Secretarial Support II District Court 31-1-03

Job Description

Job Description

General Definition:

• This is advanced secretarial support work providing typing, organizational and related support to management officials and assisting associated staff members in the substantive processing of functional requirements. A position in this class provides a variety of services in direct support of the manager and develops and implements new or changed procedures, workflow or similar processing methods and techniques. Work may include the personal performance of substantive processing work and/or the oversight of other clerical positions, but the primary emphasis is on the provision of traditional secretarial services. A position in the class is differentiated from those in related ones by the incumbent's individual responsibility to facilitate the work of those supported and to insure the orderly and efficient accomplishment of such functions. A position in this class reports directly to a technical, professional or administrative position.

Typical Examples of Work:

• Determines extent and efficiency of existing office procedures and workflow; recommends changes in processing, order of work accomplishment, nature and/or extent of verifications, and similar office workload activities; works with management, technical and/or other clerical personnel to improve timeliness, completeness and effectiveness of such work accomplishment; may oversee work of other office clerical staff.
• Reviews incoming mail; determines priority and nature of material, procedural action required, and need for managerial review; determines existence of related topics or activities and assembles available records and correspondence; attaches same or prepares summaries for others' use and forwards to appropriate individuals, both within and outside of office; greets visitors and callers and determines nature of business; explains circumstances, decisions, activities underway or anticipated, approvals, and/or other elements of manager's responsibility for action; refers visitors, callers, vendors, officials and representatives of other County, Court, local and private agencies to more appropriate office or individual for assistance.
• Maintains calendar for manager and/or other assigned staff; schedules appointments and meetings; reminds individuals of such commitments on a daily basis; places telephone calls for supervisor to secure and provide information on his or her behalf; schedules conferences, coordinating participants' schedule; develops agenda from information provided by manager, prior schedules, or canvassing attendees for input; notifies all parties; makes arrangements for meeting room, equipment or other support; prepares summaries of background information for use in such conferences.
• Types correspondence, memoranda, reports, opinions, petitions, agreements, contracts, and similar narrative and statistical material from recorded dictation, stenographic or other notes, handwritten drafts or other sources; proofreads such work and corrects errors; may take stenographic or other notes of dictated correspondence, documents and other items; composes routine correspondence such as cover letters, responses to invitations and referrals; establishes and maintains office files of such materials for staff use.
• Performs related duties as required.

Required Skills, Knowledge, & Abilities:

• Thorough knowledge of clerical procedural and processing requirements governing records keeping, documentation and similar office functions in administrative, governmental, judicial or similar offices.
• Thorough knowledge of English usage, grammar, spelling and punctuation as used in clerical processing assignments in governmental or judicial offices.
• Knowledge of administrative clerical methods and techniques used to manage and coordinate meetings, workflow, and similar functions.
• Basic knowledge of the organizational and functional relationships within the County, the Court and related organizations.
• Skill in gathering information from and explaining procedural and/or processing requirements to visitors, callers, clients, members of the public and representatives from other offices both within and outside of the County
• Skill in operating typewriting, word-processing, copying and other office equipment as required by work assignment.
• Ability to use word-processing, spreadsheet, database, graphics and/or similar computer programs when required by work assignment.
• Ability to take accurate notes of discussions and dictated material in order to produce draft and/or final correspondence, documents, and other items when required by work assignment.
• Ability to establish and maintain effective working relationships with associates, callers, visitors, clients and representatives of other offices and members of the public.

Acceptable Training & Experience:

• Education equivalent to completion of the twelfth school grade.
• Four to five years clerical experience in an administrative, professional, governmental or judicial setting, two years which shall have been at the full performance level.
• Or any equivalent combination of acceptable training and experience which has provided the knowledge, skills and abilities cited above.