Logo

DIVISION SECRETARY (#BJ4 )

Apply as a Transfer/Demotion applicant

$26.43-$33.44 hourly / $4,581.00-$5,796.00 monthly / $54,974.40-$69,555.20 yearly


Definition

Under direction, performs a wide variety of difficult and responsible secretarial, minor administrative and general office duties in a division manager's office; and performs other work as required.

Distinguishing Characteristics

Incumbents in the class are expected to understand the policies, procedures, regulations and functions of the assigned divisional program in order to interpret, transmit and apply them to a variety of situations. An incumbent is normally delegated appropriate authority to refer or decide on the proper course of action for incoming business matters. An incumbent has access to all information handled by the division manager and is expected to know what is confidential and the extent to which it is confidential. The class is distinguished from the class of Secretary by the latter's allocation to the offices of county department directors.

Typical Tasks

Types correspondence, memorandums, reports, statistical data and other finished copy from rough drafts, margin notes, general instructions or machine transcription using a typewriter and data/word processing terminal; prepares and assists in the preparation of correspondence, reports, budget documents, manuals, minutes, agendas and other written material by gathering information and source documents, researching information, compiling and organizing content, selecting formats, editing and proofreading, and coordinating the clerical work of others; may supervise or review the work of other clerical staff; prepares, monitors and processes a variety of transactions including purchasing requisitions, budget requests and transfers, expenditure claims and personnel-payroll actions; answers and screens telephone calls; maintains the manager's appointment calendar, schedules meetings and makes travel arrangements; greets visitors; reviews and screens incoming mail; provides secretarial services to committees, boards, commissions and other groups; maintains and revises complex manual and automated files and record keeping systems; and relieves the manager of routine administrative and office detail.

Employment Standards

Knowledge:

  • Thorough knowledge of office methods, procedures and techniques;
  • Thorough knowledge of business correspondence and formats, report writing and proper business English usage;
  • Working knowledge of manual and automated filing systems;
  • Some knowledge of the principles and practices of supervision and training may be required for some positions.
Ability to:

  • Perform varied and difficult secretarial work involving independent judgment and requiring accuracy and speed;
  • Interpret and apply regulations, policies and procedures applicable to the division;
  • Exercise tact and discretion in dealing with the public and in handling confidential or sensitive information;
  • Proofread, develop and compose correspondence using proper formatting, English grammar, punctuation and spelling;
  • Prepare narrative and statistical reports, maintain accurate records and make routine arithmetical calculations;
  • Establish and maintain effective working relationships with others;
  • Operate word processing equipment and learn to input and access data using a computer terminal.

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

Three years responsible clerical experience which demonstrates possession and application of the required knowledge and abilities. Education equivalent to completion of a one year Certificate of Proficiency in secretarial studies from a California Community College may be substituted for one year of experience.

SPECIAL REQUIREMENTS

Type at a corrected rate of 50 words per minute on an electronic typewriter.

Miscellaneous

Analyst: PC

CLASS: BJ4; EST: 12/1/1987;