Secretary I/II - Confidential chez Merced County, CA

About the Department

Duties may include, but are not limited to, the following:

• Maintains correspondence and data files including confidential and sensitive files.
   
• Makes appointments and arranges details of conferences exercising discretion in committing the manager's time.
   
• Gathers and distributes supporting data for meetings, projects, and reports.
   
• Acts as recording secretary to departmental management meetings, county-wide committees or public advisory groups.
   
• Takes notes, screens callers and visitors and personally assists those whose business does not warrant seeing the manager.
   
• Answers a variety of questions requiring considerable tact and judgment.
   
• Personally deals with complaints where possible.
   
• Independently composes non-routine letters and memos requiring knowledge of the department's policies and procedures.
   
• Types letters, reports, and other finished copy from oral instructions, rough drafts, dictation or marginal notes.
   
• May follow up with other staff to ensure that deadlines are met.
   
• Handles confidential information and matters of personal delicacy.
   
• Processes travel requests, makes travel and accommodation arrangements.
   
• Assists in the technical preparation and administration of the departmental budget and maintains budget and expense account records.
   
• Takes action during the manager's absence and uses initiative and judgment to see that matters requiring attention are referred to delegated authority or handled.
   
• Selects and/or makes recommendations for purchase of supplies and equipment.

Position Duties

SECRETARY I

Experience: Three (3) years of increasingly responsible general clerical, or secretarial experience.

Education: Formal training in secretarial skills from a business or community college may substitute for two (2) years of the required experience.

SECRETARY II

OPTION I

Experience: Four (4) years of increasingly responsible general clerical, or secretarial experience.

Education: Formal training in secretarial skills from a business or community college may substitute for two (2) years of the required experience.

OPTION II

Experience: One (1) year performing duties equivalent to Secretary I in Merced County.

Desirable for Secretary I/II: 

Typing Skills: Type at a corrected rate of 50 words per minute from clear copy.

Special Requirement: Some positions may require the ability to take dictation at a rate of 100 words per minute.

Minimum Qualifications

ESSENTIAL FUNCTIONS

• Operate a personal computer and other modern office equipment.
   
• Conduct research and develop appropriate correspondence.
   
• Create correspondence, spreadsheets, and presentation materials using various computer software programs.
   
• Establish and maintain filing systems.
   
• Communicate effectively with others in person and over the telephone.
   
• Analyze data, interpret directions, procedures and regulations, and develop appropriate responses.
   
• Complete multiple priority projects with conflicting deadlines and under stressful conditions.
   
• Maintain confidential information in accordance with legal standards and/or County regulations.
   
• Frequent use of depth perception, peripheral vision and color perception.
   
• Occasionally lift, carry, reach, push, pull, twist and manipulate large and small objects.
   
• Occasionally kneel, bend, twist, squat, balance and crawl.
   
• Frequent use of hand-eye coordination.
   
• Frequent use of data entry device including repetitive hand and arm motion.
   
• Occasionally lift and carry up to 40 pounds.
   
• Normal dexterity, frequent holding and grasping.
   
• Sit or stand for long periods of time.
  
  
• Regular attendance is an essential function.
  
  

Knowledge of: 

• Correct English usage, grammar, spelling, vocabulary and punctuation. 

• Modern office methods and practices including filing systems, business correspondence, and reception techniques.
   
• Basic research and survey methods.
   
• Business report writing techniques.
   
• Programming, operation and capabilities of various word processing machines.
   
• Budget preparation, submission and monitoring procedures.
   
• Principles of supervision and training.
  
  

Ability to:

• Plan, organize, and complete work rapidly and efficiently.
   
• Interpret and apply departmental policies, and rules.
   
• Proofread written materials to identify errors in punctuation, spelling, and grammar.
   
• Compose correspondence based on policy and guidelines.
   
• Take dictation or notes for long periods of time or when numerous people are speaking.
   
• Keep complex records and prepare reports.
   
• Meet the public and high level officials in situations requiring tact, diplomacy, and poise.
   
• Plan, organize, coordinate, and supervise the work of others as required.
   
• Effectively represent a Department, Board or Commission in situations requiring tact, diplomacy and poise.
   
• Establish and maintain effective working relationships.