QUALIFICATION STANDARDS SECRETARY SERIES

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP91-00452R000100050019-4
• Release Decision: RIFPUB
• Original Classification: K
• Document Page Count: 5
• Document Creation Date: November 11, 2016
• Document Release Date: December 29, 1997
• Sequence Number: 19
• Publication Date: January 1, 1963
• Content Type: REGULATION

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SE 1 ETARY SERIES
i Secretary GS-3/11
Secretary (Stenography) GS-3/11
Secretary (Typing) GS-3/11
Secretary (Dictating Machine Transcribing) GS--3/ 11
Description of work
A secretary is the principal personal office
assistant to a designated supervisor and has a
close and direct working relationship with him.
The secretary is normally accorded confidence
in all matters relating to the program and or-
ganization within the supervisor's jurisdiction,
and the work is closely identified with the su-
perior's viewpoint and responsibilities. Duties
are immediately auxiliary to the work of the
superior and are part of a broader and more
inclusive responsibility which the secretary has
for participating in his work by relieving him
of details of administration.
A secretary performs or supervises the per-
formance of a variety of tasks, including
performing telephone and receptionist duties;
keeping the supervisor's calendar and schedul-
ing his appointments and conferences; perform-
ing liaison duties as necessary between the
supervisor and his other subordinates, and other
offices; receiving and distributing incoming mail
and preparing replies; arranging for record-
ing of proceedings of conferences; channeling
and reviewing outgoing mail; maintaining rec-
ords and files; making travel arrangements for
the supervisor and hi:, stair'; assembling and
disseminating information; transmitting staff
instructions; performing miscellaneous clerical
duties related to the management of the super-
visor's office; and often performing steno-
graphic and typing services for the supervisor.
The grade levels of secretarial positions vary
with the scope of the supervisor's administra-
tive responsibility, with the extent of the secre-
tary's participation in the work of the super-
visor, and with the knowledges, skills, and
abilities required.
Secretarial positions may or may not require
stenographic, typing, or dictating machine
transcribing skills.
Basic requirements
Experience required.-Except for the substi-
tution provided for below, competitors must
GS--.31
pz. 1
show progressively responsible experience of
the kind and in the amounts indicated-in the
following table :
08-3 -----------------------------
GS-4 .............................
08-5 -------------?----..-...----
os 0 ------------
os-a ..................... ....
08-9------------- ?.---- ........
08-10 ............................
os-11 ............................
Q'Leral
experience
(years)
1
2
2}5
2
8poclall: ed
experlence
(years)
23i
3i
Total
er rim)es
(ears
General experience
Experience in typing, stenographic, or gen-
eral clerical work, or any combination of these.
For GS-4 and above at least 6 months of this
experience must have consisted of (or, included
in addition to typing, stenography, or routine
clerical work) work which demonstrated posses-
sion of ability to perform secretarial work
above the trainee level; for example, several
such duties as the following : answering tele-
phone calls; receiving visitors; composing cor-
respondence; obtaining and presenting infor-
mation; routing incoming correspondence on
the basis of subject matter; reviewing outgoing
correspondence for grammar, spelling, typogra-
phy, and format; or serving as a personal
clerical assistant or aide to a. professional, tech-
nical, supervisory, administrative, executive, or
similar employer.
Specialized experience
Experience in secretarial work which has in-
4olved responsibility for serving as the princi-
pal personal office assistant to a designated
supervisor, and which has included participa-
tion in the work of the supervisor through a
close and direct working relationship and has
involved most or all of the kinds of duties
described above under the heading "Description
of Work."
Quality of experience
Length of experience in itself will not neces-
sarily be considered qualifying. The appli-
cant's record must show experience of such
quality and kind as to demonstrate successful
application of progressively broader knowl-
- (TS 70)
January 1963
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GS-318
P. 2
edges, greater judgment; and higher skills com-
mensurate with the level of position for which
the candidate is being considered.
In addition to or included in the total experi?
once, applicants for positions at grades GS-6
through GS-11 must show either 6 months of
specialized experience comparable in responsi-
bility and difficulty to that of the next lower
grade level, or 1 year of such experience com-
parable to the second lower grade level in the
Federal service.
