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Secretarial Classification Plan

The Secretarial Assistant title series is assigned to those individuals providing secretarial support to managers. These jobs have changed with the introduction of technology. However, although tasks have changed, there is a distinction between the work performed by clerical support staff and the work performed by professional “administrative assistants” or other title series which require a college degree and which require a more comprehensive analysis of unit operational needs.

Examples of work that are considered “professional ” in nature requiring more comprehensive analysis than expected in clerical support positions are preparation of the administrative aspect of the annual budget, coordination of fiscal and personnel procedures, and the investigation of administrative or operational problems. Other examples of work considered to be “professional” in nature are attending meetings with the supervisor, assuming the responsibility of the supervisor in his/her absence, and planning budgets.

The level within each of the Secretarial Assistant titles is distinguished by several characteristics, including the level of the supervisor. The theory behind assigning classifications based on the level of the supervisor is that each of the support jobs is integrally entwined with the supervisor’s duties and responsibilities. The complexity, breadth, and degree of authority and responsibility generally increase along with the level of the supervisor. Acknowledging that this is not always the case, other characteristics will be considered in determining the appropriate classification for secretarial titles.

Other distinguishing characteristics of the work performed at the different levels of the Secretarial Assistant series are complexity of work performed, level of independent judgment required and used, type of supervision received, type of supervision given, complexity of unit or program, campus-wide impact of unit or program.

Distinguishing characteristics of requirements for each secretarial classification level are years of experience, technical competence, writing ability and communication skills, and project management and organization skills. Examples of work may include:

  • Personally prepares letters on routine matters which may or may not be reviewed or signed by the executive officer.
  • Obtains pertinent materials and information from the files and from other sources and puts them into usable form for the review and use of the executive officer.
  • Acts to relieve the executive officer of detail by providing information to those requesting it including internal and external audiences in accord with established policy.
  • Interacts and provides information to students.
  • Prepares agenda of meetings and types and/or supervises the typing of meeting minutes from notes or recording equipment.
  • Maintains the unit budget and handles routine budget-related matters independently.
  • Organizes the unit’s secretarial and administrative clerical work and projects and develops effective work methods for completion of tasks and projects without supervision.

Technical competence is a significant distinguishing characteristic of the Secretarial Assistant series. Technical competence includes varying levels of ability with regard to using software such as information systems (Banner), Microsoft Office Suite (Word, Excel, Access, PowerPoint), organization chart, flow chart, e-mail and voice mail. The level of technical competence of the individual will be assessed by testing to be administered by the Ramapo College Department of Human Resources.

Minimum technical competency for Secretarial Assistant 3 and above requires working knowledge of:

  • Word plus one of the following software packages: Excel, Power Point and/or Access
  • Relevant information system (i.e. Banner)
  • Web search engine to search for necessary information
  • Campus e-mail system, including ability to send and retrieve attachments
  • Campus voice mail system, including ability to retrieve messages, forward messages, record and/or change greeting, pick up messages from a remote location

Minimum technical competency for Secretarial Assistant 2 requires the same as above plus two of the software packages.

Minimum technical competency for Secretarial 1 requires the same as Secretarial Assistant 2 but with ability to perform more complex tasks with each software package.

Minimum technical competency for Executive Secretarial Assistant same as above but with ability to perform most complex tasks with each software package.

The following secretarial classifications may be assigned to specific managerial levels.

Title

Executive Secretarial Assistant

Secretarial Assistant 1

Secretarial Assistant 2

Secretarial Assistant 3

May Be Assigned to (or Higher)

Vice President (D36, D37, or D38)

Dean 1 (range D35), Associate VP (D34, D35)

Dean 2 (range D34), Director 1 (D32)

Director 3 (D28), others that meet established criteria

These are not minimal entitlements. There is no automatic entitlement to the secretarial classification level assigned to the above-listed managers. This is a general guide only. It is unlikely lower-level supervisors will have higher-level secretaries, but in rare situations that may be the case. Nor is it automatic that higher-level supervisors will have higher-level secretaries. Other distinguishing characteristics must be considered as noted above.

In addition to the job analysis required to determine the appropriate secretarial classification level, New Jersey Department of Personnel promotional procedures need to be followed.

December 29, 1999

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