Secretary/Receptionist

posted Aug 6, 2019, 10:00 AM by Debra Williams-Baker

Socorro County

Job Description

 

Job Title:          Secretary/Receptionist                                                                Job Code:             135

Division:          Administration                                                                             Effective Date:     04/15

Department:     Executive                                                                                   Last Revised:       

 

GENERAL PURPOSE

 

Performs a variety of full performance complex secretarial duties designed to expedite administrative and executive functions of the office of the County Manager and Board of Commissioners. 

 

SUPERVISION RECEIVED

 

Works under the close to general supervision of the County Manager.

 

SUPERVISION EXERCISED

 

None

 

ESSENTIAL FUNCTIONS

 

1.        Prepares and drafts general correspondence, reports, and materials for publications and presentations; prepares and composes formal correspondence; takes dictation for a variety of types of communications; operates electronic recording equipment, transcribes recordings; prepares notes and composes letters, memos, and other communications of general, personal, or confidential nature; proof-reads and prepares documents for executive signature; creates flow charts and timelines for projects handled by the Manager and the Board of Commissioners.

 

2.        Maintains County Manager’s calendar; assists with the setup and coordination of meetings and conferences. Receipts funds for services within the County Manager’s office.

 

3.        Answers telephones and handles in appropriate manner; meets and greets clients and visitors; performs general clerical duties to include but not limited to: photocopying, scanning, archiving, faxing, mailing, and filing; maintain hard copy and electronic filing system.

 

4.        Performs general clerical, receptionist and project based work; coordinates project-based work with other administrative and executive support personnel; signs for UPS/Fed Ex/Airborne packages; may assist to process incoming mail and prepare outgoing mail; serves on an interim basis as a back up to other departments as assigned by the County Manager. 

 

5.         Performs other related duties as required.

 

MINIMUM QUALIFICATIONS

 

1.                    Education and Experience:

 

A.                   Graduation from high school, plus, one (1) year of specialized training in general office practices and procedures, PC operation and various software applications;

AND

B.             Three (3) years of responsible experience related to above duties;

OR

C.            An equivalent combination of education or experience.

 

2.             Knowledge, Skills, and Abilities:

 

Considerable knowledge of reading, writing, and arithmetic skills; business principles, administrative, and clerical procedures; Microsoft Office and telephone protocol; general office maintenance and practices; filing systems (alpha and numeric), recording and filing procedures and methodologies; letter composition, grammar, spelling and punctuation; spreadsheets, word processing, and database management; operation of standard office equipment; basic mathematics; basic accounting or bookkeeping; interpersonal communication skills and telephone etiquette; basic public relations.


Secretary/Receptionist, page 2

 

Skill in professional verbal and written communication; the use and operation of various office machines, i.e., fax, copy machine, scanners, postage machine, computer, telephone, shredder, binding machine, etc.

 

Ability to give attention to detail; project a professional image through in-person and phone interaction; effectively interact with high-level contacts and professionally deal with exposure to sensitive information necessitating considerable use of tact, diplomacy, discretion and judgment; communicate effectively, verbally and in writing; work independently in meeting various time deadlines and work pressures; effectively deal with stress caused by strict deadlines and work volume; exercise initiative, independent judgment and to act resourcefully under varying conditions; maintain strict confidentiality related to sensitive administrative and executive information; perform basic mathematical calculations; operate personal computer (windows) in utilizing various programs (MS Word, Excel, Page Maker, Power Point, etc.) to produce or compose formal documents, reports and records; establish and maintain comprehensive records and files; operate standard office equipment; develop effective working relationships with supervisors, fellow employees, and the public.

 

3.             Special Qualifications:

 

Must pass FEMA/NIMS and ICS courses as required for the position, within a time frame designated by administration.

Type 60 WPM.

                Basic computer knowledge.

 

4.             Work Environment:

 

Incumbent of the position performs in a typical office setting with appropriate climate controls.  Tasks require variety of physical activities, not generally involving muscular strain, but do require frequent walking, standing, stooping, sitting, reaching and occasional lifting. Talking, hearing and seeing are essential physical capabilities of the position.   Common eye, hand, finger dexterity required for many tasks.  Mental application utilizes memory for details, verbal instructions, emotional stability and discriminating thinking.

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