Examples of Duties Duties may include, but are not limited to, the following:
- Maintains correspondence and data files including confidential and sensitive files.
- Makes appointments and arranges details of conferences exercising discretion in committing the manager's time.
- Gathers and distributes supporting data for meetings, projects, and reports.
- Acts as recording secretary to departmental management meetings, county-wide committees or public advisory groups.
- Takes notes, screens callers and visitors and personally assists those whose business does not warrant seeing the manager.
- Answers a variety of questions requiring considerable tact and judgment.
- Personally deals with complaints where possible.
- Independently composes non-routine letters and memos requiring knowledge of the department's policies and procedures.
- Types letters, reports, and other finished copy from oral instructions, rough drafts, dictation or marginal notes.
- May follow up with other staff to insure that deadlines are met.
- Handles confidential information and matters of personal delicacy.
- Processes travel requests, makes travel and accommodation arrangements.
- Assists in the technical preparation and administration of the departmental budget and maintains budget and expense account records.
- Takes action during the manager's absence and uses initiative and judgment to see that matters requiring attention are referred to delegated authority or handled.
- Selects and/or makes recommendations for purchase of supplies and equipment.
Minimum Qualifications SECRETARY IIOPTION IExperience:
Four (4) years of increasingly responsible general clerical, or secretarial experience.Education:
Formal training in secretarial skills from a business or community college may substitute for two (2) years of the required experience.OPTION IIExperience:
One (1) year performing duties equivalent to Secretary I in Merced County.Desirable for Secretary II: Typing Skills:
Type at a corrected rate of 50 words per minute from clear copy.Special Requirement:
Some positions may require the ability to take dictation at a rate of 100 words per minute.
Essential Functions ESSENTIAL FUNCTIONS
- Operate a personal computer and other modern office equipment.
- Conduct research and develop appropriate correspondence.
- Create correspondence, spreadsheets, and presentation materials using various computer software programs.
- Establish and maintain filing systems.
- Communicate effectively with others in person and over the telephone.
- Analyze data, interpret directions, procedures and regulations, and develop appropriate responses.
- Complete multiple priority projects with conflicting deadlines and under stressful conditions.
- Maintain confidential information in accordance with legal standards and/or County regulations.
- Frequent use of depth perception, peripheral vision and color perception.
- Occasionally lift, carry, reach, push, pull, twist and manipulate large and small objects.
- Occasionally kneel, bend, twist, squat, balance and crawl.
- Frequent use of hand-eye coordination.
- Frequent use of data entry device including repetitive hand and arm motion.
- Occasionally lift and carry up to 40 pounds.
- Normal dexterity, frequent holding and grasping.
- Sit or stand for long periods of time.
- Regular attendance is an essential function.
- Correct English usage, grammar, spelling, vocabulary and punctuation.
- Modern office methods and practices including filing systems, business correspondence, and reception techniques.
- Basic research and survey methods.
- Business report writing techniques.
- Programming, operation and capabilities of various word processing machines.
- Budget preparation, submission and monitoring procedures.
- Principles of supervision and training.
HOLIDAYS & LEAVES
- Plan, organize, and complete work rapidly and efficiently.
- Interpret and apply departmental policies, and rules.
- Proofread written materials to identify errors in punctuation, spelling, and grammar.
- Compose correspondence based on policy and guidelines.
- Take dictation or notes for long periods of time or when numerous people are speaking.
- Keep complex records and prepare reports.
- Meet the public and high level officials in situations requiring tact, diplomacy, and poise.
- Plan, organize, coordinate, and supervise the work of others as required.
- Effectively represent a Department, Board or Commission in situations requiring tact, diplomacy and poise.
- Establish and maintain effective working relationships.
10 days the first 5 years of continuous employment (limited to a maximum of 160 hours), 15 days in the second 5 years of continuous employment (limited to a maximum of 240 hours), and 20 days after 10 years of continuous employment (limited to a maximum of 320 hours).
.0462 hours sick leave for each paid regularly scheduled work hour. 12 days (96 hours per year) with unlimited accumulation. Optional annual buy back of a portion of accumulated sick leave hours upon meeting certain criteria.
