THIS POSTING IS FOR THE OFFICE OF EMERGENCY SERVICES BUT MAY BE USED FOR OTHER DEPARTMENTS COUNTY-WIDE
Under direction, to serve as primary coordinator, providing a variety of administrative support for an assigned County Department Head and Department; to perform administrative, staff, and office management duties; to perform difficult, complex, and specialized office support, information gathering, information preparation, and public relations assignments; and to do related work as required.
This is the first level in the Department Secretary class series. Incumbents provide a variety of administrative, staff, and office management support for an assigned County Department. They report directly to a Department Head. Successful performance of responsibilities requires detailed and specialized knowledge of the operations and policies of the Department to which assigned. The assignments and responsibilities of Department Secretary I and Department Secretary II are very similar. Positions are allocated based upon the scope of delegated responsibilities, the scope of operations of the Department in which a position is assigned, department size, and the level of lead and supervisory responsibilities delegated to a position, and the number of staff supervised. Department Secretary I's are allocated to the smaller County Departments.
An assigned County Department Head or other management staff.
This is a class which may possibly be assigned lead work responsibilities.
TYPICAL PHYSICAL REQUIREMENTS
Sit for extended periods; frequently stand and walk; normal manual dexterity and eye-hand coordination; lift and move objects weighing up to 25 lbs.; corrected hearing and vision to normal range; verbal communication; use of office equipment, including computer, telephone, calculator, copiers, and FAX.
TYPICAL WORKING CONDITIONS
Work is performed in an office environment; continuous contact with other staff and the public.
Examples of Duties / Knowledge & Skills
(The following is used as a partial description and is not restrictive as to duties required.)
Serves as primary administrative staff support for a County Department Head and Department; performs a variety of office management, administrative support, and fiscal support assignments; performs public information and relations assignments, including receiving office visitors and telephone calls, providing comprehensive information about policies, functions, and procedures; may assist the public with application and permit procedures, including preliminary review of material submitted to support applications; assists with the development and control of the Department budget; maintains and tracks a variety of fiscal and budget control journals, documents, and reports; prepares and submits activity reports and reports required by other government agencies; maintains and submits payroll documents and records; establishes and updates information retrieval systems; prepares purchasing documents and facilitates purchasing procedures; gathers, organizes, and summarizes a variety of data and information; performs special projects and prepares reports; prepares correspondence and informational materials; may coordinate preparation and submission of grants; prepares agenda materials for meetings; operates computers, maintaining and updating files and databases; generates computer reports; performs word processing; may have lead worker responsibilities for other staff.
Minimum qualifications & Requirements
Any combination of training and experience which would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:
At least three years of responsible work experience performing a variety of administrative and office support work, including substantial experience in a public contact position.
County and Department policies, rules, and regulations.
Laws, rules, and regulations affecting the assigned Department's operations and programs.
Establishment and maintenance of files and information retrieval systems.
Modern office management methods and procedures.
Budget development and control.
Public and community relations.
Purchasing methods and procedures.
Account and statistical record keeping.
Proper English usage, spelling, grammar, and punctuation.
Personal computers and software applications related to administrative support work.
Principles of lead direction and work coordination.
Perform a wide variety of complex and specialized administrative support work for an assigned Department and Department Head.
Interpret, explain, and apply a variety of County and Department policies, rules, and regulations.
Provide lead direction and work coordination for other support staff, as assigned.
Work with considerable independence and initiative while exercising good judgment in recognizing scope of authority.
Gather, organize, analyze, and present a variety of data and information.
Provide support for maintenance and control of a Department budget.
Prepare clear, concise, and accurate records and reports.
Prepare public relations and informational material.
Take and transcribe notes of dictation and meetings.
Use a personal computer and software for word processing and administrative support work.
Deal tactfully and courteously with the public, representatives of other agencies, and other County staff when explaining the functions and policies of the Department where assigned.
Establish and maintain cooperative working relationships.
In accordance with California Government Code section 3100, et., seq., all County of San Benito employees are considered disaster service workers who may be required to report for duty, or remain on duty to address disaster service activities in the event of an emergency or disaster and are required to undertake an applicable loyalty oath.
Closing Date/Time: 1/26/2021 5:00 PM Pacific