Some specific points about nature of work of Stenographer, Personal Assistant, Private Secretary
Some points are common for all above posts but some are specific for higher grade posts.
1.To keep record of incoming/outgoing dak, files/registers etc. to keep filing upto date to fix appointments, to arrange meetings and collect information desired by the Officer, to deal in a tactful manner with visitors and to attend telephone calls with courtesy;
2. To maintain confidentiality and secrecy;
3. To take dictation in shorthand and to transcribe/type it accurately;
4. To maintain a list of officers (with their official as well as residential telephones and addresses) with whom the officer is likely to have official dealings;
5. To keep an accurate list of engagements, meetings, etc. and remind the officer in time and to make available to him all the necessary papers for such engagements/meetings;
6. To maintain a proper order of the papers required to be dealt with by the officer and to bring to his notice, the papers/cases which requires immediate attention;
7. To destroy by burning the stenographic/notes of the confidential/secret nature after they have been typed;
8. To keep track of the progress of cases/matters till these are finally disposed of;
9. To keep reference books, rules, ordinances, statutes, etc. upto date;
10. To keep note about date marked by officer to put up/call back the files again.
11. To pursue the departments/sections to take action as per decisions taken in Board of Governors/Management and put up the action taken report to the officers at the earliest.
12. To pursue the departments/sections to draft and get finalize the minutes of meetings in time.
13. To keep note of agenda items pointed out by officers on different files for including them by concerned departments/sections in various related meetings' agenda.
14. To pursue the concerned departments/sections to prepare agenda items/notes in time to send the various members.
