Administrative Secretary II

County of Shasta•Redding, CA

11d•Onsite

About The Position

Under general direction, to perform secretarial, clerical, and routine administrative duties in support of an Assistant or Deputy Director of a Department, manager and/or staff assistant whose programs and objectives have involvement on a direct and continuing basis with other departments and extensive public interest; to relieve the manager and/or staff assistant of routine procedural activities; 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. Within the Auditor’s office, this position serves as a key administrative support role, acting as the primary point of contact for customers, staff, and external agencies. Responsibilities include managing the front desk, answering and directing phone calls, processing and distributing checks, handling incoming and outgoing mail, maintaining records and document retention systems, coordinating office operations, and providing customer service in a fast-paced office. The position also supports financial and personnel functions, including accounts payable, account reconciliations, training coordination, onboarding activities, and safety compliance. Success in this role requires strong organizational skills, communication skills, attention to detail, professionalism, and the ability to manage multiple priorities while maintaining compliance with County policies and regulatory requirements.

Requirements

Modern office practices and procedures
Filing and recordkeeping methods
Correct English usage, grammar, punctuation and spelling
Principles of supervision and training
Basic mathematics
Report writing
Variety of correspondence
Support activities related to an organization's programs and operations
Methods and techniques used in researching, proofing, evaluating, gathering, organizing and arranging data
Common office computer software applications
Interpret and apply policies and procedures, rules, codes, regulations, procedures, policies, and precedents
Organize work effectively to meet office deadlines
Maintain a recordkeeping system
Budget a manager's time
Type at a speed of not less than fifty (50) words per minute from clear copy
Take dictation at a speed of ninety (90) words per minute and transcribe it accurately may be required for some positions
Compose correspondence independently
Carry out projects with minimal instructions
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
Establish and maintain cooperative working relationships with those contacted in course of work
Supervise the work of others
One (1) year of experience comparable to that of an Administrative Secretary I with Shasta County; OR 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.

Nice To Haves

Possession of a valid driver's license
Exceptional communication skills
Excellent verbal and written communications
Time management skills
Information management skills
Experience in efficiently taking accurate meeting notes
Scheduling meetings
Managing supply orders
Supporting a diverse team that includes staff, supervisors, and managers
Thrives in dynamic office environments
Excels at multitasking
Approaches every responsibility with discretion and professionalism
Adept at handling highly confidential information with absolute integrity
Proactive attitude
Ability to anticipate office needs

Responsibilities

Schedules appointments, makes necessary arrangements for conferences and meetings, notifies persons involved and sees that the manager is fully briefed
Receives and screens telephone and personal callers, referring those which can be handled by staff or other offices
Maintains the manager's calendar and schedules appointments when necessary
Researches, compiles, and organizes information for use by the manager in the completion of administrative reports, surveys and other uses
Serves as liaison between person or staff served in other offices and outside groups
Releases information based on a general knowledge of program activities and policies
Screens and distributes incoming mail
Reviews outgoing mail to insure materials are in order and in conformance with established procedures
Composes correspondence in response to routine inquiries
Takes minutes and distributes summaries
May take and transcribe dictation
Makes travel arrangements
Establishes and maintains recordkeeping and filing systems
Prepares requisitions for supplies, equipment and work orders for repairs or maintenance services
Submits expense vouchers for payment
Types a variety of correspondence, reports and other materials
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
May supervise and coordinate the work of clerical employees
Performs related duties as assigned
Managing the front desk
Answering and directing phone calls
Processing and distributing checks
Handling incoming and outgoing mail
Maintaining records and document retention systems
Coordinating office operations
Providing customer service in a fast-paced office
Supporting financial and personnel functions, including accounts payable, account reconciliations, training coordination, onboarding activities, and safety compliance