Secretary

The Position

The current vacancy is in Ukiah with Public Health.

The list developed from this recruitment will be used for a limited period to fill open and promotional, regular full-time, and part-time positions in a variety of departments, service areas, and locations throughout the County, should they occur.

Under limited supervision, the Secretary provides general secretarial and administrative support for the Assistant or Deputy Director of a Department, the head of a regional office, or the head of a major division in a large department, relieving that individual of routine office, technical, and administrative detail; performs complex and highly responsible office support work requiring independence, initiative, and discretion; interprets policy and administrative regulations; may supervise the work of clerical support staff; and performs related work as required.

Bilingual English/Spanish encouraged to apply. Se buscan personas bilingües en inglés y español. Para recibir una solicitud en español, llame a Recursos Humanos al 234-6600.

Job Requirements and Minimum Qualifications

Duties may include, but are not limited to, the following:

• Screens incoming correspondence, refers to appropriate staff member for reply, and follows up to ensure that deadlines are met.
• Arranges correspondence for the supervisor's personal reply in order of priority, with appropriate background material attached for reference.
• Composes correspondence independently or in accordance with general instructions, requiring a thorough knowledge of the procedures and policies of the office.
• Reviews outgoing correspondence prepared by other staff members for the supervisor's signature, checking for consistency with administrative policy as well as for format, grammatical construction, and clerical errors.
• Gathers and summarizes data.
• Attends meetings and conferences, takes notes or summarize notes into minutes and distributes to appropriate staff.
• Takes and transcribes difficult and confidential dictation.
• Screens a variety of visitors and telephone calls, refers to other staff members or personally gives out authoritative information on established departmental programs and policies.
• Arranges meetings for the supervisor, prepares agendas, and makes adjustments as necessary in scheduled meeting times.
• Relieves the supervisor of routine office details.
• Maintains confidential and administrative files.
• May supervise the work of clerical support staff.
• Performs related duties as assigned.

MINIMUM QUALIFICATIONS REQUIRED

Experience and/or Education:
Three (3) years of full-time experience performing significant and progressively responsible office clerical work that has included providing direct support to management-level staff.

Licenses and Certifications:
Some positions in this classification may require possession of a valid California driver's license. Employees who drive on County business to carry out job-related duties must possess a valid California driver's license for the class of vehicle driven and meet automobile insurability requirements of the County. Eligibility for employment for those who do not meet this requirement due to disability will be reviewed on a case-by-case basis by the appointing authority.

Knowledge, Skills, and Abilities

Knowledge of:

• Clerical and administrative office practices and procedures.
• English grammar, vocabulary, spelling, punctuation, and composition.
• Business letter writing.
• Methods and techniques used in researching, proofing, evaluating, gathering, organizing and arranging data.
• Common office computer software applications.

Ability to:

• Understand and apply specific rules, codes, regulations, procedures, policies, and precedents.
• Interpret, apply, and explain administrative and department policies, regulations, and procedures.
• Follow written and oral instruction.
• Identify and correct technical inaccuracies.
• Provide verbal and written technical direction to others.
• Work independently in performing assignments and in resolving problems and deviations.
• Use good judgment in recognizing scope of authority.
• Meet the public in situations requiring tact, diplomacy, discretion, and poise.
• Maintain confidentiality.
• Establish and maintain effective working relationships.
• Organize and revise the maintenance of department files; research, proof, evaluate, gather, organize, and arrange a diversity of information; keep complex records and prepare reports.
• Type a variety of material to include graphs, charts, statistical reports, and standardized forms.
• Independently research and prepare correspondence in answer to inquiries about department records, programs, services and regulations.
• Provide supervision, direction, and training to clerical support staff.
• While performing the essential functions of this job, the incumbent is regularly required to: walk; sit; use hands to finger, handle or feel objects; reach with hands and arms; speak and hear; and push, pull, move or lift above and below the neck objects weighing up to 25 pounds.

