Under general supervision, does secretarial work in the office of the County Administrator; and does related or other work as required in accordance with Rule 3, Section 3 of the Civil Service Rules.
This is the first level in the Management Secretary series. An employee in this class is responsible for performing the more routine secretarial and other clerical duties for the administrative staff in the office of the County Administrator while learning to perform the most complex and sensitive assignments. Some independent judgment, initiative, and confidentiality are necessary in performance of all assignments.
Positions in this class are typically multi-allocated with Management Secretary II and incumbents usually promote to the class of Management Secretary II when they are substantially working at that level and meet the minimum qualifications of the class.
1. Types a variety of materials from written material or machine transcription; proofread for accuracy and consistency; ensures that final product is formatted according to the department guidelines and is error-free; checks spelling, punctuation, and grammar usage.
2. Learns to perform advanced word processing; learns to format complex charts, reports, and correspondence.
3. Assists in researching, assembling, and summarizing a variety of information and data; prepares reports under administrative guidelines; prepares and responds to general correspondence; learns to assemble, identify, and arrange documentation in proper order for County Administrator, professional staff, Board of Supervisors’, and/or other meetings.
4. Receives and screens visitors, calls and mail, and exercises some judgment in their disposition; resourcefully directs incoming general public information calls to the appropriate department; may maintain appointment calendars and schedule meetings; may assist in coordinating and assuring proper routing of materials to staff; learns to maintain a system for controlling deadlines or target dates for professional staff, and to advise staff accordingly.
5. Learns to use the advanced features of personal computer software; enters and extracts data; verifies the accuracy of information.
6. Assists in the coordination of important meetings between the Board of Supervisors, the County Administrator, special committees, department heads, other governmental officials, and the public; arranges meeting places, dates of meetings, and notifies the interested parties.
7. Assists in performing general clerical work such as filing, maintaining records, operating standard office machines, indexing material, taking inventory of supplies, and other duties.
8. Learns to explain and interpret administrative and managerial processes and procedures to department heads and the public in accordance with established County/department policy; may act as a liaison between professional staff of the County Administrator’s Office and operating departments in communicating information relative to County, State, and Federal policies, procedures, directives, and the installation of procedures.
Experience: Four years of general clerical, secretarial and/or office technical work, including at least six months performing management secretarial work.
Substitution: a) One year of business training at an approved school may be substituted for one year of the general experience; OR b) Completion of 30 semester/45 quarter units from an accredited college or university may substitute for one year of the above-required experience.
Certificates: If required by the nature of the assignment: 1) Possession of acceptable typing/keyboarding or other certification of ability to input data at the rate of 45 words per minute; and/or 2) possession of an acceptable proficiency certificate in one or more computer software programs.
Special Requirement: Ability to use automation equipment (computers and office-related software). If required by the nature of the assignment, demonstrated general or software-specific computer proficiency may be required prior to appointment.
General use of personal computers and standard office software; principles and practices of office operation and management; methods of gathering and organizing data; methods of researching and verifying information and using source materials; record keeping principles and procedures; principles of effective oral and written communication; spelling, punctuation, grammar, and sentence structure; principles of composition, public relations techniques.
Operate a personal computer and standard software packages; perform assignments with minimum instructions; use discretion and judgment in dealing with sensitive or confidential information and act accordingly; ensure operational efficiency by establishing priorities and scheduling and assigning work; manage multiple tasks efficiently, prioritize work, manage time to meet deadlines, and work under pressure; be attentive to detail and accuracy; detect and correct errors; establish and maintain effective working relationships with others; and develop and demonstrate a solid working knowledge of the County government structure, individual department structure and responsibilities, key personnel, and policies and procedures.
Mobility-Frequent operation of a data entry device, repetitive motion, sitting for long periods, walking; occasional standing, pushing, pulling, bending, squatting, climbing; Lifting-Frequently 5 pounds or less; occasionally 5 to 30 pounds; Visual-Constant good overall vision and reading/close-up work; frequent color perception and use of eye/hand coordination; occasional use of depth perception and peripheral vision; Hearing/Talking-Frequent hearing of normal speech, hearing/talking on the telephone, talking in person; Emotional/Psychological-Frequent decision making, concentration, and public contact; Special Requirements-Some assignments may require working weekends, nights, and/or occasional overtime; Environmental-Occasional exposure to varied weather conditions.
Special Working Conditions: Must be available for overtime work on short notice.