Senior Secretary

SALARY: $44,581.89-$51,000.00 Annually

SUMMARY : This is skilled secretarial and clerical work in a county department or division. Duties include: establishing and maintaining office records; typing reports and documents; serving as receptionist; and, performing other clerical duties as assigned. Duties require proficiency in data-entry. Work involves contact with department and county employees as well as other agencies and the general public. Work is reviewed upon completion by an immediate supervisor. This classification has no supervisory responsibilities, but may function as a lead worker or backup to other clerical staff members.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Duties include but are not limited to:

· Typing materials such as correspondence, memos, administrative forms, and other documents

· Collecting information and establishing, updating, and maintaining files and records essential to the basic function of the work unit

· Greeting the general public and answering telephone; forwarding calls or visitors to appropriate staff; responding to inquiries by providing routine explanations of department operations, policies and procedures

· Assisting general public to locate and retrieve public records

· Entering data and information into the computer.

· Reviewing documents for completeness and accuracy; collecting appropriate fees and maintaining related financial records for cash receipts

· Sorting filing, and retrieving information from hard-copy forms, work orders, reports and records

· Conducting inquiries and research to obtain information needed in reports, forms, and documents

· Opening, sorting, and distributing mail to division or department employees

· May serve as backup to other clerical staff

· Performing other duties as assigned

QUALIFICATION REQUIREMENTS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability necessary. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

MINIMUM EDUCATION and/or EXPERIENCE:

· High school diploma or GED, supplemented by college-level or vocational course work in a related field

· Three years professional related work experience

· An equivalent combination of education and experience may be considered

ELIGIBILITY REQUIREMENTS:

· Must be 18 years of age or older

KNOWLEDGE, SKILLS, AND ABILITIES:

· Knowledge of or ability to learn county and department operations, ordinances, policies, procedures, terminology, and materials as they relate to assignment

· Knowledge of business English, spelling, and grammar

· Knowledge of basic business mathematics: addition, subtraction, multiplication, and division

· Knowledge of legal processes and terminology if required by assignment

· Knowledge of secretarial and modern office practices, methods, and equipment

· Knowledge of administrative principles, practices, standards, terminology, and software

· Knowledge of specialized software, materials, terminology, and forms essential to the assignment

· Skill in creating, maintaining, and organizing accurate, detailed, and complete records in accordance with standard record-keeping procedures

· Skill in effective inter-personal and public relations and customer service; excellent oral and written communication skills to satisfactorily resolve conflicts and issues, and to explain established policies and procedures to employees and the general public

· Skill in performing tasks which require attention to detail, and completing assigned jobs efficiently and correctly

· Skill in planning, prioritizing, and organizing work; ability to handle multiple work assignments and deadlines efficiently, accurately, and professionally

· Skill in the use of personal computers, MS Office Suite, databases, spreadsheets, and word processing; typing and entering data into a computer system accurately and efficiently

· Ability to apply common sense to understand, follow, and complete verbal and written instructions

· Ability to communicate and interact clearly and effectively with all those contacted in the course of work in a professional and courteous manner, both orally and in writing; establishing and maintaining effective, professional, and cordial working relationships

· Ability to count and balance monies collected

· Ability to handle confidential information professionally and to exercise discretion in performing assigned job duties; inability to maintain confidentiality will be grounds for dismissal

· Ability to make sound, independent decisions within policy guidelines by exercising good judgment and intelligent situation-assessment

· Ability to read and comprehend a variety of documents, memos, instructions, correspondence, policies, et cetera

· Ability to reconcile data; make necessary additions, revisions, and updates

· Ability to remain composed, professional, and pleasant in a stressful, fast-paced, high-volume environment

· Ability to resolve routine and non-routine problems and complaints by applying or adapting established policies and procedures

· Ability to work in a team setting

· Ability to work independently in the absence of specific instructions or direct supervision

TOOLS AND EQUIPMENT USED:

Personal computers Photocopiers Laptops Calculators

Telephones Scanners Assorted modern office equipment

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by any employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

· While performing the duties of this job, the employee is regularly required to sit. The employee is occasionally required to stand; walk; reach with hands and arms; and stoop, kneel, crouch, or crawl

· The employee must occasionally lift and/or move up to 25 pounds

· Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

· Work is performed in an office environment

· The noise level in the work environment is usually moderate

The details listed above are intended only as illustrations of the various elements of this position and the work that may be performed. The omission of specific statements does not exclude them if their nature is similar, related, or a logical extension of the position.