Administrative Secretary

Provides varied secretarial and office administrative assistance to a division manager or department head and related supervisory and professional staff; may provide supervision to an office support staff.

This class is distinguished from other County or local government office support classes in that incumbents provide secretarial and office administrative services for a designated division manager or a department head 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 and agency staff and representatives of the public. This class is distinguished from Executive Assistant in that the latter normally provides secretarial and office administrative support to a major department head in addition to providing lead direction to an office support staff.

Receives and screens visitors and telephone calls, providing factual information which may require the interpretation of 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 backup 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 word processing equipment and input or retrieve data or prepare reports using an on-line or personal computer system. Attends to a variety of office administrative details, such as travel, meeting and conference arrangements, equipment purchase and repair and personnel document preparation. 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 division 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. Contributes to the efficiency and effectiveness of the unit's service to its customers by offering suggestions and directing or participating as an active member of a work team. May provide lead direction or supervision to office support staff; may instruct staff in work procedures and/or review work for format, accuracy and consistency.