to comprehend and make inferences from written material;
• Ability to interpret, explain and apply general and routine policy rules, regulations, and procedures.
• Ability to exercise resourcefulness in solving new problems;
• Ability to exchange non-routine information using tact and persuasion as appropriate requiring good oral and written communication skills;
• Ability to initiate and install administrative procedures and evaluate their effectiveness;
• Ability to exercise independent judgment or initiative regularly;

 

 

• Ability to solve problems by choosing solutions from among several alternatives that are not necessarily governed by established procedures;
• Ability to make decisions in accordance with laws, regulations and policies;
• Ability to advise and provide assistance relevant to improvement in administrative matters, problem resolution and other changes.

 

FACTOR II: SUPERVISORY CONTROLS

• Supervisor allows employee to work independently after defining work assignments. Incumbent plans and schedules own work based on the understanding of broadly defined objectives and priorities and receives instruction only in new or unusual situations;
• Work is controlled by routine review and reporting to or consultation with supervisors and is reviewed through conferences, reports and achievement of objectives;

 

FACTOR III: GUIDELINES

• HIPAA (Health Insurance Portability and Accountability Act) federal law;
• Federal and departmental rules, regulations, policies and procedures must be followed. Further, the employee is expected to use knowledge acquired through training and experience to make independent decisions.

 

FACTOR IV: COMPLEXITY

• Work is of a demanding, confidential nature that may involve a multiplicity of duties and complicated job tasks requiring coordinating numerous processes/methods and deadline;
• Duties require a high degree of concentration because of factors to be considered and weighed before decisions are made.

 

FACTOR V: SCOPE AND EFFECT

• The employee uses considerable initiative and judgment in attending to various administrative details needed for an uninterrupted workflow;
• The employee works under the supervision of a higher-level officer who assigns duties, describes scope of goals and objectives and furnishes guidance only on critical issues.

 

FACTOR VI, VII: PERSONAL CONTACTS AND PURPOSE OF CONTACTS

• Contacts include visitors to the agency, as well as co-workers, employees from other government agencies, managerial personnel other administrative officials;
• Contact is made both to offer and obtain information and provide assistance on complex matters.

 

FACTOR VIII: PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is required to:

• Sit, and talk or hear within normal range;
• Reach with hands and arms;
• Read fine print, and review information on a PC monitor, as well as, hard copy output;
• Manipulate objects with fingers. For example, using a keyboard;
• Use the spoken word;
• Move about and exert some physical dexterity.

 

FACTOR IX: WORK ENVIRONMENT

• Work environment involves normal everyday hazards or discomforts typical of offices, meeting and training rooms;
• Comfortable levels of temperature, ventilation, lighting and sound are inherent in the work environment;
• Exposure to deviations from pleasant environmental conditions is only occasional.
• The possibility of injury is remote.