Class Code: 15005
IOWA DEPARTMENT OF ADMINISTRATIVE SERVICES –
HUMAN RESOURCES
EXECUTIVE SECRETARY
DEFINITION
Performs highly complex and sensitive administrative
support duties as the personal secretary to a department director; performs
related work as required.
The
Work Examples and Competencies listed are for illustrative purposes only and
not intended to be the primary basis for position classification decisions.
WORK EXAMPLES
Receives/screens visitors and telephone calls; responds
to questions and complaints from and communicates information to the news
media, legislature, government officials and interest groups/citizens.
Reviews incoming mail and identifies correspondence of
a controversial, sensitive or critical nature and routes for immediate action.
Schedules, arranges, and maintains appointments,
public appearances, and travel for the department head; prepares out-of-state
travel requests and submits for reimbursement.
Types/composes correspondence and reports (including
confidential and sensitive materials) from rough drafts, dictating machine or
shorthand.
Maintain files/records and researches information
related to organizational problems/issues and prepares findings including
recommendations.
Attends various meetings and records
minutes and/or prepares a written record of the proceedings.
COMPETENCIES REQUIRED
Knowledge of government and private organizations,
legislators, and special interest groups and their working relationships with
the department.
Knowledge of the organization’s policies and office
procedures as they relate to work activities.
Ability to deal effectively with news media and angry
citizens on sensitive and controversial items.
Ability to operate personal computers and use word
processing, spreadsheet and database software applications.
Displays high standards of ethical conduct. Exhibits honesty and integrity. Refrains from theft-related, dishonest and
unethical behavior.
Works and communicates with internal and external
clients and customers to meet their needs in a polite, courteous, and
cooperative manner. Committed to quality
service.
Displays a high level of initiative, effort and
commitment towards completing assignments efficiently. Works with minimal supervision. Demonstrates responsible behavior and
attention to detail.
Responds appropriately to supervision. Follows policy and cooperates with
supervisors.
Aligns behavior with the needs, priorities and goals
of the organization.
Encourages and facilitates cooperation, pride, trust and group identity.
Fosters commitment and team spirit.
Expresses information to individuals or groups effectively, taking into account the audience and nature of the information. Listens to others and responds appropriately.
EDUCATION, EXPERIENCE, AND SPECIAL REQUIREMENTS
Experience equal to six years of full-time work in a
secretarial or administrative support capacity for a manager/administrator of a
major program area;
OR
certification
from the State of
OR
an
equivalent combination of education and experience substituting thirty semester
hours of undergraduate coursework for one year of the required experience to a
maximum of four years.
NOTE:
Positions in this class are exempt from the screening
and referral requirements of the Iowa Department of Administrative Services –
Human Resources Enterprise. Apply
directly to the employing agency.
Effective Date:
8/05 BK