Class Code: 15005
IOWA DEPARTMENT OF ADMINISTRATIVE SERVICES -
HUMAN RESOURCES ENTERPRISE
EXECUTIVE SECRETARY
DEFINITION
Performs
highly complex and sensitive administrative support duties as the personal
secretary to the director of a department described in the Code of Iowa,
section 7E.5; 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 by refraining from dishonest behavior.
Works and
communicates with all clients and customers providing polite, quality
professional service.
Displays a high
level of initiative, effort, attention to detail and commitment by completing
assignments efficiently with minimal supervision.
Follows policy,
cooperates with supervisors and aligns behavior with the goals of the
organization.
Fosters and
facilitates cooperation, pride, trust, group identity and team spirit
throughout the organization.
Exchanges information with individuals or groups effectively by listening and responding 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 accredited undergraduate coursework for one year of the required
experience to a maximum of four years.
NOTE
Majority of the 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:
01/10 JO