Administrative Secretary-Confidential

Position Summary

The County of Monterey Health Department Administration Bureau seeks an Administrative Secretary – Confidential to support the Director and Assistant Director of Health Services. The role entails supervising clerical staff, managing schedules, arranging travel, preparing agendas, drafting correspondence, maintaining records, and supporting departmental budgeting and grant processes.

• Assist in preparation of departmental agenda items for the Board of Supervisors.
• Monitor supervisors’ day‑to‑day activities and schedules, exercise judgment in committing time, clearing conflicts, arranging travel itineraries, and securing meeting accommodations.
• Act as liaison with department personnel, recruitment, benefits, and personnel transactions.
• Set priorities, research, compile and organize information for supervisors’ reports and special projects; follow up to ensure completion.
• Serve as liaison between the supervisor, staff, other agencies, and the public, using problem‑solving and persuasion skills.
• Supervise clerical staff, train in procedures, and recommend operational improvements.
• Screen visitors, phone calls and correspondence; establish priorities and refer appropriately.
• Assemble agendas; prepare meeting files; record and transcribe minutes.
• Prepare correspondence from brief instructions, transcription or draft.
• Organize and maintain files and records.
• Assist with annual budget preparation, compile budget data, and monitor grant programs to ensure compliance.

Knowledge, skills and abilities:

• Correct grammar, punctuation and spelling; proper format for business correspondence.
• Filing systems, indexing, cross‑reference methods.
• Complex bookkeeping and record‑keeping methods.
• Office management and organizational methods.
• Research and analyze information to compose reports and projects.
• Organize, delegate and evaluate subordinate work.
• Analyze, evaluate and resolve sensitive issues through discussion and persuasion.
• Build constructive relationships with department heads, elected officials and the public.
• Operate office equipment (typewriter, Dictaphone, calculator, PC).
• Type minimum 50 words per minute.
• Effective written and verbal communication in English;
  Spanish language proficiency desirable.

Either:
Five (5) years of progressively responsible clerical duties, including supervisory duties; or two (2) years as a Senior Secretary in Monterey County.

• Successfully complete background check including fingerprinting.
• Possess a valid California Class C driver’s license or provide suitable transportation approved by the appointing authority.
• Be available to work a flexible schedule including evenings, weekends, holidays, and in emergencies.

Monterey County offers an excellent benefits package. Refer to the Bargaining Unit Z Benefit Summary Sheet on the County website.

Monterey County is a drug‑free workplace and an equal opportunity employer. The County seeks candidates who will contribute in an environment of cultural and ethnic diversity. The County is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities. Requests for accommodation can be made to Michelle Cazola, Human Resources Analyst I.

Veterans and eligible military spouses are awarded preference points. To apply for preference, submit a completed Veterans and Eligible Military Spouse Preference Application with supporting documentation by the final filing deadline.