ADMINISTRATIVE SECRETARY

Starting Pay: $20.9356 Hourly ($43,546)
Step A: $22.8750 Hourly ($47,580)
Step B: $26.2558 Hourly ($54,612)
Step C: $26.9663 Hourly ($56,090)
Step D: $27.6529 Hourly ($57,518)
Step E: $28.3933 Hourly ($59,058)
Step F: $29.1688 Hourly ($60,671)
Step G: $29.9923 Hourly ($62,384)

MINIMUM QUALIFICATIONS:

Three (3) years’ progressively responsible secretarial experience -AND- the demonstrated ability to word process 45 net words per minute -AND- based on the determination of the department head involved, to take dictation at an acceptable speed, using shorthand, speedwriting or court reporting transcription device.

MAY BE REQUIRED TO:
Search files and a variety of source materials to serve as background for reports.
Review work prepared by other clerical employees for form, accuracy and adherence to office policy.

GENERAL STATEMENT OF DUTIES: Performs highly responsible secretarial and accounting tasks, some of which may be confidential in nature; work requires a high degree of judgment, accuracy and good grammatical skills; may provide working direction to lower rated clerical employees; performs related duties as required.

STATEMENT OF TASKS:

• Utilizes computers, related software and other equipment extensively to complete required tasks;
• Screens visitors, telephone calls and other inquiries, personally answering those that do not require the department head’s attention;
• Maintains calendar of the department head and sets appointments;
• Prepares documents upon request or, as appropriate, on own initiative;
• Designs, implements, and monitors office methods and procedures;
• Prepares and maintains paper and electronic files;
• Transcribes minutes from meetings in which several speakers participate, using shorthand, speedwriting or a court reporting transcription device, etc.;
• Types letters, memos, agenda, etc.- either transcribed, from handwritten copy or transcription device;
• Types technical reports, legal documents and contracts which may be of a confidential nature- transcribed or from either a handwritten copy or transcription device;
• Prepares replies to correspondence from brief dictated notes or on own initiative;
• Establishes and maintains sometimes-complex cross-reference files and establishes file categories;
• Utilizes Pos and software, including work-processing, spreadsheets and databases;
• Prepares department payroll and maintains payroll and personnel records;
• Performs accounting functions and prepares statistical and accounting reports;
• Prepares requisitions, vouchers, budgets and other documents and data compilations.

ESSENTIAL KNOWLEDGE, SKILLS AND ABILITIES:

• Ability to understand and follow complex oral and written directions;
• Ability to prepare reports from varied and complex information sources;
• Ability to make decisions in accordance with laws, ordinances, regulations and established policies;
• Ability to take minutes of meetings and retain concept;
• Ability to operate a computer and associated software;
• Comprehensive knowledge of office terminology, procedures and equipment;
• Knowledge of MS Office Suite;
• Ability to maintain extensive and complex records and prepare reports from records;
• Ability to establish and maintain good working relationships with staff and public and elected officials;
• Ability to attend work regularly and to work under stressful conditions.
• Ability to work independently, collaboratively and respectfully in a complex, multicultural work environment that values diversity, equity and inclusion.

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For more information about our benefits packages and the diverse range of departments we serve, visit www.geneseecountymi.gov.

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