Job Description of a Civil Service Secretary

In the pre-computer age, a civil service secretary's job was limited to answering phone calls, arranging meetings and doing simple clerical work. These are the basic duties of a secretary that still continues to be done until this day. But with the evolution of technology, a secretary's job- and its corresponding prestige- has also expanded.

A civil service secretary is generally expected to accomplish the following functions:

1. Answer the phone, read and relay office email and other correspondence. A secretary is often surrounded by the latest communication gadgets which include phones, faxes and computers hooked to the Internet. They receive all calls, sometimes more than a single call at a time. Thus, they should know how to operate and maximized the various functions of the phone to be able to hold and transfer calls, at the very least. When given the go-signal by their boss to read emails, it becomes part of their daily duty to check and reply to queries that she knows the reply to and refer other more complicated matters to her boss. Receiving mail is also part of of a secretary's job.

2. Set meetings and schedule appointments. It is part of a secretary's job to schedule and coordinate meetings that her boss asks her to set. She is responsible for arranging the locations and ensuring that the notices are sent to those who are invited to attend. It is also her duty to follow up those who are coming for these meetings. Most of the time, she will be asked to take minutes or notes in these meetings.

3. Schedule travel arrangements. She manages all things related to her boss and the staff's travel arrangements. She books flights, hotel rooms and the like to ensure that all travel arrangements set. She may even be asked to accompany her boss on business trips.

4. Do clerical and other work using the latest office and computer technology. Secretaries are expected to be well-versed in operating the computer and office-related programs. These include word processing, spreadsheets, presentations, and data management. They should also know how to operate photocopy machines, scanners and printers as well as other desktop publishing devices. While training is expected to be provided on the job for other gadgets that the secretary might be expected to use, it is always advantageous to have prior knowledge of common office systems beforehand.

5. Meet visitors and clients. A secretary should have a wide range of interpersonal and social skills in order to be able to cordially welcome visitors.

6. Prepare reports and correspondence. Civil service secretaries are often asked to make reports and correspondence materials for presentation and publication purposes. She should ensure that these are free of grammatical errors and meet the specified standards.

7. Organize files. They should have a systematic file for organizing and retrieving information so that it will be immediately ready when it is needed.

8. Handle requests for information.

9. Conduct orientation for new staff.

10. Troubleshoot problems related to office systems.

If you believe that you have what it takes to be a Civil Service Secretary, then the first step is the Civil Service Secretary Exam Study Guide that walks you through the entire Civil Service Secretary hiring process.

For more information, go to our page for the Civil Service Secretary Exam Study Guide.


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