Senior Secretary - Plumbing

Allegheny County • Pittsburgh, PA

29d • $21

About The Position

This is complex inputting on a computer involving the typing and processing of documents in a variety of functions, utilizing word processing and other software packages. An employee in this class performs complex clerical work which requires the utilization of typing skills and the application of independent judgment. Work involves the skilled typing of a variety of letters, reports, contracts, transmittals, vouchers, and agenda in draft and final form and includes responsibility for the format and grammatical accuracy of the material typed. Work includes all clerical aspects of a work process, including making choices between different procedures to be followed, and the appropriateness of the information presented for further processing. Work may involve providing training and orientation to new employees and functioning as a lead worker for complex clerical typing operations. Work normally involves making independent decisions concerning the process to be followed, the appropriateness of the information to be processed, and the actions taken. Work is performed with considerable independence and little review, however, changes in operational standards, procedures, and work policies are discussed in detail with the supervisor prior to implementation. Limited supervision is received from a Clerical Supervisor or Administrator.

Requirements

• High School Diploma or G.E.D. equivalent
• Four (4) years' experience in general clerical work, involving inputting on a computer utilizing office software applications
• Knowledge of English grammar, spelling, and punctuation at a level equivalent to that used in writing or adjusting written materials normally consisting of complex sentence structures.
• Knowledge of the specialized office procedures and practices which relate to the work process.
• Knowledge of standard office procedures, practices, conduct, and actions necessary in maintaining harmonious working relationships.
• Knowledge in referencing technical journals or code books.
• Knowledge of the types, organization, and use of various kinds of office files that are organized according to multiple indexing methods; and logs, forms, and letter formats used in consolidating information from numerous sources
• Skill in Microsoft Office
• Skill in Documentation
• Skill in Data Entry
• Skill in Office Equipment
• Skill in Clerical Skills
• Skill in File management
• Skill in Typing
• Skill in Policy Analysis
• Skill in Assistant Work
• Skill in Telecommunication
• Skill in Interpersonal Communication
• Ability to understand and follow oral and written instructions which explain the work objectives and general guidelines that require independent decision-making on the most appropriate procedures to be followed in varied courses of action.
• Ability to make independent determinations on the best possible resolution to processing problems.
• Ability to develop and set up clerical procedures for the process or office activities performed.
• Ability to assemble, organize, and present status information from various source materials concerning the operation of a process or office activities.
• Ability to proofread varying types of information for conformance with a prescribed pattern or form, to assure the adherence to instructions and clerical office procedures, to maintain consistency of thought and requirements, and for compliance with specific administrative or procedural rules.
• Ability to transfer information from formats which occur in random order and present a modified form according to rules and procedures.
• Ability to organize work in a manner which insures smooth processing and accomplishments of priority items on schedule.
• Ability to use discretion and judgment in dispensing information which may be susceptible to misunderstanding or misuse.
• Ability to instruct and advise clerical employees on the methods and procedures used in a process.
• Ability to collect and organize material for reports by determining the information sources, appropriate information, and form of presentation.
• Ability to compose correspondence of inquiry or explanation relating to a problem, request, or program need by surveying the nature of the item and determining the course of action to execute the presentation.
• Ability to maintain cost, financial tax, or disbursement records and statements that do not involve the use of standard accounting principles by posting, entering, transferring, adjusting, and balancing numerous accounts in the control process.
• Ability to type accurately at a minimum rate of 40 words per minute.
• Ability to learn various software packages.
• Proficient in Microsoft office Word, Outlook and Excel.
• Ability to respond to emergencies.

Responsibilities

• Types letters, reports, contracts, transactions, transmittals, vouchers, itinerary, and agenda on a computer from handwritten drafts, dictated sources, or original source documents into draft or final form.
• Reads correspondence to become familiarized with contents and determines what procedures to pursue in providing the correct information which is in accordance with any applicable administrative and legal constraints; and types or directs the typing of responding correspondence.
• Proofreads and types documents to purchase books, supplies, equipment, services, etc. by referring to catalogues, state contracts, and other sources to obtain prices, specifications, and related information.
• Prepares monthly accomplishment reports from status reports, logs, and files which include information such as project name, bid awards, costs, anticipated completion dates, and stages of completion.
• Functions as a lead worker by distributing and interpreting work assignments, aiding, conducting on-the-job training, and reviewing the work of the program for adherence to standards.
• Assembles and assists in editing quarterly reports.
• Assists in assembling, editing and the production of the program and work plans.
• Coordinates office moves and submits work orders.
• Answers written inquiries relating to the status of certain aspects of an organization's functions.
• Enters data to computer database.
• Performs related work as required.

Benefits

• Paid holidays, personal days, vacation and sick leave benefits, medical coverage and dental benefits, a retirement plan, life insurance and a deferred compensation plan after eligibility requirements have been met.
• Professional growth through training opportunities (CPR, First AID, Public Health Preparedness, Dignity and Respect, Points of Dispensing, and more); ability to advance in county system; job security; meaningfulness in daily work derived from public service; eligible for federal loan forgiveness; organizational commitment to ACHD's mission to protect, promote, and preserve the health and well-being of all Allegheny County residents, particularly the most vulnerable.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 251-500 employees