Executive Secretary - Health and Human Services

Pay Schedule VI, Grade 27, Regular

Schedule:

35 hours per week

A vacancy exists in the Department of Health and Human Services. A list of eligible applicants will be established based on the examination as outlined below. Current and future vacancies occurring in this class may be filled from the list of eligible applicants. This job announcement may close at any time with little or no notice. Applicants are advised to apply promptly.

All interested transfer and promotional candidates must apply at this time. List all promotions and changes in job duties due to reclassification as separate work experience on your application. Applicants must include the dates of the promotions and reclassifications.

Note:

Failure to complete all fields of the “Work Experience” section of the application will result in your application not being considered. A resume will not be considered in determining your qualifications for a position. Applicants selected for an interview may provide a resume at that time.

You must attach your transcript(s), license(s) and/or certification(s) to your application. Unofficial copies are acceptable.

Failure to submit proof of Licenses, Certifications and Education will result in your application not being considered. Proof of licenses, certifications, and/or education must be submitted with each application.

Under direction, performs responsible administrative and secretarial duties for the department head; assigns, coordinates, and reviews the work of other clerical or secretarial personnel; and does related work as required.

• Serves as an administrative aide; gathers and interprets information relative to issues requiring the department head’s action.
• Responds and handles constituent inquiries.
• Transmits policies and instructions to key members of the staff and explains policies to the public and heads of other departments and agencies.
• Receives, investigates, and resolves inquiries, requests, and complaints.
• Researches and secures information, both internal and external of the department, to respond to requests and to prepare various reports and correspondence that may be confidential in nature, involve technical subject matter, or require the department head’s signature.
• Analyzes records requiring the interpretation and application of guidelines and procedures.
• Maintains calendar for the department head.
• Makes travel arrangements and secures itineraries.
• Receives, screens, and prioritizes the handling of telephone calls and correspondence.
• Coordinates special ceremonies and functions.
• Schedules, attends, and takes notes and minutes for meetings, conferences, and hearings.
• Prepares materials for meetings, takes notes, prepares minutes, and ensures that decisions are transmitted to appropriate persons. Follows up on assignments and decisions made at meetings.

• Prepares and processes contracts for agency head signature.
• Prepares documents for county council approval including supplemental appropriations and contracts.
• Provides administrative support to the Board of Health.
• Performs other related duties as required.

Graduation from a recognized high school or an equivalent;
Five years of typing, word processing, or secretarial experience. Additional education may be substituted on a year-for-year basis for the required experience. Additional experience as described in the essential duties may be substituted on a year-for-year basis for the required education.

• Comprehensive knowledge of modern office practices and procedures, including filing systems.
• Knowledge of spelling, grammar, and arithmetic.
• Skill in the use of automated office systems.
• Skill in the operation of office machines as listed in the essential duties.
• Organizational skills.
• Ability to extract and summarize information and to prepare correspondence and reports.
• Ability to interpret, explain, and follow County and department rules and regulations.
• Ability to maintain confidential records.
• Ability to communicate effectively both verbally and in written form.
• Ability to establish and maintain effective working relationships…