Administrative Secretary II Inyo

Position Information

Classification: Secretary I (Merit System Services) - Applicants must meet the minimum qualifications for the Secretary I classification.

Location: Inyo County, CA

Division: Public Assistance & Aging

Attendance: In-person only (No teleworking or remote work)

Interviews: Conducted in person

The Secretary I provides general secretarial and administrative support for administrative or programmatic managers and supervisors, relieving them of routine office, technical, and administrative detail; performs complex and responsible office support work requiring independence, initiative, and discretion; interprets policy and administrative regulations; may supervise the work of clerical support staff; and performs related work as required. The Secretary I performs a variety of administrative tasks with a minimum of supervision in addition to office support duties.

Positions in this class normally exist only in those departments where administrative managers have delegated a substantial amount of administrative detail and non-routine work. The class of Secretary I differs from the Secretary II in that the Secretary II provides secretarial and administrative support for an Assistant/Deputy director in a Department, head of a regional office, or head of a major division in a large department.

• Screens incoming correspondence, refers to appropriate staff member for reply, and follows up to ensure that deadlines are met.
• Arranges correspondence for administrators' personal reply in order of priority, with appropriate background material attached for reference.
• Composes correspondence independently or in accordance with general instructions, requiring a thorough knowledge of the procedures and policies of the office.
• Reviews outgoing correspondence prepared by other staff members for administrators' signature, as well as for consistency with administrative policy; reviews format, grammatical construction, and clerical errors.
• Gathers and summarizes data.
• Attends meetings and conferences, takes notes or summarizes notes into minutes; distributes to appropriate staff.
• Takes and transcribes difficult and confidential dictation.
• Screens a variety of visitors and telephone calls; refers to other staff members or personally gives out authoritative information on established departmental programs and policies.
• Arranges meetings, prepares agendas, and makes adjustments as necessary in scheduled meeting times.
• Relieves the administrators of routine office details.
• Maintains confidential and administrative files.
• May supervise the work of clerical support staff.
• Performs related duties as assigned.

• Clerical and administrative office practices and procedures.
• English grammar, vocabulary, spelling, punctuation, and composition.
• Business letter writing.
• Methods and techniques used in researching, proofing, evaluating, gathering, organizing and arranging data.
• Common office computer software applications.

• Understand and apply specific rules, codes, regulations, procedures, policies, and precedents.
• Learn, interpret, apply, and explain administrative and department policies, regulations, and procedures.
• Follow written and oral instruction.
• Identify and correct technical inaccuracies.
• Provide verbal and written technical direction to others.
• Work independently in performing assignments and in resolving problems and deviations.
• Use good judgment in recognizing scope of authority.
• Meet the public in situations requiring tact, diplomacy, discretion, and poise.
• Maintain confidentiality.
• Establish and maintain effective working relationships.
• Organize and revise the maintenance of department files; research, proof, evaluate, gather, organize and arrange a diversity of information; keep complex records and prepare reports.
• Type a variety of material to include graphs, charts, statistical reports, and standardized forms.
• Independently research and prepare correspondence in answer to inquiries about department records, programs, services, and regulations.
• Provide supervision, direction, and training to clerical support staff.

Two (2) years of full-time experience performing significant and progressively responsible office clerical work.

• A valid driver's license will be required at the time of appointment and employees may also be required to drive their own car, provide proof of car insurance and a DMV clearance.
• Current and future vacancies will be filled contingent upon continued funding; should funding cease, the position will be eliminated.
• Position may require pre-employment drug testing, physical and fingerprinting for a background investigation.
• Government agencies accessing US government information, which include federal tax information must ensure that background investigation requirements for all agency employees and contractors that have access to federal tax information are consistent to the IRS background investigation requirements for access to…