Administrative Secretary - Sheriffs Office
Administrative Secretary - Sheriffs Office
Posted on :
05-04-2025
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1 Vacancy
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Job Description
DEFINITION
ADMINISTRATIVE SECRETARY
Sheriffs DepartmentRecords DivisionBusiness Office & Jail
Do you have administrative or office experience The Sheriffs Department has vacancies in three divisions and are seeking administrative professionals to join their team!
When you work for the Humboldt County Sheriffs Office you arent just another employee you are family. Our family is growing and we want YOU to join! We are looking for people who like to stay busy can multitask and have excellent communication skills while still being able to understand and maintain confidentiality standards.
What Youll Do:
- Type and draft a wide variety of finished documents.
- Schedule and arrange for meetings.
- Ensure that data is entered accurately into databases and systems in a timely manner while maintaining data integrity.
- Initiate specified correspondence independently for signature by appropriate management supervisory or professional staff.
- Compile data from multiple sources to complete and process forms documents and reports in accordance with established procedures.
- Receive and screen visitors and telephone calls and take messages; provide information regarding County or unit activities and functions to clients the public and other staff.
- Answer questions from the public about the correctional facility and those incarcerated within both inperson and by telephone.
- Check both professional and public visitors in and out of the facility for visits with the incarcerated population.
- Scan legal documents for retention.
Where Youll Do It:
These positions are located in the Sheriffs Department on the ground floor of the Humboldt County Courthouse or the Humboldt County Correctional Facility.
A typical schedule for positions in the Business Office and Records is Monday Friday 7:30 am to 4 pm with a 30minute lunch.
Schedules for the Jail may rotate to include the following including holidays:
- MondayFridayhourswith a 30minute lunch
- WednesdaySundayhourswith a 30minute lunch
- MondayFridayhourswith a 30minute lunch
- WednesdaySundayhours with a 30minute lunch
Supplemental Information:
PLEASE NOTE: The successful candidate for this position will be required to undergo a detailed background investigation.
DEFINITIONUnder general supervision provides varied secretarial and office administrative assistance to a division manager or head of a smaller department and related supervisory and professional staff; provides work direction and review to office support staff; performs related work as assigned.DISTINGUISHING CHARACTERISTICSThis class is distinguished from other County office support classes in that incumbents provide secretarial and office administrative services for a designated division manager or manager of a small or singlepurpose department and related supervisory or professional staff. General guidelines for action are normally established by the division manager; however daytoday activities may require the use of initiative and independent judgment particularly when prioritizing work from several staff members or when dealing with a variety of County staff and representatives of the public. This class is distinguished from Executive Secretary in that the latter normally provides secretarial and office administrative support to a major department head which requires a knowledge of varied County functions as well as a greater use of initiative and judgment in dealing with varied individuals and groups.EXAMPLES OF DUTIES
- Receives and screens visitors and telephone calls providing factual information which requires the interpretation of departmental policies and procedures; takes messages or refers the caller to the proper person.
- Researches and compiles a variety of informational materials from sources both inside and outside the office; summarizes such information as directed.
- Opens and sorts mail and attaches pertinent backup materials; processes outgoing mail as required.
- Types drafts and a wide variety of finished documents from stenographic notes brief instructions or prior materials; may use work processing equipment and input or retrieve data or prepare reports using an online or personal computer system.
- May attend meetings and prepare minutes as required; initiates specified correspondence independently for signature by appropriate management supervisory or professional staff; reviews finished materials for completeness accuracy format compliance with policies and procedures and appropriate English usage.
- Organizes and maintains various office files including personnel and tickler files; purges files as required.
- Assists with the development and administration of the annual budget; may prepare or maintain statistical fiscal or payroll information.
- Follows up on projects transmits information and keeps informed of division activities.
- Schedules and arranges for meetings; organizes own work sets priorities and meets critical deadlines.
- Provides lead direction to office support staff on a project or ongoing basis; instructs staff in work procedures and/or reviews work for format accuracy and consistency.
QUALIFICATIONS
- Knowledge of:
- Standard office administrative and secretarial practices and procedures including filing and business letter writing.
- The operation of common office equipment including a word processor and personal or online computer equipment.
- Policies and procedures related to the division to which assigned.
- Correct English usage including spelling grammar punctuation and vocabulary.
- Business arithmetic including percentages and decimals.
- Record keeping principles and practices.
- Basic supervisory principles and practices.
Skill in:- Providing varied secretarial and office administrative assistance to management supervisory and professional staff.
- Organizing work setting priorities meeting critical deadlines and following up assignments with a minimum of direction.
- Using tact discretion initiative and independent judgment within established guidelines.
- Establishing and maintaining effective working relationships with those contacted in the course of the work.
- Composing correspondence independently or from brief instructions.
- Organizing and maintaining accurate records and files.
- Making arithmetic calculations with speed and accuracy.
- Operating standard office equipment including a word processor personal or online computer and multiline telephone equipment.
- Directing the work of and training others in work procedures.
- Typing at a rate of 50 net words per minute from printed copy.
Other Requirements:Specified positions may require possession of a valid California drivers license.Desirable Education and Experience:A typical way to obtain the knowledge and skills outlined above is:EITHER one year of secretarial experience providing responsible office and administrative support assistance at a level equivalent to the Countys class of Secretary OR three years of general clerical or office support experience. WORKING CONDITIONS & ADDITIONAL INFORMATION
Employment Type
Full-Time
Key Skills
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