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HomeMy WebLinkAboutExecutive Secretary II JEFFERSON COUNTY Job Description Job Title: Executive Secretary II Department: Commissioners/County Administrator Reports To: Clerk of the Board FLSA Exempt: (Y/N): No UNION: Exempt-Confidential BBP: No Salary Level: ESII Location: Courthouse - Approved By: Human Resources Manager uC /!-���� Approved Date: October 2020 �/ SUMMARY: Independently performs a variety of complex and diverse clerical duties including preparing, editing and formatting documents and correspondence; scheduling appointments; providing requested information to the public;typing verbatim transcription of recorded meetings for legal purposes; and providing administrative support for the elected and appointed executives of the County Commissioners/County Administrators Office by performing the following duties. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Performs as a receptionist as required. Greets customers in person and over the telephone, ascertains individual's need, and provides information when requested. Serves as a primary point of contact for all Public Records Requests for the department; logs, forwards as required,tracks, monitors and responds to all Public Records Requests received. May serve as the Secretary to and provides support for the Civil Service Commission for the Sheriffs Office; prepares agendas, agenda packet, attends all meetings and prepares minutes as the official record of proceedings; coordinates and attends testing for Civil Service positions. Provides support and serves as back-up to the Secretary to the Lodging Tax Advisory Committee; prepares requests for proposals, contracts and other documents; coordinates and administers gathering data for annual reporting requirements; prepares agendas, agenda packet, schedules and attends all meetings and prepares minutes as the official record of proceedings; Oversees administration of, and serves as Clerk of the Board of Equalization; Accepts and answers general questions about petitions and filing deadlines, schedules meetings, coordinates and prepares proper notification to petitioners as prescribed by regulations; Works with Assessor's Office staff and the Board of Equalization members to ensure proper process for hearings; prepares agendas, agenda packets, and attends all meetings and prepares minutes as the record of proceedings. Provides support and serves as back-up to the Claims Coordinator for County; accepts claims and works with Risk Manager and Prosecuting Attorney to assure proper and efficient processing of claims; may serve as the Secretary to the Risk Management Committee. Schedules meetings, prepares agendas, agenda packets and attends all meeting and prepares minutes as the record of proceedings. May process Special Event Permits. Jefferson County Job Description: Executive Secretary II Page 2 of 5 Takes dictation by machine and transcribes notes on computer or transcribes from voice. Copies documents, scans documents into document imaging system, prepares weekly agenda and agenda packet and assures that it is posted on the County website by the appropriate deadline. Monitors and tracks all contracts submitted for Risk Management review and approval by the Board of County Commissioners. Monitors various advisory Boards and Commissions appointed by the Board of County Commissioners to insure the timely renewal of expired terms and the timely advertising of vacated positions; Serves as back-up to the Executive Secretary I,Executive Assistant and assists the Deputy Clerk of the Board and the Clerk of the Board with various duties and tasks as required. Schedules appointments,reserves meeting locations and maintains calendars for the Board of Commissioners, County Administrator and Clerk of the Board, and other office staff. Arranges travel schedule and reservations as needed to support the Clerk of the Board and other staff members. Prepares form letters, reports, notifications, and memos for signature of responsible individual; enters specific information as required. Routes incoming mail and prepares outgoing mail. Posts data and other records according to standard procedures; may compile simple reports from such records. Indexes and files correspondence, reports, and other material as required. Makes copies of correspondence and other printed matter. Performs other duties as assigned. SUPERVISORY RESPONSIBILITIES: This position has no supervisory responsibilities, but is a "lead" position for the Board of Equalization. Lead responsibilities include assisting the Department Head and/or Supervisor with interviewing, training, planning, assigning and directing work. Lead positions also provide input for performance appraisals and assist in addressing complaints and resolving problems. The work is highly confidential. COMPETENCY: To perform the job successfully, an individual should demonstrate competency in the following: Interpersonal Skills-Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things. Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings. Written Communication -Writes clearly and informatively; Edits work for spelling and grammar; Presents numerical data effectively; Able to read and interpret written information. Jefferson County Job Description: Executive Secretary II Page 3 of 5 Cost Consciousness-Works within approved budget; Conserves organizational resources. Diversity-Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences. Ethics-Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values. Organizational Support-Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values. Judgment-Displays willingness to make decisions; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions. Planning/Organizing-Uses time efficiently. Professionalism -Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments. Quality-Demonstrates accuracy and thoroughness. Quantity-Meets productivity standards; Completes work in timely manner. Safety and Security-Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly. Adaptability-Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation;Able to deal with frequent change,delays, or unexpected events. Attendance/Punctuality- Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time. Dependability-Follows instructions; Responds to management direction;Takes responsibility for own actions; Keeps commitments; Completes tasks on time or notifies appropriate person with an alternate plan. MINIMUM QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION AND/OR EXPERIENCE: High school diploma and at least four(4)years' experience as an executive level secretary; and has worked at least two(2)years as an Executive Secretary I in the County Commissioners Office; OR Six years of related experience and/or training; and has worked at least two(2)years as an Executive Secretary I in the County Commissioners Office; OR Equivalent combination of education and experience. LANGUAGE SKILLS: Ability to read and interpret documents such as safety rules, operating and maintenance instructions,and procedure manuals; ability to write routine reports and correspondence; ability to speak effectively before groups of customers or employees of organization. MATHEMATICAL SKILLS: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume as needed. Jefferson County Job Description: Executive Secretary II Page 4 of 5 REASONING ABILITY: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form; ability to deal with problems involving several concrete variables in standardized situations. CERTIFICATES,LICENSES,REGISTRATIONS: Must have upon hire and maintain a valid Washington State Driver's License with a driving record free of serious or frequent violations. Must pass a Criminal History check. OTHER KNOWLEDGE,SKILLS AND ABILITIES: Must possess a pleasant and professional attitude to maintain good customer service relations with the Commissioners, County Administrator and other employees, representatives of outside agencies and the general public. Ability to operate a personal computer, computer terminal and standard office equipment and to adapt to new and/or modified equipment which may be acquired. Knowledge of word processing, spreadsheets, database, E-Mail, and modem/fax software desirable. Ability to maintain a high standard for accuracy, completeness,timeliness and efficiency in preparation of department documents. Ability to understand the need for maintaining confidentiality of sensitive information. Knowledge of State and federal laws, County ordinances and policies and regulations affecting the delivery of service. Ability to organize, acquire resources and prioritize activities to meet deadlines; must be self-motivated to complete required deadlines while simultaneously completing other tasks. PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job,the employee is regularly required to use hands to finger,handle, or feel objects,tools, or controls and talk or hear.The employee frequently is required to stand,walk, sit, and reach with hands and arms. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 35 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception,and the ability to adjust focus. WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Jefferson County Job Description: Executive Secretary II Page 5 of 5 The noise level in the work environment is usually moderate. CAREER LADDER POSITION: This position is the highest level position in the career track for Executive Secretary. The entry level position is Executive Secretary I.