Twelve paid holidays annually plus one optional holiday.
Three (3) regularly scheduled work days or five (5) days if distance traveled over 500 miles one-way.
County paid health plan with maximum contributions; 100% for employee up to maximum of $420, 50% of dependent up to maximum of $100 for child/$220 for spouse biweekly. County paid dental and vision plans, 100% for employee, with 50% of dependent premiums paid by the County.
County sponsored employee health clinic available for zero or reduced co-pay depending on selected health plan. DISABILITY INSURANCE
State Disability Insurance - Benefit based on highest quarter during previous calendar year. Employee pays premium.
$10,000 County-paid coverage (Accidental Death and Dismemberment included). Voluntary Term Life and Universal Life Insurance available - premium paid by employee.
The County offers a 457 Deferred Compensation Plan. Employees choose their investment funds and can make pretax contributions to the plan up to the maximum allowable.
MERCED COUNTY EMPLOYEE RETIREMENT ASSOCIATION The retirement plan is a defined benefit plan administered pursuant to the County Employees Retirement Law of 1937 and other provisions of the California Government Code. MCERA members also pay into Social Security.The applicable benefit formula is dependent upon your hire date with an MCERA employer; yourpension amount will be determined by your age, years of service and final compensation amount.EXTRA HELP EMPLOYEES DO NOT QUALIFY FOR COUNTY BENEFITS.
EMPLOYEE ASSISTANCE PROGRAM (EAP)
MHNEAP services provides up to five face-to-face counseling sessions per incident and provides a toll-free "800" hotline available 24/7 for emergencies and crisis intervention. EAP services include counseling services, legal services, financial services and Worklife Resource services.
For more informationlogonto members.mhn.com.
EMPLOYEE TICKETS, COUPONS, and DISCOUNTS
The County of Merced has partnered with Employee Savings Tickets to provide discounted coupons and tickets for all county employees to attractions throughout the state and out-of-state. The discounts and coupons are available for shopping, movies, sporting events, theme parks, zoos and aquariums and much more.
THIS BULLETIN IS NOT A CONTRACT AND DOES NOT CREATE CONTRACTUAL OR LEGAL RIGHTS ON BEHALF OF ANY EMPLOYEE. THIS BULLETIN IS SUBJECT OF BEING SUPPLEMENTED, MODIFIED, WITHDRAWN OR OTHERWISE CHANGED PENDING LABOR AGREEMENTS AND/OR AT THE DISCRETION OF THE COUNTY EXECUTIVE OFFICER OR AS THE BOARD OF SUPERVISORS DEEM NECESSARY.
For answers to specific questions regarding employee benefits, please call Human Resources at 209.385.7682 or go to Merced County Benefits Summary
Indicate the number of years of experience you have performing secretarial work.
- Less than 2 years
- 2-4 years
- 5-7 years
- 7+ years of experience
Specify the highest number of individuals for whom you provided clerical, secretarial, administrative support at one time.
Specify the type of individual for whom you provided administrative support (include all that apply) and include their job titles. - Professional Staff - Technical Staff - Manager - Executive - Other
Specify your experience (1 year or more) performing these duties (check all that apply).
- Screen calls, visitors and mail
- Respond to customer inquiries in person, over the telephone and via email
- Take minutes of official meetings
- Schedule meetings and appointments, maintain staff calendar
- Make travel arrangements
- Type a variety of materials, including letters, reports, memoranda, forms
- Create and maintain filing and other record keeping systems
- Conduct research and compile data
For the software applications listed below, specify your experience and indicate your proficiency level for each item. (Beginner, Intermediate, Advanced) -Microsoft Word -Microsoft Excel -Microsoft PowerPoint -Other software applications
For the virtual meeting platforms listed below specify your experience and indicate your proficiency level for each item. (Beginner, Intermediate, Advanced) - Microsoft Teams - Zoom - Google Meet
Please expand on your answer by providing additional information regarding your experience with meeting planning and calendar maintenance.
Describe your experience developing agendas and composing meeting minutes, include how you prepare to take minutes at a meeting, list the important types of things to record in the minutes and how you would disseminate the minutes after the meeting.