Under direction, performs secretarial work of considerable difficulty 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 second and full journey level in the Management Secretary series. An employee in this class is responsible for performing the most advanced secretarial and other clerical duties for the administrative staff in the office of the County Administrator. Substantial independent judgment, initiative and confidentiality are necessary in performance of all assignments.
Positions in this class are typically multi-allocated with Management Secretary I and incumbents in that class usually promote to Management Secretary II when they are substantially working at that level and meet the minimum qualifications of the class.
1. Types a wide variety of complex materials from written material or machine transcription; proofreads 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. Performs advanced word processing; formats complex charts, reports, and correspondence.
3. Researches, assembles, and summarizes a variety of information and data; prepares difficult reports under administrative guidelines; prepares and responds to correspondence; assembles, identifies, and arranges 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 judgment in their disposition; resourcefully directs incoming general public information calls to the appropriate department; maintains appointment calendars and schedules meetings; coordinates and assures proper routing of materials to staff; maintains a system for controlling deadlines or target dates for professional staff and advises staff accordingly.
5. Uses advanced features of personal computer software; enters and extracts data; verifies the accuracy of information.
6. Coordinates 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; may handle travel-related aspects for staff.
7. Performs general clerical work such as filing, maintaining records, operating standard office machines, indexing material, taking inventory/ordering of supplies, and other duties.
8. May be assigned to handle the processing of invoices, purchase orders/requisitions, expense reports, and various financial requests; performs human resources-related administrative tasks; monitors and tracks staff participation in mandated and/or required trainings.
9. Explains and interprets administrative and managerial processes and procedures to department heads and the public in accordance with established County/department policy; acts 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.
10. May act as lead worker.
EITHER PATTERN I
Experience: One year as either a Management Secretary I or Administrative Secretary in San Joaquin County.
OR PATTERN II
Experience: Six years of general clerical, secretarial, and/or office technical work, including two years of management secretarial work and at least one year performing advanced secretarial duties for a senior or executive manager.
AND FOR BOTH PATTERNS
Substitution: a) One year of business training at an approved school may be substituted for six months of 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/or word processing). If required by the nature of the assignment, demonstrated general or software-specific computer proficiency may be required prior to appointment.
Advanced 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 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.