Summary

SUMMARY: Under general supervision, performs a wide variety of difficult to complex secretarial and clerical duties for an Executive or Administrator; assists with various confidential secretarial, administrative and assistant responsibilities for Executive or Administrator and other managers and staff. Performs related duties as required.

DUTIES & ESSENTIAL JOB FUNCTIONS: NOTE: The following are the duties performed by employees in this classification. However, employees may perform other related duties at an equivalent level. Not all duties listed are necessarily performed by each individual in the classification.

1.  Acts as contact/resource person for departmental policy matters often involving application of governing laws and regulations and acts as office automation specialist/coordinator/troubleshooter; files documents requiring detailed procedural knowledge; processes complaints from the public.

2.  Compiles a variety of narrative and statistical reports, locating sources of information, devising forms to secure data, and determining the proper format for finished reports; may maintain cost records, prepare departmental budgets, and assist in maintaining financial controls throughout the year.

3.  Develops and maintains work flow and other procedures and revises procedure manuals. -

4.  Handles confidential information which has not yet been made public and normally available only to the Administrator and his/her top-level staff; records actions to be taken on sensitive matters, based on a thorough knowledge of the department policies; takes responsibility for releasing information to authorized parties, attorneys, and the press.

5.  Maintains an appointment calendar for one or several Administrators, exercising considerable discretion in committing the administrator’s time or referring caller to another appropriate source of information or service; advises Administrators on appointments; sets up meetings, contacts participants, reserves rooms, prepares notices and agenda and assembles material/documents needed for such meetings.

6.  May be assigned lead supervision of a clerical unit. -

7.  Monitors contract services in compliance with contract terms. -

8.  Prepares and composes from brief instructions' correspondence requiring discrimination and judgment in the selection of data or interpretation of laws, rules, policies, or the resolution of debatable points where mistaken judgment may entail serious consequences.

9.  Prepares correspondence and documents from Dictaphone or shorthand notes; prepares agendas and transcribes minutes of meetings (i.e. Board or Commission); may take dictation from an Administrator; may attend special committee meetings and take notes; edit drafts for composition and grammatical structure.

10. Relieves Administrator of certain administrative details by routinely and independently performing administrative support tasks such as researching operating problems; independently refers matters to other staff members for research; contacts outside vendors, general public or County representatives on matters requiring independent judgment.

11. Screens phone calls, often personally handling those originally intended for the Administrator; provides information requiring knowledge of an Administrator’s particular area of responsibility; answers questions that involve searching for and abstracting technical data and detailed explanation of laws, policies, or procedures, referring only matters requiring policy decisions to superiors.

12. Sorts, screens, prioritizes and routes mail, attaching pertinent correspondence and other relevant data for reference; determines in what priority material should be referred to the Administrator’s attention.
 

QUALIFICATIONS:

Education: High School diploma or GED and successful completion of a comprehensive secretarial training program at a Community College, or recognized certified business school.

Minimum Experience: Equivalent of one year of experience in the class of Secretary I or an equivalent or higher level clerical class with AHS, or the equivalent of three years of increasingly responsible clerical experience comparable to an AHS Secretary I classification.

Required Licenses/Certifications: CPI -Crisis Prevention Intervention Training (required for all positions at John George Psychiatric Pavilion; and certain positions in the Emergency Department).