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Administrative Secretary

Company: Tulare County
Location: Visalia
Posted on: January 29, 2019

Job Description:

Definition: To perform responsible, confidential, and complex secretarial work for the Sheriff and professional staff; to take responsibility for a variety of routine administrative details; and to supervise the activity of other clerical positions.
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DISTINGUISHING CHARACTERISTICS
This classification is distinguished from other secretarial classes by the nature and diversification of the Sheriff's Department and its employees.-- Constant contact with other government officials, department managers, and the general public requires the exercise of a high degree of judgment, tact, and discretion. The decisions made in this position may significantly facilitate the work of the Sheriff.
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SUPERVISION RECEIVED AND EXERCISED
General direction is provided by the Sheriff or Undersheriff. Responsibilities may require the direct and indirect supervision of clerical subordinates. Typical Duties -- -- Act as Confidential Secretary to the Sheriff's Department.
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Research, gather and analyze facts and data on a variety of subjects and compile financial, activity, or governmental reports.
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Assist in the facilitation of activities and policies including participation in development of budget requests and cost estimates for the Department.
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Monitor office expense accounts, check invoices, and perform purchasing-related activities for the Department.
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Plan, assign, coordinate and supervise the work of other clerical or support staff.
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Prepare complex documents using word processing, spreadsheet and other computer software on a personal computer.
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Finalize and print or arrange for publication of documents.
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Prepare correspondence answering routine inquiries.
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Complete various questionnaires and reports, with minimum assistance.
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Make appointments and maintain a calendar of activity.
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Arrange conferences and meetings by making reservations, planning dates and clearing conflicts.

Communicate with staff members, relay messages, make requests or transmit directions. --Attend meetings, take notes, prepare summary reports, and take initiative for follow-up.
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Follow each project to completion, and assemble, proof, and take responsibility for finished projects.
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--Perform tasks with accuracy and attention to detail.
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Oversee office management systems and office equipment including scheduling maintenance.
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Take calls for and/or talk with visitors, referring inquires for most expeditious handling.
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Study filing systems and clerical procedures and recommend methods for improvements.
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Identify need for, develop, and implement new forms or procedures.
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Prepare clerical procedural manuals or clerical training materials as needed.
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Prepare documents pertaining to contractual or legal proceedings.
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Coordinate routine inter-departmental administrative functions.
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Assist in the selection of clerical staff and performance evaluation. MINIMUM QUALIFICATIONS
Minimum qualifications are used as a guide for establishing the education, training, experience, special skills and/or license which are required and equivalent to the following.
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Knowledge of:--Current office practices and procedures including business correspondence, filing, and standard office equipment operation.Principles and practices of the functions and organization of an executive office environment.Data collection and record keeping methods.Correct English usage, vocabulary, spelling, and punctuation.Principles and practices of supervision and training.Skill/Ability to:--Work and communicate effectively with people of various education and socioeconomic backgrounds by respecting beliefs, interpersonal styles and behaviors of both clients and co-workers.Operate contemporary office equipment inclusive of computer, keyboard, and all applicable electronic equipment.Organize work, establish priorities, layout complex work assignments to fit capabilities of assistants and maintain good workflow.Compose complex letters and memos using correct grammar, punctuation and spelling.Supervise and train other employees.Establish and maintain cooperative working relationships with co-workers and other departments.Independently follow work to completion.--Recognize and maintain confidential information and materials.Prepare specialized reports, clerical procedural manuals, and documents pertaining to contractual or legal proceedings in a timely manner.Tactfully screen telephone calls and handle complaints from public or refer to proper authority.Take notes at meetings and transcribe accurately.Make appointments and reservations, arrange conferences and meetings, plan dates, clear conflicts.Type documents accurately utilizing a personal computer and various software programs such as spreadsheets, word processing, graphics, charts, and others.Education:Equivalent to completion of the twelfth (12th) grade supplemented by specialized secretarial or business training. Experience: Four (4) years of increasingly responsible technical staff support and secretarial experience including two (2) years of experience using a personal computer and software programs in the work environment. One (1) year of supervisory experience highly desirable. License or Certificate: Possession of, or ability to obtain, an appropriate, valid California driver's license. DESIRABLE EMPLOYMENT STANDARDS
Knowledge of:-- Budget preparation, expenditure, and monitoring procedures.County personnel rules and ordinance code. Visalia TimesDelta. Keywords: Secretary, Location: Visalia, CA - 93290

Keywords: Tulare County, Visalia , Administrative Secretary, Administration, Clerical , Visalia, California

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