Secretarial proficiency
In addition to meeting the experience and
educational requirements described below, all
competitors must be proficient in the applica-
tion of knowledges and the utilization of skills
which are important in secretarial work, includ-
ing knowledge of the organization, ability to
handle a variety of duties, and capacity for
keeping her supervisor up to date on develop-
ments and appointments. In addition, appli-
cants for those secretarial positions which re-
quire typing and/or stenography must be
proficient in these skills.
Personal traits and characteristics.-In addi-
tion, all competitors must demonstrate pos-
session of certain traits essential to the
performance 'of secretarial duties. These are:
(a) effectiveness in getting along with others;
(b) ability to work independently; (c) loyalty,
integrity, discretion; (d) capacity and willing-
ness to accept responsibility; (e) judgment,
initiative, resourcefulness; and (f) poise,
personal dignity, neatness, and good grooming.
Substitutions
Except for any requirement for passing
performance tests to demonstrate skill in short-
hand and/or typing (as required) :
(a) All of the experience requirements for
the GS-5 level may be met by completion
of 4 academic years of education in a
residence college.
(b) All of the experience requirements for
the GS-4 level may be met by (1) com-
pletion of 2 academic years of full-time
business school or 2 academic years of
education above the high-school level; or
(c)
(2) qualifying for Clerk-Typist GS-4,
Clerk-Stenographer GS-4 (including
the demonstration of required typing
and/or ' stenography proficiency Rs re-
quired), or for Clerk GS-4. -
All of the experience requirements for
the GS-3 level may be met by (1) com-
pletion of 1 academic year or full-time
business school or 1. academic year of
education above, the high-school level;
or (2) qualifying for Clerk-Typist
GS-3, Clerk-Stenographer GS-3 (in-.
eluding the demonstration of required
typing and,/or stenography proficiency,
as required), or Clerk GS-3.
(d) Except when the substitutions provided
above are used to meet the full require-
ment, no substitutions may be made at
any grade level for the 6 months of expe-
rience required at the next lower grade
level, or for the 1 year of experience
required at the second lower grade level
in the Federal service.
(e) Excess specialized experience may be
substituted for the required general
experience at any grade level.
Written and performance tests for grades GS4
through GS-7
In addition to meeting the minimum experi-
ence requirements specified for each grade
level, competitors for these levels must obtain
eligible ratings on written verbal abilities tests.
For those positions which require shorthand
and/or typing; competitors must also obtain eli-
gible ratings in performance tests in these skills.
(Teacher certificates of proficiency in typing
or stenography may be accepted in lieu of the
applicants' taking and passing performance
tests, subject to the same conditions as those
described in the X-118 standard for Clerk-
Typists, Clerk-Stenographers, and Clerk-
Dictating Machine Transcribers.)
The written tests may be waived for noncom-
petitive actions, but not for appointments out-
side the register, provided there is other ade-
quate evidence of the ability of the applicant to
perform the duties of the position.
(T8 70)
January 1963
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SECRETARY SERIES
Basis of rating
For ;those applicants who meet the minimum
experience requirements and who qualify in
performance tests (or on an equivalent basis)
as required :
(1) At GS-5, applicants will be rated on the
basis of the score obtained in appropriate
written tests.
(2) At GS-6 and GS-7, applicants must pass
(3)
appropriate written tests, but for quali-
fying purposes only. The final rating
will be based upon an evaluation of their
secretarial experience, proficiency and
personal qualifications.
At GS-8 and above, the final rating will
be based upon an evaluation of secretarial
experience, proficiency, and personal
qualifications.
Physical requirements
See part II, Physical Requirements, para-
graph 3; in addition, applicants must possess
emotional and mental stability.
