Administrative Secretary-Confidential

County of Monterey • Salinas, CA

2d • Onsite

About The Position

The County of Monterey Health Department exists to enhance, promote, and protect Monterey County individuals, families, communities, and environment. The Department accomplishes this through an array of programs and services focused on population-based prevention strategies, direct service delivery of primary care and behavioral health services, enforcement of regulations, and systems change and policy development efforts through its 10 organized division, branches, and units. The County of Monterey Health Department, Administration Bureau, is seeking qualified promotional applicants to fill an Administrative Secretary-Confidential vacancy which supports Executive Staff in the Administration Bureau, specifically the Director of Health Services and Assistant Director of Health Services. Under direction, the incumbent performs a wide variety of administrative and secretarial duties which require a substantial degree of autonomy. Using discretion, the incumbent monitors the supervisors' day-to-day activities and schedules. The incumbent exercises considerable judgment in committing the supervisors' time; clears conflicts, arranges travel itineraries, reservations; and arranges appropriate meeting and conference accommodations to properly receive guests. Using discretion, the incumbent monitors the Director and Assistant Health Directors of Health’s day-to-day activities. This is a Promotional Only recruitment; open only to current regular Monterey County employees and former employees whose names currently appear on a Recall List. The Eligible List established by this recruitment process will be used to fill current and future vacancies, both regular and temporary, as they arise. This classification is part of a flexible series. Incumbents appointed at the lower level of the career series may be promoted up to the higher level of the career series subject to their meeting the employment standards for the higher class and a recommendation for their promotion by the appointing authority in accordance with the Flexible Staffing Program and Guidelines. The County of Monterey is committed to honoring the service and sacrifice of veterans and eligible military spouses and awards veterans’ preference points for this recruitment. To learn more about the eligibility requirements and the process, be sure to read the Hiring Preference for Veterans and Eligible Military Spouses section located towards the end of this job flyer.

Requirements

• Thorough Knowledge of: Correct grammar, rules of punctuation and spelling
• Proper format for business correspondence and form
• Filing systems, including indexing and cross-reference methods
• Complex bookkeeping and record keeping methods
• Office management and organizational methods
• Skill and Ability to: Research and analyze information gathered in order to compose reports or special projects
• Organize, delegate and evaluate the work of subordinate employees
• Analyze, evaluate and resolve potentially sensitive issues through discussion and persuasion in order to gain concurrence and cooperation
• Establish and maintain constructive and harmonious relationships with department heads, elected officials and the general public
• Operate a variety of office equipment such as typewriters, Dictaphone, calculator and personal computer
• Type a minimum of 50 words per minute
• Any combination of training, education and/or experience which provides the knowledge, skills and abilities and required conditions of employment is qualifying.
• Experience: EITHER Five years of experience performing increasingly responsible clerical duties. Some positions may require experience including lead worker responsibility OR Two years in the class of Senior Secretary with Monterey County
• Possess and maintain a valid California Class C driver’s license or the ability to provide suitable transportation that is approved by the appointing authority.

Nice To Haves

• Ability to speak, read, and write effectively in English and Spanish

Responsibilities

• Assists in the preparation of departmental agenda items for presentation to Board of Supervisors.
• Using discretion, monitors supervisor’s day-to-day activities and schedules.
• Exercises considerable judgments in committing the supervisor’s time; clears conflicts; arranges travel itineraries and makes reservations.
• Arranges appropriate meeting and conference accommodations to properly receive guests.
• May act as departmental personnel liaison performing support duties relative to recruitment, benefits administration and personnel transactions.
• Sets priorities, researches, compiles and organizes information for supervisor’s use in completing reports, special projects, etc; follows up on projects initiated by supervisor to assure their completion.
• Acts in a liaison capacity between the supervisor, his staff and representatives from other departments, agencies, and the public in situations often involving problem solving or discussion and persuasion to gain concurrence and cooperation.
• Supervises other clerical and/or secretarial staff, trains other employees in departmental procedures and processes.
• Develops, recommends and implements changes in procedures aimed at greater effectiveness and efficiency.
• Screens office visitors, phone calls and correspondence, establishes priorities and refers to appropriate staff member.
• Assembles agendas, prepares meeting files, records and transcribes minutes of meetings, commissions or committees.
• Prepares correspondence either independently or from written copy, transcription or brief instructions.
• Organizes and maintains files and records.
• May assist in preparation of the annual budget; keep, compile and interpret budget expenditure information.
• May monitor grant programs, maintaining all appropriate files and assuring compliance with all grant requirements

Benefits

• Monterey County offers an excellent benefits package. Please visit our website to view the Bargaining Unit Z Benefit Summary Sheet . This information is not legally binding, nor does it serve as a contract. The benefits listed in the Monterey County Personnel Policies and Practices Resolution or Memorandum of Understanding (MOU) prevail over this listing.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed