Jurisdiction:
Jurisdictional Class:
Competitive
Adopted: 11/20/10
SECRETARY TO THE COMMISSIONER OF SOCIAL SERVICES
DISTINGUISHING FEATURES OF
THE CLASS:
The
incumbent in this position assists in performing a variety of clerical and administrative
duties as delegated by the Commissioner of Social Services. The incumbent
spends a substantial amount of time operating a personal computer and the rest
of the time handling the details of the office, collecting information and
data, and acting as a liaison as directed by the Commissioner of Social
Services. The work also involves responsibility for the entry and retrieval of
information using software on a computer and using a computer to produce
printed material such as letters, memoranda and forms. Incumbents work under general supervision
receiving detailed instructions only where policies have not been determined. Supervision may be exercised over the work of
clerical subordinates. Does related work
as required.
TYPICAL WORK ACTIVITIES: (Illustrative
only)
Performs clerical functions as designated by the Commissioner
of Social Services;
Prepares correspondence, documents, records and other
written material in final or draft form using computer software from
handwritten, rough drafts, marked copy, oral recordings or data from various
equipment as the source material;
Composes and prepares correspondence on matters where
policies and procedures are well defined;
Maintains and updates database/spreadsheet records on a
personal computer;
Assists in workers compensation issues;
Screens callers or visitors to determine the nature of the
inquiry and refers to appropriate party or office and answers inquiries as
appropriate;
Maintains contacts with units within a department and with
other public and private agencies to assist in solving mutual problems and
developing improved services and public relations;
Collects and compiles data and statistics, makes
organizational work flow and procedures and the solution of administrative
problems;
Assists administrative superiors in carrying out
specialized services of a department or major unit;
Schedules conferences, meetings and makes travel
arrangements;
Establishes and maintains confidential and general office
files;
Explains established program policies and procedures to
the general public/clients and obtains routine information for program
purposes;
Receives, sorts and distributes incoming mail;
Prepares, reviews and maintains financial, statistical and
personnel records;
May interview, train and supervise clerical staff;
May maintain departmental leave accruals, payroll
information, incident reports and worker compensation claims;
Monitors and tracks status of program activities;
Establishes and implements office procedures and maintains
efficient work flow;
Orders supplies and materials;
Collects and gathers information to be used as a basis for
reports and memoranda and prepares summaries;
SECRETARY TO THE
COMMISSIONER OF SOCIAL SERVICES - contd.
Transmits instructions from supervisor to staff and
follows up to ensure deadlines are met;
Answers telephone and gives out information.
FULL PERFORMANCE
KNOWLEDGE, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS:
Good knowledge of modern office terminology, procedures,
equipment and business English;
Good knowledge of the organization, functions, laws,
policies and regulations, and terminology of the agency to which assigned;
Ability to handle routine administrative details
independently;
Ability to operate a personal computer and utilize common
office software programs including word processing, spreadsheet and databases
at an acceptable rate of accuracy and speed;
Ability to prepare and maintain program records and
routine reports;
Ability to communicate effectively both orally and in
writing;
Ability to establish and maintain effective working
relationships with others;
Ability to organize and maintain office files;
Ability to collect information from various sources for
program operations;
Physical condition commensurate with the demands of the
position.
MINIMUM QUALIFICATIONS: Either:
a) Graduation
from a regionally accredited college or university or one accredited by the New
York State Board of Regents to grant degrees with a Bachelor’s degree or higher
including or supplemented by (18) eighteen semester credit hours of accounting,
business administration, public administration or closely related field and one
year of clerical support experience which must include accounting or budgeting
duties; or
(b) Graduation
from a regionally accredited college or university or one accredited by the New
York State Board of Regents to grant degrees with an Associate’s degree or
higher including or supplemented by (18) eighteen semester credit hours of
accounting, business administration, public administration or closely related
field and three (3) years of experience as defined in (a); or
(c)
Graduation
from high school or possession of a high school equivalency diploma including
or supplemented by (18) eighteen semester credit hours of accounting, business
administration, public administration or closely related field and five (5)
years of experience as defined in (a); or
(d)
An equivalent
combination of training and experience as defined by the limits of (a), (b) and
(c) above.