What are the responsibilities and job description for the Administrative Secretary - Sheriff's Office position at Humboldt County?
DEFINITION
ADMINISTRATIVE SECRETARY
Sheriff's Department
Sheriff's Department
Records Division & Business Office
Do you have administrative or office experience? The Sheriff's Department has vacancies in two divisions and are seeking administrative professionals to join their team!
When you work for the Humboldt County Sheriff’s Office, you aren’t just another employee, you are family. Our family is growing and we want YOU to join! We are looking for people who like to stay busy, can multi task and have excellent communication skills while still being able to understand and maintain confidentiality standards.
What You'll Do:
- Type and draft a wide variety of finished documents
- Schedule and arrange for meetings
- initiate specified correspondence independently for signature by appropriate management, supervisory or professional staff
- Compile data from multiple sources to complete and process forms, documents and reports in accordance with established procedures
- Receive and screen visitors and telephone calls and take messages; provide information regarding County or unit activities and functions to clients, the public and other staff
- Perform general office support activities as required
Where You'll Do It:
A typical schedule for positions in the Business Office and Records is Monday - Friday, 7:30 am to 4 pm, with a 30-minute lunch.
Supplemental Information:
PLEASE NOTE: The successful candidate for this position will be required to undergo a detailed background investigation.DEFINITION
Under general supervision, provides varied secretarial and office administrative assistance to a division manager or head of a smaller department and related supervisory and professional staff; provides work direction and review to office support staff; performs related work as assigned.
DISTINGUISHING CHARACTERISTICS
This class is distinguished from other County office support classes in that incumbents provide secretarial and office administrative services for a designated division manager or manager of a small or single-purpose department and related supervisory or professional staff. General guidelines for action are normally established by the division manager; however, day-to-day activities may require the use of initiative and independent judgment, particularly when prioritizing work from several staff members or when dealing with a variety of County staff and representatives of the public. This class is distinguished from Executive Secretary in that the latter normally provides secretarial and office administrative support to a major department head, which requires a knowledge of varied County functions as well as a greater use of initiative and judgment in dealing with varied individuals and groups.EXAMPLES OF DUTIES
- Receives and screens visitors and telephone calls, providing factual information which requires the interpretation of departmental policies and procedures; takes messages or refers the caller to the proper person.
- Researches and compiles a variety of informational materials from sources both inside and outside the office; summarizes such information as directed.
- Opens and sorts mail and attaches pertinent back-up materials; processes outgoing mail as required.
- Types drafts and a wide variety of finished documents from stenographic notes, brief instructions, or prior materials; may use work processing equipment and input or retrieve data or prepare reports using an on-line or personal computer system.
- May attend meetings and prepare minutes as required; initiates specified correspondence independently for signature by appropriate management, supervisory or professional staff; reviews finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage.
- Organizes and maintains various office files, including personnel and tickler files; purges files as required.
- Assists with the development and administration of the annual budget; may prepare or maintain statistical, fiscal or payroll information.
- Follows up on projects, transmits information, and keeps informed of division activities.
- Schedules and arranges for meetings; organizes own work, sets priorities and meets critical deadlines.
- Provides lead direction to office support staff on a project or ongoing basis; instructs staff in work procedures and/or reviews work for format, accuracy and consistency.
QUALIFICATIONS
Knowledge of:
- Standard office administrative and secretarial practices and procedures, including filing and business letter writing.
- The operation of common office equipment, including a word processor and personal or on-line computer equipment.
- Policies and procedures related to the division to which assigned.
- Correct English usage, including spelling, grammar, punctuation, and vocabulary.
- Business arithmetic, including percentages and decimals.
- Record keeping principles and practices.
- Basic supervisory principles and practices.
Skill in:
- Providing varied secretarial and office administrative assistance to management, supervisory and professional staff.
- Organizing work, setting priorities, meeting critical deadlines, and following up assignments with a minimum of direction.
- Using tact, discretion, initiative and independent judgment within established guidelines.
- Establishing and maintaining effective working relationships with those contacted in the course of the work.
- Composing correspondence independently or from brief instructions.
- Organizing and maintaining accurate records and files.
- Making arithmetic calculations with speed and accuracy.
- Operating standard office equipment, including a word processor, personal or on-line computer and multi-line telephone equipment.
- Directing the work of and training others in work procedures.
- Typing at a rate of 50 net words per minute from printed copy.
Other Requirements:
Specified positions may require possession of a valid California driver's license.
Desirable Education and Experience:
A typical way to obtain the knowledge and skills outlined above is:
WORKING CONDITIONS & ADDITIONAL INFORMATION
HOW TO APPLY
A complete, original application must be filed for each position you are interested in applying for. Applicants must apply online through the county’s automated application system at https://www.governmentjobs.com/careers/humboldtcountyca.
