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SUMMARY: Performs complex secretarial duties for the department head and/or other administrative staff, including typing reports and correspondence, processing bills, and ordering supplies. Exercises some judgment regarding procedures and processes.
The employee is required to be on duty before, during, and after natural disasters and emergencies, as directed by the supervisor.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
Performs secretarial duties.
Performs data entry, processes work orders and runs reports using equipment fleet management software.
Composes and types standardized and/or non-standardized correspondence and other documents and materials using a typewriter and/or word processing software.
May use spreadsheet and/or data base software to input and retrieve information.
Establishes and maintains moderately complex records and files.
As needed, serves as backup for the Information/Switchboard Operator.
Maintains a current inventory of supplies, inventory records and may be assigned to get quotes for materials and/or equipment.
Establishes and maintains manual and/or computerized office filing systems, and uses them to prepare statistical, financial activity, and related reports requiring some specialized subject knowledge and/or judgment regarding interpretation or presentation of information.
Types reports, memos and correspondence.
May compose routine written reports, memos, correspondence, and maintain logs.
Proofreads and edits manuals, newsletters, brochures, fliers, technical reports, proclamations, contracts, correspondence, etc.
Uses personal computer, work processor and/or terminal which accesses mainframe computer to prepare, develop, and/or maintain forms, rosters, mailing lists, mail-outs, reports, letters, memos, manuals, grant applications, contracts, budgets, etc.
Schedules meetings, interviews, training sessions, etc. and maintains up-to-date calendar of these events.
Maintains and updates a database for the periodic publication of a countywide telephone directory.
May take and transcribe dictation using shorthand or speedwriting.
May perform receptionist duties including greeting the public, answering the telephone, directing telephone calls and visitors to the proper party, taking messages and providing information.
Opens and timestamps incoming mail and forwards to the Director of Public Works only.
May prepare a variety of mail-outs (i.e. certified, bulk, express).
Performs such other duties as may be assigned.
QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Any employee who drives a vehicle on official business must have a driving record which meets standards set by the County and the County’s insurance carrier.
EDUCATION and/or EXPERIENCE: High school diploma or general education degree (GED) plus three years of increasingly responsible secretarial and clerical experience; or equivalent combination of education and experience which provides the required knowledge, skills and abilities.
LANGUAGE SKILLS: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.
MATHEMATICAL SKILLS: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
REASONING ABILITY: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
CERTIFICATES, LICENSES, REGISTRATIONS: Valid Texas Motor Vehicle Operator’s License (Class C).
OTHER SKILLS AND ABILITIES: Good knowledge of business English, spelling, punctuation and arithmetic, office practices, equipment and materials. Ability to communicate effectively both orally and in writing. Ability to use a personal computer or terminal accessing a mainframe computer using standard word processing and spreadsheet software packages. Ability to type at a speed of at least 50 wpm. (some positions may require a higher typing speed and/or the ability to take and to transcribe dictation rapidly and accurately). Ability to establish and maintain effective working relationships with other county employees and officials, other agencies and the general public. Proficiency in Spanish, as well as English, may be desirable. May be required to take shorthand or speedwriting at a speed sufficient to record and transcribe letters and minutes of meetings.
PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, peripheral vision, and ability to adjust focus.
WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.
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