Secretary of state

Description

Secretaries of state assist heads of government departments, such as ministers, and aid in the supervision of proceedings in the department. They assist in the direction of policies, operations, and department staff, and perform planning, resource allocation, and decision-making duties.

Other titles

The following job titles also refer to secretary of state:

state secretary
senior minister
under secretary of state
minister of state
undersecretary of state

Minimum qualifications

Master’s degree is generally required to work as secretary of state. However, this requirement may differ in some countries.

ISCO skill level

ISCO skill level is defined as a function of the complexity and range of tasks and duties to be performed in an occupation. It is measured on a scale from 1 to 4, with 1 the lowest level and 4 the highest, by considering:

  • the nature of the work performed in an occupation in relation to the characteristic tasks and duties
  • the level of formal education required for competent performance of the tasks and duties involved and
  • the amount of informal on-the-job training and/or previous experience in a related occupation required for competent performance of these tasks and duties.

Secretary of state is a Skill level 4 occupation.

Secretary of state career path

Similar occupations

These occupations, although different, require a lot of knowledge and skills similar to secretary of state.

secretary general
mayor
senator
city councillor
government minister

Long term prospects

These occupations require some skills and knowledge of secretary of state. They also require other skills and knowledge, but at a higher ISCO skill level, meaning these occupations are accessible from a position of secretary of state with a significant experience and/or extensive training.

Essential knowledge and skills

Essential knowledge

This knowledge should be acquired through learning to fulfill the role of secretary of state.

Legislation procedure: The procedures involved in the making of laws and legislation, such as which organisations and individuals are involved, the process of how bills become laws, the proposal and reviewing process, and other steps in the legislation procedure.
Audit techniques: The techniques and methods that support a systematic and independent examination of data, policies, operations and performances using computer-assisted audit tools and techniques (CAATs) such as spreadsheets, databases, statistical analysis and business intelligence software.
Budgetary principles: Principles of estimating and planning of forecasts for business activity, compile regular budget and reports.

Essential skills and competences

These skills are necessary for the role of secretary of state.

Advise legislators: Give advice on various government and legislative duties, such as policy creation and the inner workings of a governmental department, to government officials in legislative positions, such as members of parliament, government ministers, senators, and other legislators.
Liaise with local authorities: Maintain the liaison and exchange of information with regional or local authorities.
Present legislation proposition: Present the proposition for new items of legislation or changes to existing legislation in a manner which clear, persuasive, and compliant with regulations.
Analyse legislation: Analyse the existing legislation from a national or local government in order to assess which improvements could be made and which items of legislation could be proposed.
Conduct financial audits: Evaluate and monitor the financial health, the operations and financial movements expressed in the financial statements of the company. Revise the financial records to ensure stewardship and governability.
Implement strategic management: Implement a strategy for the development and transformation of the company. Strategic management involves the formulation and implementation of the major objectives and initiatives of a company by senior management on behalf of the owners, based on consideration of available resources and an assessment of the internal and external environments in which the organisation operates.
Prepare legislation proposition: Prepare the necessary documentation in order to propose a new item of legislation or a change to existing legislation, according to regulations.
Advise on legislative acts: Advise officials in a legislature on the propositioning of new bills and the consideration of items of legislation.
Perform political negotiation: Perform debate and argumentative dialogue in a political context, using negotiation techniques specific to political contexts in order to obtain the desired goal, ensure compromise, and maintain cooperative relations.

Optional knowledge and skills

Optional knowledge

This knowledge is sometimes, but not always, required for the role of secretary of state. However, mastering this knowledge allows you to have more opportunities for career development.

Government representation: The legal and public representation methods and procedures of the government during trial cases or for communication purposes, and the specific aspects of the governmental bodies being represented in order to ensure accurate representation.
Project management principles: Different elements and phases of project management.
Government policy implementation: The procedures related to the application of government policies at all levels of public administration.
Public finance: The economic influence of the government, and the workings of government revenue and expenditures.
Constitutional law: The regulations dealing with the fundamental principles or established precedents which govern a state or organisation.

Optional skills and competences

These skills and competences are sometimes, but not always, required for the role of secretary of state. However, mastering these skills and competences allows you to have more opportunities for career development.

Apply conflict management: Take ownership of the handling of all complaints and disputes showing empathy and understanding to achieve resolution. To be fully aware of all Social Responsibility protocols and procedures, and to be able to deal with a problem gambling situation in a professional manner with maturity and empathy.
Represent the organisation: Act as representative of the institution, company or organisation to the outside world.
Manage budgets: Plan, monitor and report on the budget.
Write meeting reports: Write complete reports based on minutes taken during a meeting in order to communicate the important points which were discussed, and the decisions which were made, to the appropriate people.
Manage administrative systems: Ensure administrative systems, processes and databases are efficient and well managed and give the sound basis to work together with the administrative officer/staff/professional.
Advise on public finance: Advise public organisations such as governmental organisations on their financial operations and procedures, to ensure optimal efficiency.
Delegate activities: Delegate activities and tasks to others according to the ability, level of preparation, competence and legal scope of practice. Make sure that people understand what they should do and when they should do it.
Ensure cross-department cooperation: Guarantee communication and cooperation with all the entities and teams in a given organisation, according to the company strategy.
Perform project management: Manage and plan various resources, such as human resources, budget, deadline, results, and quality necessary for a specific project, and monitor the project’s progress in order to achieve a specific goal within a set time and budget.
Present reports: Display results, statistics and conclusions to an audience in a transparent and straightforward way.
Manage government policy implementation: Manage the operations of the implementation of new government policies or changes in existing policies on a national or regional level as well as the staff involved in the implementation procedure.

ISCO group and title

1111 – Legislators

 

 


 

 

References
  1. Secretary of state – ESCO
Last updated on August 8, 2022