Special Note
It is important to note that there is no requirement
in the Clerk-Stenographer and Clerk-Typist examina-
tion for a screening of the applicants or eligibles on
the basis of whether they possess the personal char-
acteristics needed for secretarial positions. Some-
times the eligible may be evaluated in that respect
during an employment interview. However, it is gen-
erally most advantageous to hire eligibles from the
Clerk-Typist, Clerk-Stenographer or Clerk registers
for placement into positions of those titles in which
the duties are such as to permit appraisal of the
appointee's potential as a secretary. If adequate
potential is thus demonstrated on the job, reassign-
ment or promotion may then be made to a secretarial
position. If adeqpate potential is not thus demon-
strated, the appointee may continue as a Clerk-
Typist, Clerk-Stenographer, or Clerk so long as the
job performance in one of those lines of work is satis-
factory. The requirements are so stated that lateral
reassignment of Clerk-Typists GS-4, Clerk-Stenog-
raphers GS-4, or Clerk GS-4 to secretarial positions
GS-4 may be made on the basis of on-the-job ap-
praisals of such employees who are serving in posi-
tions which provided "general" experience. At least
6 months of adequate experience in a bona fide GS-4
secretarial position, with the balance of the required
year in a GS-4 position which affords "general ex-
perience," is fully qualifying for GS-5.
GS-318
p. 3
GUIDE FOR EVALUATING
SECRETARIAL QUALIFICATIONS
References : Appendix A to Part II of Hand-
book X-118
Position Classification Standard for -
Secretary Series, GS-318
Evaluation Method
In evaluating candidates' qualifications for
secretarial positions, there are three principal
requirements which form the basis for any
appraisal, rating, or ranking. These are (1)
the nature and scope of secretarial and other
experience, (2) relative proficiency as a secre-
tary, and (3) personal qualities necessary for
successful performance of secretarial work.
The method used should therefore contain pro-
cedures for rating all of these requirements.
(For example, the method described on page 28
in Appendix A to Part II of Handbook X-118,
adapted so as to combine an evaluation of over-
all experience with ratings on specific knowl-
edges and skills, would be appropriate for secre-
tarial positions.)
Information concerning candidates' qualifica-
tions may be obtained from various sources,
including the applicants' own application forms
or employment histories; position descriptions;
supervisory evaluations; qualifications vouch-
ers; written tests; performance tests; personal
interviews; work samples; and other sources.
Use of Performance Tests
'Performance tests (or equivalent) are nor-
mally required for those positions which involve
typing and/or stenography. For in-service
placement purposes, if performance tests are
given, they may be used for qualiflying purposes
only, or they may be scored and made part of
the final rating. Performance tests are par-
ticularly desirable in filling positions at those
levels where the candidate otherwise qualifies
solely on general experience and has not other-
wise demonstrated possession of the required
typing or stenographic skills in previous posi-
tions. (For further suggestions on tests, see
Appendix A to Part II of Handbook X-118.)
(TS 70)
January 1963
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GS-318
p. 4
Determining the Nature and Scope of
Secretarial and Other Experience
Secretarial experience.-The position classi
fication standard for the Secretary Series, GS-
318-0 contains much useful information for the
identification of relative levels of experience.
For example, nature and scope may be revealed
by examining :
(a)
The scope of the supervisor's operations
(e.g., his title and position in the organi-
zation; the kind of work for which he
was responsible; the size of the organi-
zation which he managed). Experience
as secretary to a supervisor who has a
broad scope of operations and program
responsibility would normally be of
higher value than experience as secre-
tary to a superior whose scope of opera-
tions and program responsibility was
relatively narrow. -
(b) The nature of the secretary's participa-
(c)
tion in the work of the supervisor (e.g.,
the secretary's relative position in the
organization; the degree of responsibil-
ity for the administrative details of the
office and to what extent this responsi-
bility was shared with others). Nor-
mally, experience in which the secretary
had served as the key point for coordina-
tion of a variety of clerical, secretarial,
and administrative functions, related to
the management of the supervisor's pro-
gram would be of a higher value than
experience in which the secretary's re-
sponsibility for these functions is limited
or shared with other employees in the
office.
