Classification and Compensation

IOWA STATE BOARD OF REGENTS
REGENTS MERIT SYSTEM

Class Title: SECRETARY IV (SUPERVISORY)
Class Code: 1074
Pay Grade: 112

General Class Description

Under general supervision, provides executive level secretarial support for top-level administrators. Performs work involving recurring contact with administrators and executives such as deans, directors, department heads and public and private officials. Contacts require exercising discretion in obtaining and providing factual and confidential information requiring knowledge of both the assigned and related work areas and institutional operations. Duties involve the use of personal computers, computer terminals, and variety of software and/or conventional office equipment. Provides administrative supervision to secretarial and clerical personnel as required.

Characteristic Duties and Responsibilities

  1. Reviews inquiries and otherwise represents assigned and related work areas exercising discretion in obtaining and providing factual and confidential information related to institutional operations.
  2. Manages complex schedules for high-level administrators requiring discretion of calendar activities and prioritization of appointments.
  3. Arranges for meetings and conferences including gathering and synthesizing data, preparing an agenda, coordinating calendars of multiple administrators, and other information in follow-up.
  4. Reviews and develops office procedures and policies and makes recommendations for revision and implementation in both the assigned and related work areas.
  5. Participates in budget preparation including calculation of projected costs and expenses necessary for grant proposals or other related financial accounts.
  6. Interviews, recommends hiring and supervises the training of new employees; checks and evaluates the performance of subordinate personnel, makes recommendations with respect to personnel actions.
The tasks listed under the heading of Characteristic Duties and Responsibilities are examples of the variety and general nature of duties performed by employees in positions allocated in the class. The list is descriptive only and should be used for no other purpose. It is not intended that any position include every duty listed nor is it intended that related duties cannot be required.  

Knowledge, Skills, and Abilities

  1. Knowledge of institutional and unit policies, processes, and forms.
  2. Knowledge of grammar, spelling, punctuation, capitalization, format, and clerical procedures.
  3. Knowledge of and ability to apply the principles of supervision.
  4. Skill in utilizing computer software and online systems.
  5. Skill in operating office equipment.
  6. Ability to communicate effectively with staff, students, and the public.
  7. Ability to make decisions requiring interpretation and judgment.
  8. Ability to follow oral and written instructions and interpret institutional and other policies accurately.
  9. Ability to gather, analyze, and display data in appropriate format and keep accurate records.
  10. Ability to use discretion in obtaining and releasing factual and confidential information.
  11. Ability to organize work flow and to supervise the work of employees
  12. Ability to organize and prioritize multiple tasks.
Revision Effective: 2010-12-13
The tasks listed under the heading of Characteristic Duties and Responsibilities are examples of the variety and general nature of duties performed by employees in positions allocated in the class. The list is descriptive only and should be used for no other purpose. It is not intended that any position include every duty listed nor is it intended that related duties cannot be required.
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