Secretary

Under general supervision performs a variety of clerical and administrative support duties for one or more individuals who are in an administrative professional or technical position and performs other work as required.

This is the working-level class in the Secretary series. Positions in this class independently select appropriate methods and procedures in the performance of secretarial duties requiring knowledge of the office served. Incumbents are required to develop a variety of work relationships including contact with the public other county departments and governmental agencies.

The class of Secretary is distinguished from the next lower-level class of Secretarial Assistant in that the latter is an entry-level position expected to work within a framework of established procedures.

It is further distinguished from the class of Senior Secretary in that duties of the latter require interpretation of complex departmental policies and procedures and incumbents may supervise or oversee the work of subordinate clerical or secretarial personnel.

The eligible list established by this recruitment process may be used Department-wide to fill current and future vacancies on a regular full-time part-time or temporary basis.

Flexible staffing: This classification is part of a flexible series. Incumbents appointed at the lower level of the career series may be promoted up to the higher level of the career series subject to their meeting the employment standards for the higher class and a recommendation for their promotion by the appointing authority.

• Types letters reports case histories statistical data and other finished copy from rough drafts margin notes general instructions and machine transcription; corrects grammar punctuation and spelling; proofreads copy; may operate a word processing machine or personal computer.
• Answers requests for information by enclosing materials or composing routine letters on factual subjects and collating or extracting information from files and other readily available sources which require knowledge of departmental operations and rules.
• May assist in the preparation of departmental agenda items for presentation to Board of Supervisors.
• May take varied dictation involving technical terminology of reports records and correspondence; transcribes with grammatical corrections and minor editing and revising of copy.
• Schedules appointments and maintains appointment calendar for supervisor.
• Answers telephone and refers telephone calls; may provide information regarding routine departmental processes and procedures.
• Organizes and maintains files and records.
• Prepares requisitions claims and work order; orders and inventories office supplies.
• May be assigned to review the work of other clerical or secretarial staff.
• May maintain payroll vacation and sick leave records.
• May assist in the preparation and monitoring of budgets and grant proposals
• May take dictation to record substance and final actions of meetings committees or commissions.

1. Correct grammar rules of punctuation and spelling.
2. Proper format for business correspondence and forms.
3. Filing systems including indexing and cross-reference methods.

Working knowledge of:

1. Office management and organizational methods.
2. Bookkeeping and record keeping methods.

Skill to

1. Train subordinate clerical employees in departmental processes and procedures.
2. Review completed staff work of a subordinate clerical employee.
3. Compute arithmetical problems.
4. Type accurately at a speed of 50 words per minute.
5. Operate a variety of office equipment such as a typewriter calculator dictaphone and a personal computer.
6. Establish and maintain cooperative working relationships with those contacted in the course of work.
7. Take verbatim dictation during meetings and for the purpose of composing correspondence memoranda and reports may be required for some positions.

The knowledges and skills listed above may be acquired through various types of education training or experience. Typical ways to acquire the required knowledges and skills are listed below:

EITHER

Three years of progressively responsible clerical experience including some leadworker responsibility performing some secretarial tasks and relief of some administrative detail.

OR

One year of experience in the class of Secretarial Assistant with Monterey County.

Additional Information:

• The ability to speak read and write Spanish in addition to Englishwould be an asset in this position but is not required.
• Employees who drive on County business to carry out job-related duties must possess a valid CA Driver License for the class vehicle driven.
• The Department of Social Services will conduct a thorough background and reference check process which includes a Department of Justice fingerprint check.
• Monterey County like all employers is required to verify an employees right to work in the United States. Accordingly on the first day of employment employees must have and show those documents that verify their legal right to work in the United States. Examples of accepted documentation are a U.S. Passport or Alien Registration Card or a drivers license and Social Security Card or a drivers license and U.S. Birth Certificate.
• Additionally our agency requires a valid social security card in order to process employee paychecks. Accordingly on the first day of employment employees must have and show this document.
• Government agencies accessing US government information which includes federal tax information must ensure that background investigation requirements for all agency employees and contractors that have access to federal tax information are consistent with the IRS background investigation requirements for access to federal tax information. A background check may be required if the position requires access to these types of records. Background requirements consist of three components which include fingerprinting citizenship verification and local law enforcement checks. Applicable agencies must conduct an investigation during the time of hire and ensure an investigation is conducted 10 years from the date of the previous background investigation for each employee that has access to federal tax information.