The degree of independence with which
the secretary performed her work (e.g.,
the extent to which individual initiative
was required in disposing of matters
without bringing them to the attention
of the supervisor; responsibility for
keeping the work of the office running
smoothly without unnecessary interrup-
(TS 70)
January 1988
tion of the supervisor; responsibility for
preventing bottle-necks - in correspondence and office communications; the kinds
of matters in which the secretary was
authorized to take action for or in the
absence of the supervisor). Experience
reflecting greater independence should
be evaluated higher.
(d) The extent of the secretary's responsi-
bility for maintaining effective relations
for the supervisor with community rep-
resentatives and the general public, and
with others outside the office (e.g., re-
ceiving visitors giving and requesting
information; making appointments; ac-
cepting or declining invitations for the
supervisor, assuring that the supervisor's
official obligations are met). Experience
which has required frequent and exten-
sive public contacts would normally be
of a higher value than that which in-
volved occasional and limited public
contacts.
(e) The kinds of situations in which the
secretary was required to use her own
judgment (e.g., solving office problems;
drafting correspondence and other docu-
ments; interviewing and recommending
the selection of office assistants; recog-
nizing the need for and proposing
changes in office procedures and work
methods). Experience which has re-
quired that the secretary exercise judg-
ment which reflects her supervisor's
policies, views, and interests would nor-
mally be of a higher value than that
which required judgments based largely
on specifically applicable internal'proce-
dural guides.
If additional information is desirable in de-
termining the level of general experience, or of
experience which is other than secretarial, of-
fered by the applicant, the position classifica-
tion standards appropriate for the types of
work involved are useful as references for de-
scriptions of the ki.ids and levels of work.
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Determining Secretarial Proficiency and
Personal Qualities
Many of the candidates for promotion or
reassignment to secretarial positions were origi-
nally appointed from registers resulting from
examinations (e.g., Clerk-Stenographer, Clerk-
Typist, etc.), eligibility for which did not
involve a requirement for the traits and charac-
teristics important for successful performance
of secretarial work.
Because of the importance of these qualities
for successful performance of secretarial work,
appointing officers should assure themselves
that candidates for promotion or reassignment
to secretarial positions possess these -traits and
characteristics to the required degree.
In appraising candidates' secretarial profi-
ciency and personal qualities, a voucher may be
useful for obtaining information about candi-
dates who have worked for other supervisors,
for evaluating applicants in terms of require-
ments of individual secretarial positions, and
for making comparisons among candidates. A
suggested voucher for secretarial positions has
been developed. Samples may be obtained
from the appropriate Civil Service Commission
Regional Office. Since the primary function of
that voucher is to secure considered evaluations
of the traits described, instructions on its use
and overall design preclude,was far as possible,
the automatic checking, by the respondent, of
the same quality degree on all items, a tendency
which sometimes is apparent in the use of this
kind of form.
A voucher (e.g., such as that mentioned in
the previous paragraph) may be used to obtain
information from' present or former supervis-
ors, coworkers, teachers, personal references,
and other sources. The voucher may be used
in various ways in the evaluation and rating
process: for example, it may be used on an
GS-318
P. 5
"in-or-out" basis; it may be _ given a gross
numeric value for bonus purposes; or each item`
on the voucher may be considered, or even given
an individual numeric value; in arriving at
ratings for individual applicants.
Under any one of these procedures those indi-
vidual items which are not important in the
particular secretarial position to be filled need
not be considered. (Generally, however, almost
all of the iterhs will be found to be pertinent.)
Other Training and Experience
Other training and experience which is
believed to enhance the candidates' qualifica-
tions may be considered as additional factor(s)
and used to award bonuses for rating purposes.
Among these are :
(1) Successful completion of in-service
courses which offered training in areas
related to the secretarial function, gen-
eral management or administration, or
the program area with which the
supervisor is concerned;
(2) successful completion of educational
courses (consider relatedness to the
work) ;
(3)
citations for exceptional work per-
formance;
(4) demonstrated above-average capacity
(5)
skill in meeting and dealing with others;
possession of a certificate as a "Certified
Professional Secretary";
etc.
for solving problems associated with the
work of an office;
active participation in activities of
formal organizations such as civic
groups, church groups, self-improvement
groups, etc., which offer better than
usual opportunity to develop superior
(TS 70)
January 1963
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