Department Secretary

This is skilled secretarial and clerical work. Duties include: establishing and maintaining office records; typing reports and documents; serving as receptionist; and, performing other clerical duties as assigned. Duties require proficiency in data-entry. Work involves contact with department and county employees as well as other agencies and the general public. Work is reviewed upon completion by division manager. This classification has no supervisory responsibilities, but may function as a lead worker or backup to other clerical staff members.

Duties include but are not limited to:

• Typing materials such as correspondence, memos, statistical and narrative reports, administrative forms, newsletters, brochures, agendas, press releases, minutes, schedules, and other documents
• Collecting information and establishing, updating, and maintaining files and records essential to the basic function of the work unit
• Greeting the general public and answering telephone; forwarding calls or visitors to proper staff; responding to inquiries by providing routine explanations of department operations, policies, and procedures
• Assisting general public to locate and retrieve public records
• Dispatching crews and keeping records of daily work and payroll
• Entering data and information into the computer to establishing department or division records on incident reports, customer accounts, or other records.
• Distributing work schedules and work orders to department or division employees as directed
• Maintaining logs of department personnel work schedules
• Completing purchase requisitions; obtaining purchase order numbers; may obtain bids by telephone; place orders; review incoming invoices against purchase requisition; distribute purchases to staff or restock supply room; and submit payment requests to Finance
• Performing routine mathematical calculations such as totaling work orders, cash receipts or line-item costs in completing work orders, purchase requisitions, budget worksheets, and other forms
• Printing drafts and final copies of typed materials, reproducing materials, and distributing to staff
• Maintaining calendars and organizing relevant material for department meetings, public meetings, and public hearings
• Reviewing documents for completeness and accuracy; collecting appropriate fees and maintaining related financial records for cash receipts
• Sorting, coding, filing, and retrieving information from hard-copy forms, work orders, reports, and records
• Conducting inquiries and researching to obtain information needed in reports, forms, and documents
• Opening, sorting, and distributing mail to division or department employees
• May operate a vehicle in conducting related county business
• May serve as backup to other clerical staff
• Performing other duties as assigned

QUALIFICATION REQUIREMENTS:

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 necessary. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

MINIMUM EDUCATION and/or EXPERIENCE:

• High school diploma or GED, supplemented by college-level or vocational course work in a related field
• Three years professional related work experience
• An equivalent combination of education and experience may be considered

CERTIFICATES, LICENSES, REGISTRATIONS:

• Possess and maintain a valid Georgia driver’s license (Class C) and a satisfactory motor vehicle record (MVR) if assigned job duties requiring the use of a vehicle

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of or ability to learn county and department operations, ordinances, policies, procedures, terminology, and materials as they relate to assignment
• Knowledge of business English, spelling, and grammar
• Knowledge of mathematical computations: addition, subtraction, multiplication, and division using whole numbers, common fractions and decimals
• Knowledge of legal processes and terminology if required by assignment
• Knowledge of secretarial and modern office practices, methods, and equipment
• Knowledge of administrative principles, practices, standards, terminology, and software; payroll; purchasing
• Knowledge of specialized software, materials, terminology, and forms essential to the assignment
• Skill in creating, maintaining, and organizing accurate, detailed, and complete records in accordance with standard record-keeping procedures
• Skill in effective inter-personal and public relations and customer service; excellent oral and written communication skills to satisfactorily resolve conflicts and issues, and to explain established policies and procedures to employees and the general public
• Skill in performing tasks which require attention to detail, and completing assigned jobs efficiently and correctly
• Skill in planning, prioritizing, and organizing work; ability to handle multiple work assignments and deadlines efficiently, accurately, and professionally
• Skill in transcribing tapes if required by assignment
• Skill in the use of personal computers, MS Office Suite, databases, spreadsheets, and word processing; typing and entering data into a computer system accurately and efficiently
• Ability to apply common sense to understand, follow, and complete verbal and written instructions
• Ability to communicate and interact clearly and effectively with all those contacted in the course of work in a professional and courteous manner, both orally and in writing; establishing and maintaining effective, professional, and cordial working relationships
• Ability to count and balance monies collected
• Ability to handle confidential information professionally and to exercise discretion in performing assigned job duties; inability to maintain confidentiality will be grounds for dismissal
• Ability to make sound, independent decisions within policy guidelines by exercising good judgment and intelligent situation-assessment
• Ability to read and comprehend a variety of documents, memos, instructions, correspondence, policies, et cetera
• Ability to reconcile data; make necessary additions, revisions, and updates
• Ability to remain composed, professional, and pleasant in a stressful, fast-paced, high-volume environment
• Ability to research, analyze data, and compile information to create clear and concise reports, records, correspondence, and other written material; ability to create clear, accurate, and effective presentations; ability to compose high-level correspondence
• Ability to resolve routine and non-routine problems and complaints by applying or adapting established policies and procedures
• Ability to work in a team setting
• Ability to work independently in the absence of specific instructions or direct supervision

Salary: $40,824.99 annually, plus full benefits package

Employment Opportunities (Section 13-50)

“The recruitment, selection, appointment and promotion of employees shall be in such a manner as to promote equal employment for all persons without regard to race, age, color, creed, religion, ancestry, gender, national origin, physical handicap or political affiliation or sexual preference.”