What are the responsibilities and job description for the Administrative Secretary position at Montgomery County, OH?
Position Overview
Full performance level in secretarial and administrative assistant occupation under direction of Division Director requiring considerable knowledge of public contact, communication and clerical skills responsible for greeting and referring the public, by telephone or in person, and supporting and assisting the Division Director and others with administrative tasks and management of office functions.
Summary of Job Duties
Answer incoming telephone calls, including calls of a sensitive nature, determine purpose of calls and forward to appropriate personnel or take and deliver messages as appropriate; answer questions about the office and provide callers with address, directions, and other information; welcome visitors, determine nature of business, and announce visitors to appropriate personnel.
Receive, sort, and route mail and incoming faxes; perform clerical duties as needed, such as preparing correspondence and reports, filing, photocopying, collating; proofread material for accuracy and completeness; perform special assignments as needed.
Organize/coordinate preparation, support and follow-up details for meetings and conferences; maintain and distribute staff information, which may include addresses/phone numbers, breakfast teams, and meeting schedules.
Maintain common areas; coordinate acquisition and maintenance of office supplies and ensure supply areas and rooms are adequately stocked; assist with maintaining service agreements with supply vendors.
Assist Division Director with social media postings and other marketing materials as needed.
Provide clerical support to ADAMHS’ legal counsel:
File and generate all motions related to civil commitment and submit to Probate Court, if necessary.
Submit (fax) Report of Findings with motion and follow up to Probate Court.
Copy, fax or email all civil commitment motions to Probate Court and Attorney of Record as needed.
Other duties as assigned according to scope of skills and abilities.
Minimum Qualifications and Requirements
MINIMUM REQUIREMENTS:
High School diploma or equivalent and 2 years of experience in administrative support OR alternative, equivalent evidence of minimum qualifications.
MAJOR WORKER CHARACTERISTICS:
Knowledge of: Inventory Control (3); Public Relations (11a); Office Management (12); Office Practices & Procedures (13a); Agency Policies & Procedures (13b).
Skill in: Typing (25a); Word Processing/Microsoft Office Applications including Word, Excel, PowerPoint, Outlook, basic Windows environment (25b); General Equipment Operation (29).
Ability to: deal with problems involving several variables in a familiar context (30f); comprehend and record figures accurately (31c); copy material accurately and recognize grammatical and spelling errors (32j); complete routine forms (32k); maintain accurate records (32l); screen mail (32n); gather, collate and classify information about data, people or things (33e); answer routine telephone inquiries from pubic (34d); handle sensitive inquiries from & contacts with officials & general public (34f).
Must be vaccinated against COVID-19.
Must be tobacco free.