Responsible secretarial work requiring knowledge of the application of varied procedures and the knowledge of county government administration and services provided with reference to office practices and procedures. Knowledge of research techniques and sources, and availability of information. Ability to effectively handle sensitive information. Performs clerical, secretarial and staff assistant work which includes the operation of a personal computer. Work is performed under the general supervision of the Assistant to the County Administrator.

Responsibilities:

• Performs duties of a staff assistant nature and participates directly in the work of the individual(s) supported. Secures details of specialized information, coordinating office work and providing information regarding the services and operation of the office. Functions as an office receptionist. Performs related work as requested or assigned.
• Provides secretarial support to the Assistant to the County Administrator, with assistance in calendaring/scheduling; travel coordination and expense reconciliation, for the Administrator and/or Board of County Commissioners. Takes notes and minutes of conferences, meetings and functions as assigned. Handles various duties relating to the Board of County Commissioners as assigned.
• Assist and serve as backup to the Assistant to County Administrator, scheduling, and processing materials for Board meetings, preparing proclamations and/or agenda items. Assist with records retention and archiving of records. May be assigned to assist with social media and website posting consistent with procedures.
• Responsible for the use of a County-issued purchasing card, in accordance with established purchasing policies, for registrations, office supplies, refreshments, etc. Maintains office supplies.
  Answers all incoming calls from the main switchboard and responds to citizen concerns via phone, email, and/or in person, frequently involving sensitive and/or controversial issues. Exercise tact, diplomacy, and problem-solving skills to develop an appropriate course of action and response. Coordinate and communicate professionally with Commissioners, Administration, Department Staff, and outside agencies.
• Assist with Board Meeting logistics, including preparation of facilities, documentation, refreshments, etc. Observe maintenance issues and prepare work orders to ensure
  upkeep of shared County facilities such as Board of County Commission conference rooms.
• Prepares forms, composes letters, prepares reports, schedules, project manuals, booklets, requisitions, purchase orders and related paperwork using PC-based word processing software. Creates and maintains specialized office files. Responsible for file management and integrity. Assembles information for others’ use. May be assigned to open, prioritize and processes mail. Performs billing functions. Types information or enters data into computer containing technical terminology. Retrieves data for reports.
• Performs research and retrieval of records. Conducts statistical comparisons of information. Assists in the preparation and maintenance of department records.

(These essential job functions are not to be construed as a complete statement of all duties performed.  Employees will be required to perform all other duties that are related to the essential job functions.)

Minimum Qualifications

• Knowledge of business English, spelling and punctuation, in order to create, compose and edit written materials.
• Knowledge of office practices and procedures.
• Knowledge of mathematics.
• Ability to gain knowledge of the unit's policies, procedures and practices.
• Ability to establish and maintain effective working relationships with employees and the public.
• Ability to access, input and retrieve information from a computer.
• Ability to communicate using writing, speaking, hearing and visual skills.
• Ability to maintain confidentiality of records and information.
• Skill in the operation of a PC, keyboard, word processing and/or data entry.
• Skill in organizing and coordinating.
• Skill in the use of taking dictation or of transcription (if required).

Education and Experience

• High school graduation or possession of an acceptable equivalency diploma.

• Two (2) years' work experience involving secretarial/clerical duties including the operation of a personal computer, keyboard, or similar data entry equipment.

(A comparable amount of training, education or experience can be substituted for the minimum qualifications.)

BOCC Employment Application