CAREER DESCRIPTION
SECRETARY IThis position is scheduled to receive salary range increases on the following dates:
Effective June 28, 2024 - 4.25% increase
Effective June 27, 2025 - 4.00% increase
This recruitment is open to the public for a minimum of five (5) business days
and will remain open on a continuous basis until the needs of the County are met. Qualified applicants are encouraged to apply immediately RECRUITMENT / POSITION INFORMATION
The current vacancy is within the Social Services Agency.
The eligible list established through this recruitment will be used to fill current and future Secretary I positions within the County of Orange until the next recruitment. This recruitment may also be used to fill positions in similar and/or lower classifications.
COUNTY OF ORANGE: Orange County embraces vibrant, historic, and diverse neighborhoods, and welcomes millions of visitors per year, truly making it where the world comes to live, work, and play.
Click here to learn more about the County of Orange.
SOCIAL SERVICES AGENCY
Administering a number of human services programs, the County of Orange Social Services Agency (SSA) is composed of four business divisions: Assistance Programs; Children and Family Services; Family Self-Sufficiency & Adult Services; and Administrative Services; and over 4,300 dedicated employees, providing human services to an average of one in four Orange County residents. Our mission is to deliver quality services that are accessible and responsive to the community, encourage personal responsibility, strengthen individuals, preserve families, and protect vulnerable adults and children.
Click here to learn more about the Social Services Agency.
THE OPPORTUNITY The Secretary I will provide secretarial support and office services to the executive managers and/or administrative managers. The Secretary I will also assist supervisors by assuming a variety of administrative tasks and non-routine work. The job duties include but are not limited to the following:
- Screens and answers telephone calls and correspondences
- Transmits messages, orders and requests, both written and verbal; and maintains office controls on the progress of assignments and projects
- Relieves supervisor of routine personnel, budget or other operating details, such as scheduling, timekeeping and approving material and purchase requisition
- Schedules appointments and arranges conferences and meetings for the supervisor, prepares agenda and adjusts necessary in scheduled meeting times, completes arrangements for scheduled meetings, and makes travel arrangements
- Attends meetings or conferences, takes and/or summarizes notes into minutes and distributes
- Sets up and maintains files for records and correspondence, maintains manuals, and updates resource materials
- Exercises good judgment and discretion in handling confidential information
- Performs other work as assigned
MINIMUM QUALIFICATIONS Click
here to learn more about the minimum qualifications, including Physical Mental, Environmental and Working Conidiations for Secretary I.
DESIRABLE QUALIFICATIONS AND CORE COMPETENCIES The ideal candidate will have at least two (2) years of experience performing clerical work and administrative support to the various levels of organizational management. In addition, will also possess the following core competencies:
Technical Expertise/Computer Savvy - Operates multiple telephone lines, computers and applicable peripheral equipment
- Uses Microsoft Outlook, Microsoft Word, Microsoft PowerPoint and Microsoft Excel and other software applications proficiently
- Conducts computer-based research utilizing various programs including the Internet
- Prepares agendas and minutes for departmental meetings
- Maintains electronic systems and generates reports
Communication/Interpersonal Skills - Maintains confidentiality, provides excellent customer services, and communicates effectively both orally and in writing
- Interacts with departmental staff, other County employees, and outside agencies/constituents with professionalism, tact and diplomacy
- Effectively conveys and clarifies information utilizing business grammar and punctuation
- Effectively follows written and oral instruction and able to give instructions to others
- Concisely composes written documents to convey thoughts and ideas clearly
- Ensures customer service satisfaction and responds timely to inquiries using effective oral and written skills
Problem Solving/Judgment - Exercises an appropriate sense of urgency
- Anticipates or recognizes the existence of a problem
- Effectively communicates critical information to supervisor/managers
- Applies sound judgement effectively to accomplish tasks
- Effectively utilizes and improves judgement skills to achieve an outcome or complete tasks
- Draws generalized conclusions based on experience and observations
- Exercises sound judgment and discretion with confidential information
- Researches, compiles, assimilates and prepares confidential and sensitive documents
- Maintains composure in a stressful work environment
Planning/Organization - Able to multitask and prioritize assignments
- Manages and maintains both hard and soft copy files
- Uses schedules, project plans, agendas, and other planning and organizing tools to accomplish tasks and meet all deadlines
SPECIAL QUALIFICATIONS Social Services Agency (SSA) candidates will be required to undergo a background clearance check and must successfully clear prior to the start of their employment. All employment offers are contingent upon successful completion of a background check. Areas considered in the background check include conviction history, employment history, professional references and education verification (i.e. degree, license, or official transcripts) if applicable. Foreign degrees require an evaluation of U.S. equivalency by an agency that is a member of the National Association of Credential Services (N.A.C.E.S.)
