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Secretary 1
2 months ago
GENERAL DEFINITION:
This is secretarial support work at the full performance level. A position in this class provides a variety of support services for the office. Work may include individual responsibility for procedural processing of particular functions, but the primary emphasis is on traditional secretarial support services, such as gathering data, organizing, typing and controlling workflow, records keeping and general clerical assistance functions. A position in this class is differentiated from those in related ones by the incumbent's individual responsibility for accomplishing the primary assignment which is to facilitate the work of those supported. A position in this class reports directly to a technical, professional or administrative position.
TYPICAL EXAMPLES OF WORK: (Illustrative Only)
Receives and reviews incoming mail; determines nature of material and procedural action required; identifies subject and relationship to current and/or historical activities; may assemble available records, correspondence or other information and attaches for others' use; refers materials to appropriate individuals, both within and outside of office; greets visitors and callers; determines nature of business; explains information, approvals, processes and other procedural elements needed for action; insures understanding and accomplishment of same prior to referral for action; refers others to more appropriate office or individual for assistance.
Schedules appointments and meetings for supervisor and other assigned staff on a daily basis; places telephone calls for supervisor to secure and provide information on his or her behalf; schedules conferences, coordinating participants' schedules; secures meeting room; notifies all parties of date, time, place and topic; makes arrangements for any needed equipment or other support; may prepare summaries of background information for use in such conferences.
May oversee work of other office clerical staff.
Performs related work as required.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:
Thorough knowledge of clerical procedural and processing requirements governing records keeping, documentation and similar office functions in administrative, governmental, judicial or similar offices.
Thorough knowledge of English usage, grammar, spelling and punctuation as used in clerical- processing assignments in governmental or judicial offices.
Basic knowledge of the organizational and functional relationships within the County, the Court and related organizations.
Skill in gathering information from and explaining procedural and/or processing requirements to visitors, callers, clients, members of the public and representatives from other offices, both within and outside of the County or the Court.
Skill in organizing workload, establishing priorities and completing clerical-processing requirements.
Skill in operating typewriting, word-processing, copying and other office equipment, as required by work assignment.
Ability to use word-processing, spreadsheet, database, graphics and/or similar computer programs, when required by work assignment.
Ability to take accurate notes of discussions and dictated material in order to produce draft and/or final correspondence, documents and other items, when required by work assignment.
Ability to establish and maintain effective working relationships with associates, callers, visitors, clients, representatives of other offices and members of the public.
ACCEPTABLE TRAINING AND EXPERIENCE:
Education equivalent to completion of the twelfth school grade.
Three to four years clerical experience in an administrative, professional, governmental or judicial setting, one year which shall have been at the full performance level.
Or any equivalent combination of acceptable training and experience which has provided the knowledge, skills and abilities cited above.
