Administrative Assistant; Parks

Parks Department Secretary

Under general supervision, performs difficult and responsible secretarial support for the Director of Parks by performing the following duties.

Essential Job Functions

• Receive visitors, clients, and vendors for Parks Department.

• Receive telephone calls, interview callers, determine nature of business and whether they have an appointment; take messages, give authorized information, or transfers calls.

• Open, sort and distribute incoming mail.

• Maintain calendar for Conference Rooms and Director's calendar.

• Perform a variety of internet research functions, word processing, filing, emailing, and faxing.

• Responsible for scheduling meetings, posting meeting dates and times, notifying committee members, preparing, and posting agendas by designated time, send copies of agenda to all parties involved including the PIO.

• Attend meetings, take, and transcribe minutes of meetings.

• Proof communications and reports.

• Make and distribute copies of meeting minutes, reports, and other types of printed communications.

• Type narrative and statistical or accounting reports from rough draft or straight copy.

• Organize and maintain various other files in alphabetical and numerical format.

• Extract information, purge files and insert new material.

• Operate related office equipment.

• Compose and prepare correspondence, reports, contracts, statistical data, and other material.

• Gather, assemble, and summarize information and data for executive action and fiscal information for periodic and special reports.

• Provide secretarial support for the Director and Department as needed.

• Identify needs and submit work orders to the Building Operations Division for facility needs such as light bulb replacement, structural or hardware needs, appliance repair or other items as determined.

Required Skills, Knowledge, and Abilities

Skill in receiving visitors; in maintaining accurate records and files; in proofreading; in using a personal computer, calculator, and other related office machines; in Microsoft Word and Excel as proved by passing a basic test; and in typing from straight copy as proved by passing a key boarding test (45 WPM).

Knowledge of clerical procedures and records; of spelling, punctuation, business English; of office methods and procedures; of laws, ordinances and regulations governing County financial matters; of departmental policies and procedures; of computer functions, such as Microsoft software such as Word, Excel, and Access; and of other services provided or available in the community.

Ability to organize and accomplish a variety of clerical duties; to exercise initiative and independent judgement; to perceive clerical errors; to understand and follow oral and written instructions; to understand and follow departmental policies and procedures; to maintain confidential information; to exercise tact, patience, and courtesy in dealing with others; to speak clearly, distinctly and in a pleasing tone; and to cooperate and work with others.

Supervisory Responsibilities This job has no supervisory responsibilities.

Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience Education equivalent to graduation from a standard four year high school, including or supplemented by courses in computer key boarding, personal computer, normally found in junior college, and over three years satisfactory full-time paid employment in a secretarial, administrative assistant or related work, or a combination of education and experience.

Language Skills Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization. Spanish speaking ability is a plus but not a requirement.

Mathematical Skills Ability to…