Title Code: 4520
Occ. Group: 114.918
Secretary 2
Skill Level: 4
FLSA Status: Non-exempt
IPEDS: 410
Expectations for All Employees
East Tennessee State University pursues its mission based upon core values. An employee's job performance must support and exhibit the university's core values:
PEOPLE come first, are treated with dignity and respect, and are encouraged to achieve their
full potential;
RELATIONSHIPS are built on honesty, integrity and trust;
DIVERSITY of people and thought is respected;
EXCELLENCE is achieved through teamwork, leadership, creativity, and a strong work ethic;
EFFICIENCY is achieved through wise use of human and financial resources; and COMMITMENT to intellectual achievement is embraced.
Job Purpose
Performs a variety of basic secretarial and clerical activities. Duties may include, but are not necessarily limited to, performing moderately complex word processing, receiving and assisting visitors, maintaining simple appointment calendars, filing, receiving and directing phone calls, opening, sorting, and distributing mail, sending and receiving faxes, gathering information and materials, conducting basic research, preparing outgoing mail, copying and collating materials, and operating standard office equipment.
This position works under close to moderate supervision in performing standard secretarial and clerical tasks that may require the use of some judgment to adapt methods and procedures to fit facts and conditions. This classification entails a greater variety of duties and more pronounced computer and word processing skills than the Secretary 1; however, a Secretary 2 uses more limited discretion and independence than the Secretary 3.
Characteristic Duties and Responsibilities
Serves as secretary to assigned individual(s) or department
Receives, directs, and assists visitors; provides procedural information and answers general inquiries related to operational matters
Answers incoming phone calls; provides information, takes messages, screens requests on behalf of supervisor, or refers calls to appropriate person
Uses word processing software to generate a variety of materials including syllabi, correspondence, purchase orders, reports, handouts, exams, budgets and other material
Maintains filing system by creating new files, updating existing files, and removing files no longer in use; pulls and re-files records
Reads and determines disposition of incoming correspondence, distributes mail, prepares outgoing mailings
Maintains records of expenditures such as travel or purchases
Maintains attendance and time records for departmental employees
Composes routing letters and memoranda for supervisor's review
Keeps simple appointment calendar for supervisor
Conducts basic research and gathers information for supervisors use in reports or correspondence
Copies and collates materials for use in reports and presentations and/or distributes to specified parties
Supplemental Functions
All incumbents are expected to perform these functions except for those qualifying under the Americans with Disabilities Act for a reasonable accommodation.
These functions may vary by institution.
Incumbents may provide backup to various functions within the unit.
May be required to perform related clerical tasks as assigned
Performs other work as assigned
Direction Received
Receives close to moderate supervision from the designated office or departmental supervisor
Direction Given
May oversee, assign work or check work of student workers, temporary employees or lower level clerical employees
Job Specifications
High school diploma or GED plus one (1) year of clerical or secretarial experience, or an equivalent combination of education and experience. May require specific level of skill in keyboarding.
Knowledge, Skills, Abilities and Worker Characteristics
Knowledge of office procedures and equipment
Skill in using word processing software applications
Skill in the operation of a variety of office machines including personal computers, fax machines, telephones and copiers
Ability to communicate effectively
Ability to establish and maintain effective working relationships
Ability to organize and prioritize multiple tasks
Working Conditions/Physical Demands/Special Conditions
Specific working conditions, physical demands and special conditions relative to this position are on file in the Office of Human Resources for your information.
Date Skill Evaluation
5/2004 4 412021232
The intent of this job description is to provide a representative summary of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the specific duties and responsibilities of any particular position.