To perform a variety of highly responsible and complex clerical, secretarial and routine administrative duties for a department or division; and may supervise clerical personnel.
This is the advanced journey level class in the Secretary series. Positions at this level are distinguished from other classes within the series by the level of responsibility assumed and the complexity of duties assigned. Employees perform the most difficult and responsible types of duties assigned to classes within this series including providing administrative support to a department in areas such as budget, personnel, or a departmental program or function, as well as providing responsible secretarial support to a department or division head. Employees at this level are required to be fully trained in all procedures related to assigned area of responsibility.
SUPERVISION RECEIVED AND EXERCISED
Receives direction from assigned management personnel.
May exercise direct supervision over assigned clerical personnel.
EXAMPLES OF ESSENTIAL DUTIES
Duties may include, but are not limited to, the following:
Perform a wide variety of complex, responsible, and confidential secretarial and administrative duties for management personnel.
Perform administrative projects for management personnel; 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 in order to meet department objectives.
Independently respond to letters and general correspondence not requiring the attention of management personnel.
Coordinate and make travel arrangements; maintain appointment schedules and calendars; arrange meetings and conferences.
Perform accounting functions related to accounts payable or receivables.
Maintain time card and payroll records including employee evaluations and disciplinary actions; maintain personnel files and records for management personnel.
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 personnel; conduct performance evaluations of assigned personnel; 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 years of increasingly responsible secretarial and clerical experience involving frequent public contact.
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
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 assessment.
Principles and practices of office management.
On a continuous basis, sit at desk for long periods of time. Intermittently twist and reach office equipment; write or use keyboard to communicate through written means; occasionally run errands; lift light weight.
Intermittently review documents related to department operations; observe, identify and problem solve office practices and procedures; understand, interpret and explain department policies and procedures; explain and problem solve office issues for the public and with staff.
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.
Operate and use modern office equipment including word processing equipment as assigned.
Analyze situations carefully and adopt effective courses 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 personnel.
Type accurately at a speed of at least 50 words per minute.