Executive Secretary

Summary Statement

This class is responsible for providing secretarial and administrative support to a top level executive.

Essential Functions

Essential functions are fundamental, core functions common to all positions in the class series and are not intended to be an exhaustive list of all job duties for any one position in the class. Since class specifications are descriptive and not restrictive, incumbents can complete job duties of similar kind not specifically listed here.

• Represents superior in interacting with the public, division directors, Governor's Office, legislators, special interest groups, media, agency councils, and other state / federal agencies to respond to inquiries and complaints, explain policies, procedures, regulations and the department's position on issues, to resolve problems, receive and disseminate directives; provides guidance and consultation to officials, employees and the public on policy questions and administrative matters and keeps superior informed of sensitive issues and potential problems.
• Screens and prioritizes superior's mail including intradepartmental mail; disseminates, oversees and follows-up on correspondence to be prepared by other staff personnel for superior's signature; compose and signs correspondence or composes reply for superior's signature.
• Plans, coordinates and directs office activities and / or special projects; may supervise clerical and secretarial staff; analyzes and makes recommendations regarding operating practices, policies and procedures to ensure smooth and efficient office operation; implements new / revised policies and procedures.
• Maintains daily engagement calendar of superior; screens requests for appointments and notifies superior of action taken; arranges staff, board, committee, commission and other meetings, conferences, hearings, travel, press releases and similar activities; collects and compiles materials and pertinent information for same and briefs superior; rearranges same in consultation with superior when immediate action is required in conflicting situation.
• Researches, compiles and evaluates data for studies, reports and special assignments and prepares reports and correspondence.
• Formats and types a variety of materials from written drafts, dictaphones or shorthand containing difficult terminology and confidential information.
• Maintains personal, confidential and follow-up files.

Job Requirements

JOB REQUIREMENTS for Executive Secretary

Applicants must have education, training and / or experience demonstrating competence in each of the following areas :

Additional Posting Information

A writing sample will be requested at the time of interview.

Conditions of Hire

Applicants must be legally authorized to work in the United States. The State of Delaware participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. . DelDOT does not provide employment-based sponsorship.

Pre-employment Drug Testing : Upon a conditional offer, you must undergo pre-employment drug testing as part of the hiring process. Criminal background check :  A satisfactory criminal background check is required as a condition of hire. The recruiting agency may require the applicant to pay for the criminal background check as part of the conditional offer of hire.

Benefits

Salary : $38,010