What are the responsibilities and job description for the Secretary I, II - Purchasing (SB-033-25E) Whittier position at Los Angeles County Sanitation Districts?
POSTING #SB-033-25E
Are you an experienced secretary seeking a challenging yet rewarding role in a dynamic environment? Look no further! Join our team in the Finance Department's Purchasing and Risk Management Section.
About Us: In our department, personal growth and well-being are at the heart of our culture. We foster an environment where employees thrive both personally and professionally. With a strong work ethic, we move fast and work hard to meet the demands of our customers. Our office is energetic and fast-paced, providing a stimulating environment for those who enjoy a challenge.
Position Overview: As a Secretary in the Purchasing and Risk Management Section, you will support office operations by establishing and maintaining office procedures, typing and preparing documents, and managing administrative tasks. Your duties include handling correspondence, performing timekeeping, providing general office support, and utilizing office software.
ESSENTIAL FUNCTIONS:
To perform secretarial work involving the organization, coordination and facilitation of the section's administrative and technical projects; to accomplish clerical tasks involving office systems and procedures; and to compile data and prepare reports utilizing advanced word processing and related software.
JOB SUMMARY:
Under the supervision of the Supervisor of Accounts Payable, Supervisor of Purchasing and/or higher level class responsible for office supervision the incumbent will:
- Establish, coordinate and maintain office procedures and systems
- Accomplish administrative details
- Type final versions of letters, memoranda, reports, charts, forms, and rosters from notes, drafts, verbal directions, or written instructions
- Compile, organize, and prepare information for letters and reports
- Answer telephones, greet visitors, take messages and provide information
- Perform all section timekeeping
- Provide general office support services
- Route correspondence to appropriate destination
- Initiate and maintain office files and a variety of records
- Operate office machines such as a desktop computer, and document copying equipment
- Utilize word processing, spreadsheet and database programs
- Coordinate petty purchases, requisitions, and petty cash transactions for the section
- SECRETARY I is the first-working level class in which incumbents learn a variety of office systems and procedures.
- SECRETARY II is the journey level class in which incumbents accomplish a wide variety of office processes with proficiency and independence.
- One (1) year of experience with the County Sanitation Districts of Los Angeles County performing duties at or above the level of an Office Assistant I I; -OR- Two (2) years of clerical experience.
- One (1) year of experience with the County Sanitation Districts of Los Angeles County performing secretarial and clerical duties at the level of Secretary I or Senior Office Assistant.
DESIRABLE QUALITIES
- Proficiency in providing administrative support to a large team
- Ability to establish rapport and maintain mutually productive relationships
- Ability to communicate effectively in writing and in dialogue
- Ability to attend to the needs and expectations of customers
- Ability to focus on the details of work content, work steps, and final work products
- Understanding of one’s role within a large team and providing the necessary administrative support to contribute to overall team success
- Ability to follow through on assignments and meet deadlines
- Ability to prioritize tasks and adjust priorities effectively as situations change in a fast-paced environment
- Office administration methods, procedures and systems
- English grammar, spelling, proofreading, vocabulary, arithmetic, letter writing, telephone etiquette
- Business letter and report composition and editing
- Record control principles and filing systems.
- Type 50 words per minute with a maximum 10% error rate
- Interpret and apply administrative rules, procedures and policies
- Perform word processing operations with full proficiency utilizing a desktop computer
- Prioritize and coordinate office procedures
- Keep records
- Independently compose and prepare correspondence
- Edit and correct written materials
- Maintain departmental files and records
- Proficiency using Word and Excel
- All applications will be reviewed to determine if the conditions and qualifications for testing are met.
- The selection process will consist of a written test weighted at 50%, and an interview weighted at 50%.
- Candidates must receive a qualifying score on each selection component to move forward in the selection process.
- The written exam is tentatively scheduled for Fiday, April 11.
- The interviews are tentatively scheduled for the week of April 14.
The individual(s) recommended for hire must undergo a reference check, background check, DMV report, and a drug test.
Salary : $5,127 - $7,098
