Secretary I

Key Responsibilities:

1. Answers incoming telephone calls, schedules appointments, redirects calls to proper staff and responds to routine inquiries or directs callers to appropriate individuals.
2. Types, letters, memos, reports, forms, lists, bulletins and various other correspondences required by the department. Enters statistical data into computer programs and retrieves reports as necessary.
3. Prepares forms for processing and/or mailing.
4. Maintains department files according to prescribed standards.
5. Makes computations and prepares preliminary math statements for various reports, forms, etc.
6. Opens, sorts, monitors and distributes incoming mail and outgoing mail.
7. Operates computer, fax, copier and other office equipment as necessary to perform essential functions.
8. Schedules conferences, arranges meetings, makes reservations and completes other details as required by the department.
9. Processes purchase orders, rentals, payments or receipts as required.
10. Interacts with other internal department and external agencies, departments and clients as needed to carry out essential job duties.
11. Updates department manuals and other information needed within the department.
12. Proofreads various documents for accuracy and ensures information is grammatically correct, complete, consistent and adheres to county rules and regulations.
13. Responsible for typing purchase orders for office supplies, processing purchase orders, receiving orders and tracking inventory.

Other Duties:

1. Attends meetings or training sessions as necessary.
2. Assists other staff as needed, and assists in training of new staff.
3. Orders office supplies as required.
4. Performs other job-related duties as required.

Requirements:

• High school diploma, business school, computer training required.
• 2-3 years working experience in a professional office environment, or any equivalent combinations of experience and/or training.

Qualifications:

1. Must be able to speak and understand the English language in an understandable manner in order to carry out essential functions of the job.
2. Must possess good communication and interpersonal skills.
3. Must possess ability to function independently, have flexibility and the ability to work effectively with co-workers and the general public.
4. Must possess the ability to maintain confidentiality in regard to County information and records.
5. Must possess the technical knowledge of operating personal computers and other office equipment with accuracy and reasonable speed.
6. Must possess knowledge of modern office practices and procedures and the ability to perform same in an efficient manner.
7. Must possess mental alertness, clerical and math aptitude and a general knowledge of business, English and grammar and the ability to perform these skills with accuracy and within reasonable speed.
8. Must possess ability to compose replies to routine correspondence.
9. Must possess basic math skills and ability to accurately prepare required reports and mathematical record keeping.
10. Must possess ability to meet and interact effectively with co-workers and general public and to respond accurately to routine questions/inquiries regarding department operations and procedures.