Placer County

Positions at this level are distinguished from other clerical classes by the level of responsibility assumed and the complexity of duties assigned.  Employees provide administrative and responsible secretarial support to a department in areas such as budget, personnel, or a departmental program or function, and typically report to a division head.  Employees at this level are required to be fully trained in all procedures related to assigned area of responsibility.

Receives direction from assigned management staff.

May exercise direct supervision over assigned clerical staff.

• Perform a wide variety of complex, responsible, confidential secretarial and administrative duties for management staff.
• Perform administrative projects for management staff; research and compile background data; maintain records and files regarding department administrative activities.
• Screen calls, visitors, and mail; respond to moderately complex requests for information.
• Interpret and explain County and department policies, rules, and regulations in response to inquiries; refer inquiries as appropriate; assist in developing department policies and procedures to meet department objectives.
• Independently respond to letters and general correspondence not requiring the attention of management staff.
• Coordinate and make travel arrangements; maintain appointment schedules and calendars; arrange meetings and conferences.
• Perform accounting functions related to accounts payable or receivables.
• Maintain timecard and payroll records including employee evaluations and disciplinary actions; maintain personnel files and records for management staff.
• Order and purchase supplies for the department.
• Perform clerical duties related to department activities such as typing, filing, and distributing mail.
• Participate and assist in the administration of a department budget; compile annual budget requests and recommend expenditure requests for designated accounts.
• Research, compile, and analyze data for special projects and various reports.
• Initiate and maintain a variety of files and records.
• Assist in the support of a board or commission including posting legal notices, preparing the agenda, assembling background materials, and typing minutes of meetings as assigned.
• Plan, assign, and supervise the work of assigned clerical staff; conduct performance evaluations of assigned staff; train staff in office methods and procedures.
• Recommend organization or procedural changes affecting clerical activities.
• Build and maintain positive working relationships with co-workers, other County employees, and the public using principles of good customer service.
• Perform related duties as assigned.

Experience and Training
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying.  A typical way to obtain the knowledge and abilities would be:

Experience: Four (4) years of increasingly responsible secretarial and clerical experience involving frequent public contact.

Training: Equivalent to the completion of the twelfth grade.

Required License or Certificate:
May need to possess a valid driver's license as required by the position.  Proof of adequate vehicle insurance and medical clearance may also be required.

Knowledge of:

• English usage, spelling, grammar, and punctuation.
• Modern office methods, procedures, and computer equipment.
• Principles and practices of bookkeeping.
• Business letter writing and report writing.
• Pertinent County government organization, functions, policies, rules, and regulations.
• Principles and practices of supervision and performance management.
• Principles and practices of office management.

Ability to:

• On a continuous basis know and understand all aspects of the job; intermittently review documents related to department operations; understand, identify, interpret, and explain office practices and procedures; recall and utilize a variety of information; work under time pressure and complete a high volume of tasks with frequent interruptions; focus on a single task for long periods of time. 
• On a continuous basis, sit at a desk or in meetings for long periods of time;  intermittently walk, stand, bend, stoop, kneel, crouch, squat, push, pull, twist, and reach; perform simple and power grasping and fine manipulation; speak, use a telephone, and write or use keyboard to communicate; see and hear with sufficient acuity to perform essential job functions; lift light weight.
• Understand the organization and operation of the County and of outside agencies as necessary to assume assigned responsibilities.
• Compose general correspondence, press releases, letters, and reports.
• Interpret and apply administrative and departmental policies, laws, and rules.
• Use a computer and standard office equipment.
• Analyze situations quickly and objectively and determine  proper course of action.
• Recognize issues of a confidential nature and handle appropriately.
• Plan, organize, and schedule priorities in the office.
• Compile and maintain complex and extensive records and prepare routine reports.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Communicate clearly and concisely, both orally and in writing.
• Supervise, train, and evaluate assigned clerical staff.
• Type accurately at a speed necessary for successful job performance.
• Take notes and write summaries of meetings.