Selection Procedure & Other Important Information

Important Application Information:

• It is your responsibility to demonstrate through your application materials how you meet the minimum qualifications of the position/s for which you apply.
• You must complete all sections of the application. A résumé or other information you feel will help us evaluate your qualifications may be attached to your completed application, but will not be accepted in lieu of completing any part of the application. Blank applications that contain only a résumé or those that reference “see résumé” will be rejected as incomplete.
• Check your application before submitting to ensure it is complete and correct; no new or additional information will be accepted after the closing date.
• Inquiry will be made of your former and current employers; please provide the names and telephone numbers of supervisors on your application.
• You must provide the names and contact information of at least three (3) references (not relatives) that have knowledge of your job skills, experience, ability and/or character.
• Application materials are the property of Mendocino County and will not be returned.
• It is your responsibility to keep your NEOGOV profile updated, including any changes to your telephone number or address. Failure to do so may result in missed notification of exams or interviews.
• The exam process listed on this flyer is tentative. Mendocino County reserves the right to make necessary modifications to the examination plan. Such revisions will be in accordance with approved personnel standards. Should a change be made, applicants will be notified.
• The provisions of this job bulletin do not constitute an expressed or implied contract.

Examination Process: All complete applications will be reviewed; incomplete applications will not be considered. Based on the number of qualified candidates, applicants meeting the job requirements and qualifications will be invited to participate in an oral examination (weight 100) or an unassembled exam, consisting of an evaluation of education and experience as stated on the application form. The examination process will test the knowledge and abilities described above. A minimum score of 70 must be attained for placement on the employment list.

Special Testing: If you require special testing arrangements to accommodate a disability or religious conviction you must contact Human Resources at 707.234.6600 prior to the test date to make your requirements known. You must provide enough advance notice to allow Human Resources to properly review and evaluate your request .

Special Requirements: Employment in some County departments or positions may require the successful completion of a pre-employment criminal background, which may include fingerprinting, and/or a medical examination, which may include drug screening.

This announcement is a synopsis of duties and requirements of this job. To review the complete classification specification and benefits, please see the HR website. Applications must be submitted to the Human Resources Department by the final filing date.

The County of Mendocino is an Equal Opportunity Employer

This information is a summary of general benefits. Benefits listed in Mendocino County Resolutions or Memorandums of Understanding prevail over this listing. This information is not legally binding, nor does it constitute a Contract.

SALARY
Compensation is based on a five-step salary range, with annual merit-based increases within the salary range.

RETIREMENT
Covered under Social Security and the 1937 act; both employees and the County pay into the retirement fund. For the most current information regarding County Retirement please go to:
https://www.mendocinocounty.org/retirement

HOLIDAYS AND PERSONAL LEAVE
Mendocino County observes 11 paid holidays per year. Employees are granted 24 - 48 hours of personal leave annually, depending upon Bargaining Unit.

VACATION
Accrues at the rate of two weeks per year for three years. Three weeks per year after three years, four weeks after eight years and five weeks after 15 years.

SICK LEAVE
Paid sick leave accrues at the rate of 1.25 days per month, or 15 days per year. Accruals are pro-rated for part-time employees working at least 20 hours per week. Part-time employees working less than 20 hours per week, and extra-help employees receive up to 24 hours (or 3 days) of paid sick leave annually.

MEDICAL, DENTAL, VISION, AND LIFE INSURANCE
The County and the employee share the cost of an employee selected health care plan; enrollment in the plan includes $20,000 Life Insurance.

HEALTH INSURANCE
For the most current information regarding Health Insurance please go to:
http://www.mendocinocounty.org/hr/ehb

EMPLOYEE ASSISTANCE PROGRAM
For the most current information regarding Employee Assistance please go to:
http://www.mendocinocounty.org/hr/eap

EMPLOYEE WELLNESS PROGRAM
For the most current information regarding Employee Wellness please go to:
http://www.mendocinocounty.org/hr/mcwow

LABOR CONTRACTS
For the complete list of most current labor agreements please go to:
http://www.mendocinocounty.org/hr/labor

Closing Date/Time: 7/30/2024 11:59 PM Pacific

Please mention you found this employment opportunity on the CareersInGovernment.com job board.

Ukiah, California 95482 United States View Map