Executive Secretary - County Council

Northampton County • Easton, PA

4d • Onsite

About The Position

The County Council Executive Secretary performs traditional secretarial support services and substantive assistance in the organization and implementation of management functions, and assures the effective accomplishment of the same. Work may include typing, organizational, and related support to the Clerk to Council, and the County Council President and Members.

Requirements

• Completion of a high school, or general equivalency, diploma
• At least three (3) years of satisfactory full-time secretarial experience in a governmental or judicial setting.
• Comprehensive knowledge of procedural and processing requirements governing records keeping, documentation, and similar office functions in governmental offices.
• Comprehensive knowledge of English usage, grammar, spelling, and punctuation as used in clerical processing assignments in governmental offices.
• Thorough knowledge of administrative clerical methods and techniques used to manage and coordinate meetings, workflow, and similar functions.
• Thorough knowledge of the organizational and functional relationships within the County, the Court, and related organizations.
• Skill in gathering information from and explaining procedural and/or processing requirements to visitors, callers, clients, members of the public, and officials of public and private organizations.
• Skill in operating typewriting, word processing, copying, and other office equipment, as required by work assignment.
• Skill in the use of word processing, spreadsheet, database, graphics, and/or similar computer programs, when required by work assignment.
• Ability to take accurate notes of discussions and dictated material in order to produce draft and/or final correspondence, documents, meeting minutes, and other items.
• Ability to establish and maintain effective working relationships with associates, callers, visitors, clients, representatives of other offices, and members of the public.
• Ability to read, write, speak, understand, and communicate in English to perform the duties of this position.

Nice To Haves

• Ability to work in a fast-paced and frequently changing environment with deadlines and high pressure.
• Possession of a high-level of attention to detail and accuracy.
• Ability to maintain a professional demeanor with a wide variety of personalities.
• Ability to maintain highest level of confidentiality when dealing with sensitive and secure information/documents.

Responsibilities

• Reviews incoming mail and determines priority and nature of material, and procedural action required.
• Compiles daily correspondence and accompanying memorandums for distribution to Council.
• Composes and proofreads all documents in preparation before, and after, Council meetings.
• Indexes all correspondence and minutes from Council meetings as well as drafts and maintenance of ordinance audit file.
• Composes routine correspondence and engages in standard office procedures such as copying and scanning documents.
• Communicates directly with other County and/or Court officials to secure information, pass on instructions or requests, or track down status of ongoing projects or other efforts.
• Establishes and maintains office files and other record keeping systems.
• Assembles information from records and office files, and archives documents in accordance with law.
• Schedules Council meeting room for variety of commissions and department use.
• Drafts and assists in preparation and proofreading of agendas, agenda packets, and other documentation for communication to Council.
• Prepares documents for website posting and updates to public website calendar.
• Transcribes and proofreads minutes from all Council and Council Committee meetings.
• Types minutes, advertisements, and similar items from recorded dictation, notes, handwritten drafts, or other source material.
• Proofreads such work and corrects errors.
• Greets visitors and determines nature of business.
• Explains circumstances, decisions, activities underway or anticipated, approvals, and/or status of items.
• Assists or refers visitors, callers, and representatives of other County, Court, and private agencies to appropriate office or individual for further assistance.
• Attends County Council meetings and records minutes in the absence of the Clerk or Deputy Clerk to Council.
• Cross trains on other office functions to ensure continuity of records.
• Evaluates efficiency and effectiveness of existing office procedures, and workflow.
• Develops new, or changes in, processing, order of work accomplishment, nature and/or extent of verifications, and similar activities.
• Coordinates efforts with individuals in offices affecting work accomplishment.
• Works with management, technical and/or other clerical personnel to improve timeliness, completeness, and effectiveness of such work accomplishments.

Benefits

• Equal employment opportunities (EEO) to all persons regardless of race, color, national origin, religion, sexual orientation, marital status, sex, gender identity, gender expression, age, genetic information, disability, or any other status protected by the Pennsylvania Human Relations Act, Title VII of the Civil Rights Act of 1964, the Age Discrimination in Employment Act (ADEA), and the Americans with Disabilities Act (ADA) and any other state, federal, or local law.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: High school or GED