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Class Code: 0029

SENIOR SECRETARY

SUMMARY: Under limited supervision, performs a variety of complex secretarial and administrative support work in an assigned medium to large County agency, with possible supervisory responsibility.

DISTINGUISHING CHARACTERISTICS: This classification is distinguished from a Secretary by the advanced level assignments, greater experience requirements, and by the possible supervisory responsibility.

TASKS:

· Interacts with the public, County staff/officials, media personnel, officials/staff from other governmental entities, or vendors in order to obtain goods/services, assist them in using agency services, equipment, programs, and/or facilities, collect fees, answer questions, or identify their service needs.

· Prepares a variety of correspondence, notifications, forms, meeting minutes, and related documents in order to communicate information to staff and/or the public.

· Screens supervisor’s incoming/outgoing communications (mail, e-mail, phone calls, etc.) in order to ensure timely response to requests.

· Resolves a variety of problems/issues from staff and/or the public in order to maximize the efficiency/effectiveness of office operation and/or service provided.

· Proofreads correspondence, printouts, summary reports, or on screen data in order to identify data entry errors.

· Processes requests for agency materials/information received by phone, fax, email, or in person in order to provide requested materials/information.

· Schedules rooms in order to ensure space is available for a variety of meetings, conferences, and/or workshops.

· Files a variety of correspondence, documents, requests received, and other forms/materials in order to provide documentation of activities and comply with agency/State records management, and agency operating policies and procedures.

· Contacts appropriate personnel in order to facilitate timely response to citizen complaints, notify supervisors of urgent situations/issues needing their attention and/or to obtain information regarding work status/schedules.

· Schedules a variety of meetings in order to facilitate intra-office communications and/or coordinate/facilitate staff interaction with the public.

· Liaisons with agency Director and staff in order to maximize efficiency/effectiveness of operations.

· Compiles Board/Committee agenda related materials in order to prepare agenda package for Board/Committee members.

· Processes travel itineraries in order to facilitate staff attendance/participation in a variety of conference, business, or education related travel.

· Performs related work as required.

KNOWLEDGE, ABILITIES AND SKILLS – REQUIRED AT TIME OF HIRE: (Applicants are expected to possess the required Knowledges, Abilities, and/or Skills listed below prior to being hired for positions in this job class.)

· Knowledge of English spelling and grammar.

· Knowledge of procedures for operating standard office equipment, including personal computers.

· Ability to operate a personal computer to prepare a variety of correspondence, notices, schedules, and related materials and/or record hearings using a variety of software applications.

· Ability to prioritize work activities.

· Ability to multi-task.

· Ability to compose letters, memos, and related documents covering a variety of routine work related topics.

· Ability to work with limited supervision.

· Ability to work effectively in high stress situations.

· Ability to keyboard.

· Ability to use a variety of office software applications, including browsers, word processing, database, spreadsheet, and/or presentation applications to prepare a variety of documents, forms, and/or related materials.

· Ability to track/follow-up multiple work activities and their applicable deadlines.

· Ability to sort/file materials alphabetically, chronologically, and numerically.

• Ability to establish and maintain effective working relationships with the general public, co-workers, elected and appointed officials and members of diverse cultural and linguistic backgrounds, regardless of race, color, religion, age, gender, ethnicity, disability, sexual orientation, marital status or political affiliation.

· Ability to serve the public and fellow employees with honesty and integrity in full accord with the letter and spirit of Broward County=s Ethics and Conflict of Interest policies.

KNOWLEDGE, ABILITIES AND SKILLS – NOT REQUIRED AT TIME OF HIRE BUT EXPECTED TO BE DEVELOPED ON THE JOB: (The following Knowledges, Abilities, and/or Skills listed below, although considered to be necessary in order to perform the work of this job title, are not required at time of hire.)

· Knowledge of the general operating policies and procedures of the assigned agency.

· Knowledge of standard formats used for a variety of correspondence, notices, schedules, and related materials.

· Knowledge of established customer service policies, procedures, and techniques.

· Knowledge of established procedures and practices for taking meeting minutes.

· Knowledge of established policies and guidelines regarding confidentiality of information.

· Knowledge of a variety of office software applications.

· Ability to operate specialized office equipment, including transcription and/or computer projection equipment.

· Ability to understand, follow, and explain a variety of County/agency policies and procedures.

· Ability to take minutes of Board/Committee meetings using audio recording equipment, personal computers, and/or shorthand notes.

DESIRABLE TRAINING AND EXPERIENCE: Graduation from high school; four (4) years full time secretarial or administrative support work; or any equivalent combination of training and experience.

GENERAL INFORMATION:

Bargaining Unit: White Collar

FLSA Status: Non-Exempt

Class Spec: Established: 06/2004

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