C&T Generic Job Description

Secretary I

Grade A

Representative Duties:

• Formats, keyboards, and proofreads correspondence, manuscripts, reports, grants, and other material. Assembles attachments and corresponding material.
• Greets visitors and answers telephone calls. Refers to appropriate individual.
• Sorts and distributes mail.
• Files material and records. Maintains and updates files.
• Photocopies material.
• Provides routine information related to function.
• Fills out forms. Posts and codes data.
• Schedules appointments and meetings.
• Makes travel arrangements.
• Orders and maintains inventory of supplies.
• Obtains information and assembles material from specified sources.
• Takes minutes or dictation.
• Performs additional functions incidental to office activities.

Family: Secretarial
Job Code: 650 Date: 2/89

The job duties listed above are representative and characteristic of the duties required and the level of the work performed in the job title. The duties will vary from incumbent to incumbent in the job title.

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Yale University Clerical and Technical Job Description
Job: 650 Secretary I Grade A

Required Knowledge:

• General knowledge, high school level, detailed but narrow work-related knowledge.
• Limited knowledge of University organizational policies and procedures generally, detailed knowledge of a narrow area of University rules and procedures.

Required Skills:

• Copies data from standard or easily understandable formats.
  Uses a dictionary.
• Files already labeled material using a straightforward alphabetical, or chronological system. Understands non-routine notes, written instructions and general policy statements.
• Writes short informal notes, fills out simple forms.
• Regular, skilled use of more complex machines, including word processors or personal computers.

Office and Administrative Skills:

• Keyboard letters, memos, and other moderately complex material.
• Enters and retrieves data from semi-finished source documents on a personal computer, requiring both some interpretation of the source document and a basic understanding of software parameters.
• Schedules and coordinates appointments.
• Screens and refers callers and visitors to the appropriate individual.

Experience, Education and Formal Training:

• One year of related work experience and a high school level education, or an equivalent combination of experience and education.

Complexity and Organization:

• Limited variety of job tasks requiring coordinating steps/procedures.

Interpersonal Relations:

• Some involvement outside immediate work unit.
• Offers or obtains basic information or provides assistance on general matters.
• Understands and conveys more complex messages and instructions, and takes action accordingly.

Supervisory Guidelines:

• Work is subject to general review on an occasional basis.
• Supervisor and incumbent plan, assign, and schedule work jointly.
• Instruction provided only in new situations, methods, procedures.

Independent Judgment:

• Established procedures/policies govern most work situations.
• Occasional exercise of independent judgment or initiative.
• Problems solved by using established procedures.

Leadership Responsibility:

• Not applicable.

Impact and Consequence of Error:

• Work affects outside immediate work unit, but rarely outside the University.
• Errors are not difficult to recognize and correct and can cause harm or financial loss to individuals,
  departments, and the University, or to other individuals and groups.

Working Conditions:

• Very little possibility of safety risks.
• Occasional conflicting demands, time pressures, deadlines, or emergencies.
• Some sustained concentration.
• Some physical effort or dexterity.

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Example 1

Secretary I (650)
Salary: A

General Purpose:
Provide general secretarial and clerical support to various Medical School Sections.

Essential duties of position:

1. Filing (patient's charts and patient information).
2. Answering phones.
3. Transcription.
4. Typing/Word processing/data entry.
5. Xeroxing.

Education and training:

1. One year of related work experience and a high school level education; or an equivalent combination of experience and education.
2. Preferred: Office training either in vocational/business school or on the job. Business Vocational School.

Skills and abilities:

1. Basic computer skills.
2. Transcription.
3. Preferred: Phone triage, word processing/data entry and good organizational skills.

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Example 2

Secretary I (650)
Salary: A

General Purpose:
Provide routine secretarial services to Director and Assistant Director.

Essential Duties:

1. Format and type correspondence, reports and statistical data.
2. Receive and direct telephone calls.
3. Maintain department files, records and office supplies.
4. Daily delivery work, photocopying, schedule meetings, some figure work.
5. Works with confidential information.

Experience and Training:
One year of related work experience and a high school level education; or an equivalent combination of experience and education.

Skills and Abilities:

1. Minimum keyboarding skills (25-39 wpm); word processing.
2. Good communication skills.
3. Ability to prioritize work.
4. Preferred: Associates Degree and secretarial and office procedures training.
5. Knowledge of Microsoft word and excel.

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