Applications must be submitted no later than the final filing date and time listed on the job flyer.
It is important that your application shows all the relevant education and experience you possess. Human Resources staff does not consider or review resumes or attachments. Incomplete applications will be rejected.
Please read the job requirements section of the announcement. Be sure you meet these requirements since they will be carefully evaluated during the selection process.
Your performance in any employment examinations will be compared with the performance of others who take the tests. All candidates who pass will be ranked according to their scores. The examination results will be emailed to you as quickly as possible.
SELECTION PROCEDURE
The county utilizes a set of rules to ensure that our hiring processes are fair and equitable. Applications will be screened and those considered most qualified will be invited to appear for an oral and/or written examination. Meeting the requirements does not guarantee inclusion into the selection process. Depending upon the number of applications received, the selection process may consist of additional application screening, written and/or practical exam(s), oral interview, or any combination thereof.
FREQUENTLY ASKED QUESTIONS
How long does it take to fill out the application?
- You should allow 30 – 45 minutes to fill out your application.
- No. Once an application has been submitted, it is final. Applicants may submit a new application with updated information during the filing period if they wish. Only the most recent application submitted will be considered. All other applications will not be considered.
- You may receive communications regarding your application at different stages of the selection process. Important updates will be sent to the email address listed in your governmentjobs.com account at the time of notification. To ensure you don't miss any critical information, we recommend keeping your email address current and regularly checking both your inbox and junk mail folders throughout the process. You can also log into your governmentjobs.com account at any time to check your application status. If you have any questions about your application's progress, feel free to contact the County of Humboldt Human Resources Personnel Division at 707-476-2349 or personnel@co.humboldt.ca.us.
- Yes, you will be informed via email if you are not selected for an interview / Oral Exam.
OUR COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION
Research indicates that individuals in protected classes can be less likely to submit a job application. The County of Humboldt is dedicated to building a diverse, inclusive, and authentic workplace where our employees are free to bring their full selves to work each day in an environment that allows them to reach their full potential. The county Board of Supervisors has made organizational commitments to Diversity, Equity, and Inclusion (DEI) and the county is working to ensure that these commitments are reflected in all we do. The county recognizes that certain populations (BIPOC, Disabled Persons, Veterans, LGBTQIA community members, etc.) face systemic and structural challenges which may inhibit their ability to satisfy every requirement of the position. In recognition of these structural and systemic factors, the Human Resources Department understands that experience can be gained in many ways – oftentimes, outside of formal institutions – and strives to take a holistic approach in assessing an applicant’s qualifications for a position.
If you’re excited about this role but your past work experience doesn’t align perfectly with every qualification in the job description, we strongly encourage you to apply.
POLICY OF NONDISCRIMINATION
The County of Humboldt does not discriminate based on mental or physical disability in the admission or access to, treatment or employment in, its programs or activities. The Human Resources Department is located in the Humboldt County Courthouse, which has an accessible entrance on 4th Street. Accessible parking is available adjacent to the 4th Street entrance and on the 4th Street side of the K Street lot. Special testing arrangements may be made to accommodate disabilities or religious convictions. Contact the Human Resources Department at (707) 476-2349 well in advance of the examination to request an accommodation.
EQUAL OPPORTUNITY EMPLOYER
The county is an equal opportunity employer. We enthusiastically accept our responsibility to make employment decisions without regard to race, religion or religious creed, color, age, sex, sexual orientation, national origin, ancestry, marital status, medical condition, mental or physical disability, military service, or any other classification protected by federal, state, or local laws or ordinances.
MEDICAL EXAMINATION
A pre-employment medical examination provided by the county may be required upon offer of employment.
OTHER EXAMINATIONS
Some positions also require psychological evaluation and/or extensive background investigation.
LICENSES
Some classifications require possession of valid professional and/or technical licenses. Some classifications may require the possession of a valid California driver’s license.
PROBATIONARY PERIOD
Persons appointed to regular county positions serve a probationary period. This is normally six (6) months but could be up to one (1) year. All designated safety employees serve a one-year probationary period.
EMPLOYMENT ELIGIBILITY
It is the county’s intention to hire only those workers who are authorized to work in the United States, pursuant to the Immigration Act of 1990. If you are offered employment, you will be required to verify your eligibility to work in the United States. For law enforcement positions you will be required to verify your U.S. citizenship or legalized status.
DISASTER SERVICE WORKERS
All County of Humboldt employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the county requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.
THE PROVISIONS OF THIS BULLETIN DO NOT CONSTITUTE AN EXPRESS OR IMPLIED CONTRACT. THE COUNTY OF HUMBOLDT RESERVES THE RIGHT TO MAKE NECESSARY MODIFICATIONS TO THE EXAMINATION PLAN IN ACCORDANCE WITH THE HUMBOLDT COUNTY MERIT SYSTEM RULES.
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