Placer County

Secretary - Entry (#12302)

$17.26-$21.55 Hourly / $2,991.73-$3,735.33 Monthly / $35,900.80-$44,824.00 Yearly

Secretary - Journey (#12303)

$19.02-$23.76 Hourly / $3,296.80-$4,118.40 Monthly / $39,561.60-$49,420.80 Yearly


DEFINITION

To perform a wide variety of responsible secretarial and clerical duties for an assigned division or program.

DISTINGUISHING CHARACTERISTICS

Secretary - Entry 
This is the entry level class in the Secretary series.  This class is distinguished from the Secretary - Journey by the performance of the more routine tasks and duties assigned to positions within this series.  The Secretary-Entry class is distinguished from the journey level by the performance of less than the full range of duties assigned to the journey level.  Incumbents work under immediate supervision while learning job tasks, progressing to general supervision as procedures of assigned area of responsibility are learned.

Secretary - Journey 
This is the full journey level class within the Secretary series.  This class is distinguished from the Secretary - Entry by the assignment of the full range of duties.  Employees at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies within the work unit.  Positions in this class are flexibly staffed and are normally filled by advancement from the entry level.

This class is distinguished from the Administrative Secretary in that the latter is the advanced journey level secretary who provides complex secretarial, routine administrative support and may directly supervise staff.

SUPERVISION RECEIVED AND EXERCISED

Secretary - Entry
Receives immediate supervision from supervisory staff and may receive technical and functional supervision from professional and/or higher level secretarial staff.

Secretary - Journey
Receives general supervision from supervisory personnel, and may receive technical and functional supervision from professional and/or higher level secretarial staff.

EXAMPLES OF ESSENTIAL DUTIES

Duties may include, but are not limited to, the following:

  • Perform general secretarial duties related to assigned functional area and department.
  • Respond to public inquiries, both on the telephone and in person, relative to department policies and procedures, and refer to appropriate staff member for more specific information as necessary.
  • Assist in preparing procedures, operating manuals, written material, budgets, forms, charts and/or other documents for internal or external distribution.
  • Act as an information source to inquiries not requiring the supervisor's attention and otherwise assist in representing the division on the telephone and in person.
  • Type and edit letters, reports, memoranda and other documents relating to the division which may include contracts, proposals, technical documents, statistical and/or special forms, budgets, and charts.
  • Compose routine departmental correspondence and memoranda; proofread for accuracy, correct form, content and proper English usage.
  • Collect information from a variety of documents pertinent to assigned division; compile data for reports; prepare routine reports as required.
  • Maintain and monitor records and files; follow up on due dates; perform other monitoring functions to ensure timely completion of work.
  • Use and operate standard office equipment including word processing applications.
  • Build and maintain positive working relationships with co-workers, other County employees and the public using principles of good customer service.
  • Schedule meetings, prepare agendas, take, transcribe and distribute minutes of meetings.
  • Perform related duties as assigned.

MINIMUM QUALIFICATIONS

Secretary - Entry

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: Two years of clerical experience.

Training: Equivalent to the completion of the twelfth grade.
 
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.

Secretary - Journey

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

Experience: Two years of responsible secretarial and clerical experience similar to the Secretary - Entry with Placer County.

Training:
Equivalent to the completion of the twelfth grade.

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, SKILLS, AND ABILITIES

Secretary - Entry

Knowledge of:

  • English usage, spelling, grammar and punctuation.
  • Office methods, practices, procedures and equipment including filing and computer systems.
  • Basic Mathematical calculations.
  • Organizational procedures and operating details of an office.
  • Principles and practices of customer service and reception techniques.
  • Principles of business letter writing.
  • Basic record keeping principles and procedures.

Ability to:

  • On a continuous basis, sit at desk and/or stand at counter for long periods of tie.  Intermittently twist and reach office equipment; write and use keyboard to communicate through written means; perform simple grasping and fine manipulation; lift light weight.
  • Intermittently, review documents related to department operations; observe, identify and problem solve office operations and procedures; understand, interpret and explain department policies and procedures; explain operations and provide solutions to office issues for the public and with staff.
  • Perform basic mathematical calculations.
  • Perform assigned secretarial duties with speed and accuracy.
  • Communicate clearly and concisely, both orally and in writing.
  • Type accurately at a speed of 50 words per minute.
  • Compile information, maintain records, files and data.
  • Prioritize and coordinate tasks to meet deadlines.
  • Transcribe from dictating equipment.
  • Draft routine correspondence.
  • Establish and maintain effective working relationships with those contacted in the course of work.

Secretary - Journey

In addition to the qualifications of the Secretary - Entry:

Knowledge of:

  • Principles and practices of taking and transcribing meeting minutes.
  • Principles and practices of software including word processing and spreadsheets.

Ability to:

  • Understand and explain division policies and procedures.
  • Schedule meetings, prepare agendas, take, transcribe and distribute minutes of meetings.
  • Independently respond to requests for information and answer moderately complex questions regarding division operations.
  • Use personal computer and other office equipment necessary for successful job performance.
  • Organize tasks and determine priorities in order to meet assigned deadlines.
  • Research and analyze information.
  • Analyze situations carefully and adopt effective course of action.

CLASS: 12302; EST: 9/2/1995; REV: 9/1/2003;
CLASS: 12303; EST: 9/2/1995; REV: 9/1/2003;