Administrative Secretary

JOB SUMMARY:

Performs a variety of highly responsible, confidential, and complex administrative and secretarial tasks in relieving the department head of administrative detail.  Requires advanced skills in all assigned office responsibilities and the exercise of sound judgment in application of departmental procedures and methods in receiving and responding to routine inquiries and requests concerning departmental services.  

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

Performs various administrative support work for special projects such as researching and analyzing information and coordi­nating tasks; prepares accounting and statistical tables, reports, resolutions, and contracts; maintains departmental records, indexes and logs.

Prepares or assists in the preparation of the departmental operating budget.  Performs financial analysis, and may advise department head on expenditures and budget control matters; performs all phases of purchasing to include preparing purchase requisitions, and ordering supplies and materials for the department to maintain an accurate inventory of materials.  Maintains records of purchases. Responsible for daily account coding as necessary. Deposit preparation and record keeping.

Assumes special projects to relieve department head of adminis­trative detail; monitors projects to completion to assure accuracy and completion.

Coordinates daily interactions with customers. Answers telephone and gives specific and general information in response to public inquiries; handles requests for service, complaints and other public contact work. Also operates department base radio and communicates to department employees as needed.

Prepares, composes, types, distributes and files: letters, forms, reports, contracts, requisitions, purchase orders, general correspondence, and other documents related to department operations.

Schedules meetings, appointments, and travel arrangements for the department head and other staff as needed, including maintaining a calendar. 

Reads and routes incoming mail and composes replies to corre­spondence in accordance with established procedures.

Maintains department personnel reports and records to include hiring, training, evaluations, disciplinary actions, military leave, and workers compensation. Primary timekeeper of department.

Operates various office equipment as necessary to perform administrative functions.

May serve as lead worker to subordinate staff performing routine clerical functions to include assigning, reviewing, and assisting with work.

Coordinates maintenance of office equipment.

Regular and predictable attendance is required.

Performs other duties as required.

When Assigned to Planning and Development:

Updates and maintains departmental forms and website.

Primary custodian for open records. Shall prioritize as needed to maintain deadlines and work efficiently with Planning and Development Department.

Responsible for archiving files as necessary in a proficient manner.

MATERIALS AND EQUIPMENT USED:

Personal Computer             Base Radio Station              Copier,   Fax Machine         Postage Machine

MINIMUM QUALIFICATIONS REQUIRED:

Education and Experience:

High School diploma or G.E.D. supplemented with coursework in typing and bookkeeping.

Five years secretarial experience.  

Any equivalent combination of education and experience which provides the minimum level of qualifications stated above.

Licenses and Certificates:

Current Notary Public

Knowledge, Skills, and Abilities:

Comprehensive knowledge of office terminology, procedures and equipment and of business arithmetic and English.

Knowledge of the operations and functions of various county departments.

Knowledge of departmental services, programs, operating rules, regulations and procedures.

Knowledge of budgetary and accounting practices and procedures to include skill in monitoring expenditures.

Skill in maintaining complex clerical records and in preparing reports from such sources.

Skill in preparing correspondence on routine matters and to perform routine office management tasks independently.

Ability to type 50-55 w.p.m.

Ability to deal tactfully and courteously with the public and other employees.

Ability to handle and dispose of complaints, requests for information and delegated administrative details.

Knowledge of Microsoft Office Suite and Adobe Reader

Knowledge with Tidemark Advantage, FinancePlus, OnBase Unity Client, ADP, CivicPlus, Works, and Georgraphic Information System Interactive Map when assigned to the Planning and Development Department.

ADA Minimum Qualifications:

Physical Ability: Essential functions of this position continuously require the ability to remain in a stationary position (sitting or standing); operate a computer and other office machinery, such as a calculator, copier, and printer. Incumbents must continuously be able to think analytically; handle stress and emotion, concentrate on tasks, remember names and other details; examine and observe details; make decisions, and adjust to change. Incumbents must also continuously direct others; meet deadlines; stay organized; use math/calculations and use a keyboard/type.

Essential Functions frequently require the ability to move about inside the office; and move/transport items up to 10lbs.

Essential functions occasionally require the ability to bend body downward and forward by bending spine and legs, and twisting at the waist, hips or knees; reach overhead; push or pull; and repetitively use hands/arms/legs. Incumbents in this position are occasionally required to be on-call and work irregular hours. 

Sensory Requirements: Essential functions regularly require the ability to use effective verbal and written communication; and use of hand/eye coordination and fine manipulation to use equipment.

Environmental Factors: Essential functions of this position continuously require the ability to either work with others or work alone. 

This class specification should not be interpreted as all inclusive.  It is intended to identify the major respon­sibilities and requirements of this job.  The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specifica­tion.