Job Description

WORD PROCESSING SECRETARY

JOB CODE 00370

Effective Date:	Rev. 07/02A

DISTINGUISHING FEATURES OF THE CLASS:

The fundamental reason this classification exists is to operate word processing equipment on full-time basis to produce typed copy from longhand, typed copy and/or dictation tapes in a centralized word processing environment. Duties include editing and proofreading for proper grammar, spelling, sentence structure, and punctuation, and retrieving stored information for automatic printout, making necessary additions and deletions as requested. Minimum supervision is received from an Office Systems Supervisor or Word Processing Secretary II on assignment. The Word Processing Secretary II classification is distinguished from Word Processing Secretary I in that the Word Processing Secretary II has a thorough working knowledge of the word processing equipment, environment, and departmental procedures for users of the Word Processing Center and performs the more difficult word processing activities and applications.

ESSENTIAL FUNCTIONS:

• Types a variety of difficult correspondence, memoranda, reports, contracts, and statistical data on word processing equipment;
• Programs a variety of equipment functions required for advanced program operation;
• Edits, reviews, and proofreads copy for proper grammar, sentence structure, spelling, and punctuation, and format according to specified style and formatting guidelines;
• Makes appropriate changes to stored information by performing specific equipment functions which integrate new and existing material;
• Retrieves off-line stored material for revision or printout, monitoring equipment during the process;
• Inputs information into Word Processing Control Log for internal management statistics;
• Operates an electronic mail system to send, retrieve, store and print documents and glossaries;
• Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service.

Required Knowledge, Skills and Abilities:

Knowledge of:

• Spelling, grammar, sentence structure, and punctuation.
• Modern office practices, procedures, and equipment.

Skill in:

• Operating word processing and related equipment.

Ability to:

• Process high quality documents with minimal error.
• Communicate orally in the English language with customers, clients, and the public in a face-to-face, one-to-one setting or by telephone.
• Maintain accurate records of page counts and process time on documents processed.
• Work cooperatively with other Center employees and Center users.
• Meet established deadlines within limited timeframes and plan and organize large on-going projects in an efficient manner.
• Enter data or information into a terminal, PC, or other keyboard device.
• Follow established Word Processing policies and procedures.
• Remain in a sitting position for extended periods of time.
• Work safely without presenting a direct threat to self or others.

Additional Requirements:

• Some positions will require the performance of other essential or marginal functions depending upon work assignment, location, or shift.

ACCEPTABLE EXPERIENCE AND TRAINING:
Two years of general secretarial or skilled typing experience including one year of word processing experience and training. Other combinations of experience and education which meet the minimum requirements may be substituted.