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Secretary Duties and Responsibilities

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Purpose of Classification:

Performs a variety of clerical and secretarial duties in a department or work unit for one person or for all or part of the work unit staff. Typical duties include sorting and opening mail, typing, word processing, maintaining files or records and answering the phone. Incumbents work under direct supervision, receive specific instructions on new or unfamiliar tasks and have limited exposure to confidential information. Work is usually checked for accuracy.

Distinguishing Characteristics:

This is first in a series of four classifications. It is distinguished from Secretary Administrative in that Secretaries use limited discretion while the Secretary Administrative classification exercises more judgment and independence in performance of duties. A Secretary performs many of the same type and level of duties as an Office Assistant, but is distinguished by the variety of job duties. Secretaries regularly perform the full range of tasks, while Office Assistants are typically assigned specific functions of less variety, but have a larger volume of these duties. Incumbents may be assigned to an office such as medical, scientific or legal which may require use and familiarity of specialized terms or practices.

Examples of Duties:

  • Assigns work of lower level clerical staff.
  • Receives and screens telephone calls and visitors; refers to appropriate staff and/or answers questions, and provides general information regarding established office policies and procedures.
  • Receives, sorts and distributes mail; opens generally addressed mail and distributes appropriately.
  • Types/word processes and reviews materials for typographical accuracy and proper format for materials such as reports, correspondence, manuscripts, technical documents, forms, vouchers and classroom materials.
  • Assembles and distributes or mails applications, forms and general information requested by visitors, applicants, students or the general public.
  • Cross-indexes and files documents or correspondence in system alphabetically, numerically or by other established method.
  • Monitors office supplies and initiates requisitions to replenish; submits to supervisor for approval.
  • Maintains supervisor's schedule as instructed and makes tentative appointments; makes arrangements for meetings by scheduling facilities and services according to instructions from supervisor.
  • Records and tracks account expenditures via computer or manually; assists in preparation of reports to be submitted to supervisor.
  • Records minutes at meetings; types/word processes and distributes minutes according to instructions.
  • Compiles and tabulates various data or statistics for manuscripts, records or recurring reports such as time sheets, office activity reports or statement reconciliation.
  • Drafts written correspondence in response to general, routine inquiries or to request information.
  • Operates office equipment such as calculators, copiers, adding machines, typewriters, and personal computers.

Knowledge, Skills and Abilities:

  • Knowledge of standard office practices and procedures.
  • Skill in composing routine letters and preparing reports.
  • Skill in both verbal and written communication.
  • Skill in the operation of a variety of office machines.
  • Skill in typing/word processing.

Minimum Qualifications:

One year of secretarial/clerical experience; OR, Certificate in Secretarial Science; OR, Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.


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