In addition, a Child Abuse Central Index (CACI) background clearance check may be required. CACI is a repository of child abuse investigation reports managed by the Department of Justice (DOJ) that contains information related to substantiated cases of physical abuse, sexual abuse, mental/emotional abuse, and/or severe neglect of a child.
RECRUITMENT PROCESS Human Resource Services (HRS) will screen all application materials to identify qualified applicants. After screening, qualified applicants will be referred to the next step and notified of all further procedures applicable to their status in the competition.
Online Assessment (Weighted 100%) Applicants who meet minimum qualifications will be invited to participate in one or more job-related assessments. Only the most successful applicants will move forward to the next step in the recruitment process.
Eligible List Once the assessment has been completed, HRS will establish an eligible list of candidates. Candidates placed on the eligible list may be referred to a selection interview to be considered for present and future vacancies.
Based on the Agency's needs, the selection procedures listed above may be modified. All candidates will be notified of any changes in the recruitment process.ADDITIONAL INFORMATION
Please see below for important information regarding COVID-19 related requirements. The COVID-19 pandemic continues to evolve, and laws, regulations, and policies regarding COVID-19 are subject to change. The County of Orange is required to comply with all applicable State or County Public Health Orders, some of which require vaccination or testing as follows:
- Workers, who provide services in certain Medical or High-Risk Settings, will be required to provide proof of full vaccination from COVID-19 or to wear a mask and undergo weekly COVID-19 testing .
- Workers, who provide services in certain Health Care Facilities or in a correctional facility or detention center where health care is provided, will be required to provide proof that they are fully vaccinated and boosted . (Workers may be exempt from this requirement based on religious beliefs or a qualifying medical reason; however, if exempted, they will be required to wear a mask and undergo weekly COVID-19 testing.)
The position for which you are applying may be required to adhere to any applicable State or County Public Health Orders. You will receive notification of any requirement as it applies to a position. EMAIL NOTIFICATION: Email is the primary form of notification during the recruitment process. Please ensure your correct email address is included in our application and use only one email account.
NOTE: User accounts are established for one person only and should not be shared with another person. Multiple applications with multiple users may jeopardize your status in the recruitment process for any positions for which you apply.
Candidates will be notified regarding their status as the recruitment proceeds via email through the GovernmentJobs.com site. Please check your email folders, including spam/junk folders, and/or accept emails ending with "governmentjobs.com" and "ocgov.com." If your email address should change, please update your profile at www.governmentjobs.com .
FREQUENTLY ASKED QUESTIONS: Click here for additional Frequently Asked Questions.
For specific information pertaining to this recruitment, please contact Cindy Silva at (714) 245-6216 or cynthia.silva@ssa.ocgov.com
EEO INFORMATION
Orange County, as an equal employment opportunity employer, encourages applicants from diverse backgrounds to apply. Non-Management Benefits
In addition to the County's standard suite of benefits, such as a variety of health plan options, annual leave and paid holidays--we also offer an excellent array of benefits such as a Health Care Reimbursement Account, 457 Defined Contribution Plan and Annual Education and Professional Reimbursement. Employees are provided a Retirement Plan through the Orange County Employees Retirement System (OCERS).
Please go to the following link to find out more about Defined Benefit Pensions and OCERS Plan Types/Benefits.
http://www.ocers.org/active-member-information
Click here for information about benefits offered to County of Orange employees.
Closing Date/Time: Continuous
