Administrative Secretary - Correctional Facility

Administrative Secretary - Correctional Facility

Under general supervision, provides varied secretarial and office administrative assistance to a division manager or head of a smaller department and related supervisory and professional staff; provides work direction and review to office support staff; performs related work as assigned.

Distinguishing Characteristics:
This class is distinguished from other County office support classes in that incumbents provide secretarial and office administrative services for a designated division manager or manager of a small or single-purpose department and related supervisory or professional staff. General guidelines for action are normally established by the division manager; however, day-to-day activities may require the use of initiative and independent judgment, particularly when prioritizing work from several staff members or when dealing with a variety of County staff and representatives of the public.

This class is distinguished from Executive Secretary in that the latter normally provides secretarial and office administrative support to a major department head, which requires a knowledge of varied County functions as well as a greater use of initiative and judgment in dealing with varied individuals and groups.

Examples of Duties:

• Receives and screens visitors and telephone calls, providing factual information which requires the interpretation of departmental policies and procedures; takes messages or refers the caller to the proper person.
• Researches and compiles a variety of informational materials from sources both inside and outside the office; summarizes such information as directed.
• Opens and sorts mail and attaches pertinent back-up materials; processes outgoing mail as required.
• Types drafts and a wide variety of finished documents from stenographic notes, brief instructions, or prior materials; may use work processing equipment and input or retrieve data or prepare reports using an on-line or personal computer system.
• May attend meetings and prepare minutes as required; initiates specified correspondence independently for signature by appropriate management, supervisory or professional staff; reviews finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage.
• Organizes and maintains various office files, including personnel and tickler files; purges files as required.
• Assists with the development and administration of the annual budget; may prepare or maintain statistical, fiscal or payroll information.
• Follows up on projects, transmits information, and keeps informed of division activities.
• Schedules and arranges for meetings; organizes own work, sets priorities and meets critical deadlines.
• Provides lead direction to office support staff on a project or ongoing basis; instructs staff in work procedures and/or reviews work for format, accuracy and consistency.

Qualifications:

Knowledge of:

• Standard office administrative and secretarial practices and procedures, including filing and business letter writing.
• The operation of common office equipment, including a word processor and personal or on-line computer equipment.
• Policies and procedures related to the division to which assigned.
• Correct English usage, including spelling, grammar, punctuation, and vocabulary.
• Business arithmetic, including percentages and decimals.
• Record keeping principles and practices.
• Basic supervisory principles and practices.

Skill in:

• Providing varied secretarial and office administrative assistance to management, supervisory and professional staff.
• Organizing work, setting priorities, meeting critical deadlines, and following up assignments with a minimum of direction.
• Using tact, discretion, initiative and independent judgment within established guidelines.
• Establishing and maintaining effective working relationships with those contacted in the course of the work.
• Composing correspondence independently or from brief instructions.
• Organizing and maintaining accurate records and files.
• Making arithmetic calculations with speed and accuracy.
• Operating standard office equipment, including a word processor, personal or…