LOCATION OF (1) POSITION TO BE FILLED: DEPARTMENT OF CORRECTION, PROBATION AND PAROLE FIELD SUPERVISION DIVISION, BLOUNT COUNTY
Qualifications
Education and Experience: Education equivalent to graduation from a standard high school.
OR
Qualifying full-time secretarial or office clerical experience may be substituted for the required education on a year for year basis.
Necessary Special Qualifications: Positions within the Division of Rehabilitation Services of the Department of Human Services will be required to:
1. Complete a criminal history disclosure form in a manner approved by the appointing authority;
2. Agree to release all records involving their criminal history to the appointing authority;
3. Supply a fingerprint sample prescribed by the TBI based criminal history records check;
4. Submit to a review of their status on the Department of Health's vulnerable persons registry.
Summary
Summary: Under general supervision, is responsible for typing and clerical work of average difficulty; and performs related work as required.
Distinguishing Features: This is the entry working class in the secretary sub-series. An employee in this class is responsible for performing a variety of secretarial science duties. This class differs from Administrative Secretary in that an incumbent of the latter performs more complex secretarial duties and duties of wider scope and impact.
Responsibilities
Documenting/Recording Information:
Types a variety of material of narrative, tabular, statistical and other nature including correspondence, memoranda, abstracts, articles, business, case, legal, medical, other reports, and a variety of other items.
Reviews all material typed for spelling, grammar, structure, logic, and makes suggestions for improvement where appropriate.
Communicating with Supervisors, Peers, or Subordinates:
Answers questions to provide assistance and direction regarding policies, procedures, and agency information.
Communicates by telephone, e-mail, or personal contact.
Getting Information:
Retrieves information from files, internet, and databases regarding personnel, payroll, invoices, accounts receivable, etc.
Gathers materials necessary for meetings, interviews, and presentations.
Interacting With Computers:
Creates documents and spreadsheets using current office software.
Communicating with Persons Outside Organization:
Answers questions to provide assistance and direction regarding policies, procedures, and agency information.
Proofreads documents to ensure accuracy of content.
Screens and directs calls and visitors to proper services.
Notifies technicians if office equipment is not functional.
Administrative Activities:
Prepares tabulations and performs a variety of figures including timesheets, mileage, etc.
Creates documents and e-mails for internal and external communications from copy, rough draft, marginal notes, or verbal instruction.
Distributes work to units and maintains files for executive or supervisor.
Performs a variety of routine clerical functions.
Files documents and items in both paper and electronic formats according to office preference.
Audits employee timesheets to ensure accuracy and completion.
Audits business relevant documents for accuracy and completion.
Monitors inventory levels of standard office supplies to ensure adequate stock for office functionality.
Monitors office equipment to ensure proper working condition.
Performs a variety of routine clerical functions such as compiling and assembling information for dissemination.
Maintains appointment calendars for office staff.
Inspecting Equipment, Structures, or Material:
Inspects office equipment to ensure proper working condition.
Competencies
Competencies:
Dealing with Ambiguity
Learning on the Fly
Written Communication
Boss Relationships
Customer Focus
Comfort Around Higher Management
Organizational Agility
Approachability
Patience
Time Management
Knowledge:
Knowledge of Computer Literacy
Knowledge of Customer Service
Knowledge of English Grammar
Knowledge of Mathematics
Skills:
Active Listening
Reading Comprehension
Social Perceptiveness
Time Management
Writing
Abilities:
Memorization
Oral Comprehension
Oral Expression
Speech Clarity
Speech Recognition
Written Comprehension
Tools & Equipment
Audio Visual Equipment
Automatic and Manual Filing Systems
Calculator
Copier
Electric and Manual Hole Puncher
Electric and Manual Stapler
Fax Machine
Intercommunication System
Laminating Machine
Overhead Projector
Paper Shredder
Pencil Sharpener
Personal Computer
Postage Meter
Printer
Scanner
Tape Recorder
Telephone
Time, Date, and Serial Number Stamping Machine
Transcription Equipment
Two-way Radio
Typewriter
Pursuant to the State of Tennessee’s Workplace Discrimination and Harassment policy, the State is firmly committed to the principle of fair and equal employment opportunities for its citizens and strives to protect the rights and opportunities of all people to seek, obtain, and hold employment without being subjected to illegal discrimination and harassment in the workplace. It is the State’s policy to provide an environment free of discrimination and harassment of an individual because of that person’s race, color, national origin, age (40 and over), sex, pregnancy, religion, creed, disability, veteran’s status or any other category protected by state and/or federal civil rights laws.