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.