Stenographer Series

California State Personnel Board Specification

Series established May 19, 1971

Scope

This series specification describes two classes in the California state service which perform general stenographic work. Classes which perform higher level secretarial functions such as Secretary or Executive Secretary I and II, and classes that perform general office work or that require special proficiency in filing, accounting, typing only, or cashiering have been excluded.

Definition of Series

Stenographers are distinguished from other clerical classes by being required to take and transcribe shorthand as a regular and essential part of the assignment for a substantial portion of time. Duties include: preparing and typing correspondence, form letters, forms and documents, stencils, and rough draft materials; transcribing dictating machine records; assisting in the preparation of reports and statistical summaries; and serving as receptionist referring telephone calls and visitors to appropriate staff members.

Factors Affecting Position Allocation

Level of difficulty, variety, and complexity of assigned duties; independence of action and decision; degree of supervision received and degree of supervision exercised serve as differentiating factors between individual classes.

Definition of Levels

Stenographer

This is the entry, training, and journeyperson level in this series. Incumbents, under general instructions, but with established procedures and precedents as guides, serve in (1) a secretarial capacity, or (2) in a clerical pool, performing stenographic and clerical work of average difficulty in taking and transcribing technical and nontechnical dictation, typing, and performing related clerical work. There may be lead responsibility over others.

Senior Stenographer

This is the working supervisor level. Incumbents plan, organize, and assign work to a small group of clerical employees or assist in the supervision of a larger group engaged in transcribing shorthand or machine dictation; personally take and transcribe difficult dictation and independently compose correspondence requiring judgment. This level may be used to classify the few advanced journey level Stenographer positions, which are not secretarial in nature. Duties would include substantial taking and transcribing of difficult dictation from large meetings.

Minimum Qualifications

Stenographer

Either I

In the California state service, one year of experience performing the duties of an Assistant Clerk.

Or II

Education: Equivalent to completion of the twelfth grade. (Additional qualifying experience may be substituted for the required education on a year-for-year basis.)

Senior Stenographer

Either I

In the California state service, one year of experience performing clerical duties at a level of responsibility not less than that of an Office Assistant�II (formerly Clerk II)

Or II

Two years of experience in stenographic and clerical work. (Academic education above the twelfth grade may be substituted for one year of the required general experience on the basis of either (a) one year of general education being equivalent to three months of experience; or (b) one year of education of a business or commercial nature being equivalent to six months of experience. Students who are enrolled in the last semester or its equivalent of course work which upon completion will fulfill these requirements will be admitted to the examination, but they must submit evidence of completion before they can be considered for appointment.)

Knowledge and Abilities

Stenographer

Knowledge of: Modern office methods, supplies, and equipment.

Ability to: Take dictation at 80 words a minute; type at 40 words a minute; perform simple clerical and stenographic work; spell correctly, use good English; make arithmetic computations; and follow oral and written directions.

Senior Stenographer

Knowledge of: Modern office methods, supplies, and equipment; and Business English and correspondence and principles of effective supervision and training.

Ability to: Read and write English at a level required for successful job performance; take dictation at 110 words a minute; type at 40 words a minute; perform difficult stenographic and clerical work; make clear and comprehensive reports and keep difficult records; prepare correspondence independently; communicate effectively; meet and deal tactfully with the public; and supervise the work of Assistant Clerks.

Special Personal Characteristics

Both Classes:

Willingness to follow a prescribed routine; tack; neat personal appearance; and a demonstrated interest in assuming increasing responsibility.

Additional Desirable Qualification

Both Classes:

Education equivalent to completion of the twelfth grade.

Class History