Senior Secretary

Senior Secretary

Natividad is currently seeking a full-time permanent Senior Secretary in the Quality Assurance Department. This incumbent will provide professional support to the Hospital Quality Administrator and the department. Under direction, they will perform complex clerical and secretarial work tasks.

Significant responsibilities of the position include:

• Types, formats and proofs letters, reports, statistical data, forms and other finished copy from rough drafts, margin notes, general instructions or transcription notes; examines grammatical construction, punctuation, spelling, verb tense, contextual meaning, layout, and format.
• Independently composes letters and memos for supervisor's signature; answers routine requests for information.
• Screens mail, visitors and callers; determines their needs, establishes priority, and routes same to appropriate staff or supervisor for attention; may maintain a tracking system to ensure follow-up.
• Gathers, organizes, and tabulates a wide variety of specialized information for supervisor's use in completing reports, special projects, etc.
• Performs a variety of minor administrative functions relating to maintenance and compilation of budgetary expenditures and related information, maintenance and processing of various records, and maintenance of statistical department history, payroll, and miscellaneous control records.
• May be independently responsible for the completion of routine incidental administrative support processes such as payroll, purchasing, accounts payable, inventory, grant monitoring, etc, when such processes are not a significant agency activity.
• Sets up, organizes and maintains active and archive manual and/or automated filing and retrieval systems according to managerial requests, functional use or administrative guidelines.
• Assists supervisor in managing their time by maintaining appointment calendars, arranging meetings and travel itineraries.
• Prepares and assembles agendas and meeting packets and board resolutions; may perform other duties in support of various County commissions or committees.
• Takes notes, dictation, or uses electronic media to record and transcribe correspondence, meeting records or reports containing specialized technical terminology.
• May maintain specialized data bases on computers.
• May coordinate the distribution of work for a small number of clerical employees, write clerical procedures, and train and assign work to clerical staff.

Minimum qualifications include:

• Thorough knowledge of clerical work procedures and office routines associated with general secretarial responsibilities.
• Working knowledge of Microsoft Word, Excel, PowerPoint, and Outlook.
• Some knowledge of basic bookkeeping and recordkeeping methods.
• Skill and ability to type a minimum of 50 words per minute.
• Ability to operate a variety of office equipment such as typewriters, audio recording devices, and calculators.
• Ability to operate an IBM compatible personal computer.
• Ability to select, understand and apply regulations, rules, procedures, office routine and work practices to a variety of clerical support and minor administrative work functions.
• Ability to select, compile and summarize information.
• Ability to independently initiate, prioritize and perform or solve work problems related to deviations in work assigned to meet fixed or fluctuating deadlines and achieve work objectives.
• Ability to coordinate the assembly and submittal of large quantities of information from multiple sources.
• Ability to read and understand the English language.
• Ability to compute basic math problems.
• Ability to orally communicate in person and on the telephone.
• Ability to follow oral and written directions.
• Ability to establish and maintain cooperative working relationships with those contacted through the course of work.
• Ability to take and transcribe notes or minutes of meetings work.

Conditions of employment include:

• Pass a pre-employment physical/medical assessment.
• Undergo a thorough background and reference check process which includes a Department of Justice fingerprint check.
• Possess a valid CA Driver License for the class vehicle driven and clean driving record if driving on County business.
• Show original Social Security Card and a valid CA Driver License or CA State  to the first day of work.
• May be required to work all shifts, including weekends and holidays.
• May be required to work with potentially hazardous and infectious substances.
• Required application materials and screening process include:
• Completed Monterey County Application.
• Resume and license and/or certifications (if applicable).
• Submission of application materials to Natividad Human Resources Office or online at
• Email application materials to
• Verification of all licenses/certificates via primary source.
• Competitive evaluation of application materials.
• Oral examination, pre-exam exercise, performance exam, or physical ability exam.
• Placement on an eligible list for…