Secretary - Training & Compliance

Position: Secretary 2 - Training & Compliance
Position Overview

Under general supervision, provides clerical support. Full performance level in the secretarial occupation under general supervision by the Supervisor, provides clerical support to Job & Family Services and Children Services departments requiring considerable knowledge of clerical and administrative procedures in order to provide support and perform a variety of administrative tasks, as outlined in rank 1 job duties. Performs the material and substantial duties of the classification more than 50% of the time.

Summary of

Job Duties

Operates current computer programs in use (i.e. SACWIS, WEBFACTS, Excel, Word, data bases, word, excel, training and learning management systems, ICAT, Residential review etc.) Performs clerical tasks of precise technical or special nature; searches records; gather/ organize data, statistics/information and summarizes in reports; retrieves and enters specific data information from the computer using various job related hardware and software systems using pre-established standard of speed and accuracy;

may use specific electronic hardware/software and peripheral devices in the transformation of ideas and information into a readable format.

Relieves supervisor of non-routine administrative tasks (e.g. independently composes answers to correspondence which involves providing non-legal interpretation of policies & procedure as it would apply to given situation; setup up office procedures; creates reports; sets up and maintains files, purchases high cost items; or prepares personal service contracts through either agency purchasing agent or direct contact with established vendors; acts as liaison for supervisor between other administrators and departments;

coordinates details of meetings; responds to complaints; reviews paperwork submitted by others for correctness; maintains office in supervisor's absence; develops new office procedures; assists in budget preparation).

Provides clerical support (e.g. screens & directs calls; opens, screens & distributes mail; maintains files & retrieves information; copies collates & distributes written material; maintains inventory of general office supplies & orders as needed; acts as receptionist. Gathers, classifies and organizes information and independently responds to routine administrative requests. Prepares and formats reports as needed. Prepares typed copy (e.g. correspondence, reports, minutes of meetings, tables, graphs, charts &/or contracts, training materials) from rough written copy, oral instructions, proofs copy & makes corrections.

Training & Compliance

Interacts with employees and management staff regarding training requirements; maintains training related records for employees in related software systems, maintains employee training records (e.g., hire date, training information, assessor information and state mandates); maintains relevant records for regulatory and accreditation reports. Determines appropriate coding, inputs and transmits data from related software systems, prepares data and forwards to agencies as needed; researches situations involving past training records, qualifications, annual updates to regulations and policies regarding training requirements for agency staff;

researches changes and updates to training opportunities throughout the state for applicability to agency training needs; answers inquiries from employees and management regarding interpretation of county and agency training policies. Creates, edits, and copies training materials and communications as directed by manager. Sets up seminars, meetings &/or conferences & prepares agendas and materials. Keeps time and attendance records; maintains job related calendars;

prepares travel expense reports; makes travel arrangements &/or reservations; notifies involved parties of meetings and trainings; trains office personnel in office procedures when assigned; conducts staff orientation on training requirements, processes and procedures as directed by manager.

ICAT Team

Provide clerical support for the ICAT team. Attend ICAT meetings and scribe notes, make sure all cost shares and sign-in sheets are signed and returned to record, enter all cost shares onto spreadsheet and any new or revised information that is needed; creates sign in sheets, cost shares and sends the ICAT agenda inviting appropriate parties. Invites appropriate placements to the meeting via email.

Maintains the ICAT spreadsheet and all files. Maintains living arrangements in SACWIS for ass ICAT kids. Create files for all new ICAT youth; maintain the master log sheets of all ICAT cases. Process calculations for all new and or revised cost shares; process invoices/payments monthly, ensuring cost share sheets are accurate, if not revising them and process accordingly. Contacts placement provider if invoice is incorrect and

requesting monthly report for all ICAT youth. Manages all correspondence for ICAT team, maintains a comprehensive spreadsheet for the ICAT program.

Residential…