Merced County, CA Hiring for Secretary III Job at Merced, CA Full Time

• Develops, prepares, and maintains highly sensitive and confidential files and correspondence.
• Makes appointments and arranges details of conferences and meetings exercising discretion in committing the administrator’s time.
• Researches and abstracts information and supporting data for meetings, projects, and reports. Also fully briefs administrator prior to meetings.
• Acts as recording secretary to departmental management meetings, county-wide committees or public advisory groups.
• Arranges for and sends out notices of meetings, confirms attendance and anticipates reference materials to be used and assembles packets for attendees.
• Takes notes, screens callers and visitors and personally assists those whose business does not warrant seeing the administrator. May also release information to the press or other interested parties.
• Takes action during the administrator’s absence and uses initiative and judgment to see that matters requiring attention are referred to delegated authority or handled.
• Answers a variety of questions requiring considerable tact and judgment.
• Personally deals with complaints where possible.
• Independently composes non-routine letters and memos requiring detailed knowledge of the department’s policies and procedures. May have to contact other departments, agencies or officials for a wide variety of additional information.
• Type letters, reports, and other finished copy from oral instructions, rough drafts, dictation or marginal notes.
• May assign, supervise, train and evaluate the work of office support staff.
• Establishes good rapport and close working relationships with departmental managers/staff and officials of other governmental jurisdictions.
• Screens incoming correspondence and may personally answer some of the administrator’s correspondence, and arranges remainder in priority order.
• Follows up with other staff to insure that deadlines are met.
• Reviews outgoing correspondence prepared for the superior’s signature.
• 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.
• Acts in a liaison capacity between the superior and staff.
• Maintains clerical controls on the assignments and projects.
• Relieves the manager of routine administrative details.
• Selects and/or purchases supplies and equipment.
• May assign, review and evaluate the work of a clerical staff.

Minimum Qualifications: EITHER, I,
Experience:
Five (5) years of increasingly responsible general clerical, secretarial experience (completion of an accepted formal secretarial training course through a business or community college may be substituted for two (2) years of the required experience)

OR, II
Experience:
One (1) year performing duties comparable to a Secretary II in Merced County.

Desirable:

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..
Essential Functions: Essential Functions

• Operate a personal computer and other modern office equipment.
• Conduct research and develop appropriate correspondence.
• Proofreading and editing.
• Establish and maintain filing systems.
• Train, evaluate and supervise staff.
• Establish, implement and achieve goals and objectives.
• Create correspondence, spreadsheets, and presentation materials using various computer software programs.
• Communicate effectively with others in person and over the telephone.
• Analyze data, interpret directions, procedures and regulations, and develop appropriate responses.
• Perform job duties under stressful conditions.
• Complete multiple priority projects with conflicting deadlines.
• Maintain confidential information in accordance with legal standards and/or County regulations.
• Frequent use of depth perception, peripheral vision and color perception.
• Frequently lift, carry, reach, push, pull, twist and manipulate large and small objects.
• 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.
• 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.
• Principles of supervision and training, including office organization and management.
• Budget preparation, submission and monitoring procedures.
• Basic accounting procedures.

Ability to:

• Plan, organize, and complete work rapidly and efficiently with interruptions.
• Interpret and apply a variety of administrative and departmental policies, procedures, laws and rules.
• Proofread written materials to identify errors in punctuation, spelling, and grammar.
• Compose complex correspondence based on policy and guidelines.
• Take dictation or notes for long periods of time or when numerous people are speaking.
• Effectively represent a Department, Board or Commission in situations requiring tact, diplomacy and poise.
• Function under minimal supervision, exercising sound judgment and making independent decision.
• Keep complex records and prepare reports.
• Plan, organize, coordinate, and supervise the work of others as required.
• Establish and maintain effective working relationships.