Senior Secretary

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

This is a 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.

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

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.

• 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

• Must be 18 years of age or older

• 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…