To perform para-professional duties in support of executive staff; to perform a variety of highly responsible and complex clerical, secretarial and administrative duties for a department; and may assign and review the work of assigned clerical personnel.
This is the para-professional level class in the secretary series. Positions at this level are distinguished from other classes by the analytical nature of a majority of the work performed as well as providing secretarial support to an executive. Individuals in this position must keep multiple tasks on schedule, use tact and judgement, and preserve confidentiality of sensitive information.
SUPERVISION RECEIVED AND EXERCISED
Receives direction from assigned department head.
May exercise direct supervision over assigned secretarial and 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 executive staff and other management personnel including providing routine analytical support.
Research, compile and analyze background data; perform routine and special administrative projects for management personnel; prepare independent draft reports and documentation; maintain records and files regarding department administrative activities.
Screen calls, visitors and mail; respond to complex requests for information.
Interpret and explain County and department policies, rules, and regulations in response to inquiries; refer inquiries as appropriate.
Independently respond to letters and general correspondence not requiring the attention of executive personnel.
Recommend and assist in the implementation of goals and objectives; establish schedules and methods for office operations; implement office policies and procedures.
Plan, prioritize, assign, supervise and review the work of staff involved in providing administrative support.
Evaluate operations and activities of assigned responsibilities; recommend improvements and modifications; prepare various reports on operations and activities.
Participate in the selection of staff; provide or coordinate staff training; work with employees to correct deficiencies; recommend disciplinary action and implement discipline procedures as directed.
Coordinate and make travel arrangements; maintain appointment schedules and calendars; arrange meetings and conferences.
Order and purchase supplies for the department; perform accounting functions related to ordering supplies, equipment and services.
May maintain payroll records; may maintain personnel files and records for management personnel.
Provide support to a board or a commission including posting legal notices, preparing agendas, assembling background materials, and typing minutes of meetings as assigned.
Perform clerical duties related to department activities such as typing, filing and distributing mail.
Participate and assist in the development and administration of a department budget; prepare budget reports; compile annual budget requests; monitor and control expenditures.
Establish and maintain a variety of files and records.
Assist in developing staff reports for submittal to the County Executive Office and Board of Supervisors including preparing reports, assembling background materials, and composing first drafts.
May supervise assigned staff; plan, assign and review the work of assigned personnel; conduct employee evaluations.
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 provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:
Experience: Five years of increasingly responsible secretarial, clerical experience, including one year of office management and/or supervisory experience.
Training: Equivalent to the completion of the twelfth grade preferably supplemented by course work in business, accounting or a related field.
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, SKILLS, AND ABILITIES
Principles and practices of routine analytical research.
Principles and practices of report writing.
English usage, spelling, grammar, and punctuation.
Modern office methods, procedures, and computer equipment.
Business letter writing.
Principles and practices of bookkeeping.
Principles and practices of office management.
Pertinent County functions, policies, rules and regulations.
Principles and practices of supervising and evaluating performance.
Understand the organization and operation of the County and of outside agencies as necessary to assume assigned administrative responsibilities.
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 systems and procedures; understand, interpret and explain department policies and procedures; explain and problem solve office issues for the public and with staff.
Prepare draft reports requiring analytical skill.
Compose general correspondence and letters.
Interpret and apply administrative and departmental policies, laws, and rules.
Preserve confidentiality of sensitive material routinely encountered as part of work assignments.
Develop and recommend policies and procedures related to assigned office operations.
Supervise, train and evaluate assigned staff.
Operate and use modern office equipment including personal computers.
Analyze situations carefully, recommend solutions, adopt effective courses of action.
Plan, organize and schedule priorities in the office.
Compile and maintain complex and extensive records and prepare reports.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
Work with various cultural and ethnic groups in a tactful and effective manner.
Supervise, train and evaluate assigned clerical personnel.
Take notes and write summaries of meetings.
Type accurately at a speed of 50 words per minute.