Senior Secretary V - Emergency

County of Los Angeles•Los Angeles, CA

14h•Onsite

About The Position

The LA County Board of Supervisors has unanimously ratified a Proclamation of Local Emergency in response to the windstorms and wildfires, including the Palisades and Eaton Fires, that have devastated communities across the County. We are looking for qualified and passionate individuals to assist the County in mobilizing resources and support needed to help our residents recover and rebuild. If you are looking for a new career that will directly benefit the population of LA County, this may be the opportunity for you. The Los Angeles County Office of the Assessor is the largest office of its kind in the nation with 1,400 employees and provides the foundation for a property tax system that generates $24 billion annually. The Office of the Assessor is seeking qualified candidates to fill emergency Senior Secretary V vacancies related to this unprecedented natural disaster. Under the emergency order, applicants who meet the requirements may be hired for an initial period of up to 90 days, with an opportunity for permanent County employment. During your initial work period, you will be assessed on your work performance. This assessment will be weighted 100%. Those who successfully pass the assessment will be considered for permanent appointment to Senior Secretary V. The Senior Secretary V position provides full-time administrative secretarial support and is distinguished by their reporting manager.

Requirements

One year of highly responsible secretarial experience at the level of Los Angeles County's class of Secretary V, Senior Secretary III, Senior Secretary IV, Management Secretary I or Management Secretary II.
One year of experience at the level of Los Angeles County's class of Staff Assistant I assisting the manager of a line operation in a County department.
Two years of highly responsible secretarial experience at the level of Los Angeles County's class of Secretary III, Secretary IV, Senior Secretary I or Senior Secretary II.
Two years of highly responsible legal secretarial experience.
Highly responsible is defined as the role involving significant accountability, often including tasks that have a direct impact on the organization or require trust and discretion, such as managing confidential documents or representing executives in communications.
You may still qualify even if your job title isn’t exactly the same as the ones listed. What matters is that your experience is at a similar level — meaning your job involves similar responsibilities, requires comparable skills and knowledge, and takes place within a similar organizational structure.
Please provide a clear explanation of your experience to demonstrate that it is at the appropriate level.
Highly responsible legal secretarial experience is defined as administrative work that requires independent judgment, a strong understanding of legal procedures, and responsibility for preparing and managing legal documents, maintaining critical deadlines, and coordinating with attorneys, courts, and clients in a confidential and time-sensitive environment.
The Senior Secretary V position requires a typing proficiency of 40 words per minute.
A valid California Class C Driver License or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions.

Responsibilities

Maintaining and coordinating the manager's calendar by scheduling and prioritizing appointments, meetings, speaking engagements, and travel arrangements; responding to meeting requests and event invitations to ensure the efficiency and organization of the manager's schedule.
Responding and resolving routine in-person, email, or phone inquiries (e.g., information requests, complaints, concerns) from stakeholders (e.g., management, employees, and members of the public) by gathering and clarifying information to route the inquiry to the appropriate staff and following up as necessary to ensure timely and effective resolution to promote responsive customer service.
Preparing a variety of documents (e.g., letters, memoranda, emails, intra-office notices, and messages) for posting on the departmental intranet and portal with or without dictation; preparing agendas for executive and management staff meetings; documenting minutes at confidential meetings; proofreading for accuracy and editing time-sensitive documents; obtaining appropriate manager signatures; and ensuring that documents are completed in accordance with departmental policies and procedures.
Serving as a liaison between management, staff, and other County departments, governmental agencies, and external organizations by coordinating communications, exchanging information, and facilitating the completion of administrative activities.
Collecting, compiling, verifying, and analyzing information from departmental databases, records, files, and other sources to prepare reports, summaries, correspondence, and management documents for statistical, informational, and operational purposes.
Coordinating with departmental staff and other stakeholders to obtain, validate, and organize information, ensuring accuracy, completeness, and timely presentation of materials.
Assisting in evaluating administrative and operational activities and developing recommendations for revisions to office, secretarial, and clerical policies and procedures.
Reviewing administrative processes and operational data and supporting the implementation of approved changes to enhance office efficiency and effectiveness.
Coordinating the receipt, processing, distribution, and dissemination of correspondence, reports, forms, and other documents using appropriate electronic and physical delivery methods.
Maintaining office filing and records management systems by creating, organizing, retrieving, and preserving electronic and hard-copy records, including confidential and sensitive documents, to ensure accurate recordkeeping and efficient office operations.
Maintaining office equipment and supplies, records, and administrative support systems by monitoring inventory levels.