Executive Secretary - County Clerk's Office - J02020 - 11600

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SUMMARY : Performs complex secretarial duties for the department head and/or other administrative staff, including typing reports and correspondence, processing bills, and ordering supplies. Exercises some judgment regarding procedures and processes. Provides administrative and organizational support to the County Clerk including researching data and producing reports on various concerns. Acts in a public relations capacity in coordinating with the media, receiving inquiries from constituents and representing the County Clerk at public functions.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Strong communication skills, Organized, Self-starter.

Prepares purchasing forms, orders and keeps current inventory of supplies.

Establishes and maintains manual and/or computerized office files and records; and is responsible for sensitive or confidential files.

Types reports, memos and correspondence. May compose routine written reports, memos and correspondence. Proofreads and edits manuals, newsletters, brochures, fliers, technical reports, proclamations, contracts, correspondence, etc.

Uses personal computer, which accesses mainframe computer to prepare, develop, and/or maintain forms, rosters, mailing lists, mailouts, reports, letters, memos, manuals, grant applications, contracts, budgets, social media, excel, word, publisher, etc.

Schedules meetings, interviews, training sessions, etc. and maintains up-to-date calendar of these events.

Greets the public, answers the telephone, directs telephone calls and visitors to the proper party, takes messages and provides information.

May prepare a variety of mailouts. (i.e., certified, bulk, express).

Coordinates with other elected and appointed officials on matters as directed by the County Clerk.

Establishes and maintains office files and sensitive records.

Assists the County Clerk in preparing the budget and monitors expenditures against budget.

Trains and directs clerical employees and volunteers in routine or special projects.

Acts as a representative of the County Clerk at various internal and external functions, hearings and meetings.

Acts as initial point of contact for constituents, external agencies.

Reports issues and concerns to County Clerk and acts upon/follows up as directed.

Monitors news media, other agencies and governmental reports for items of importance to county interest.

Provides direct secretarial support services for the County Clerk.

Performs such other duties as may be assigned.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Any employee who drives a vehicle on official business must have a driving record which meets standards set by the County and the County’s insurance carrier.

EDUCATION and/or EXPERIENCE: High school diploma or general education degree (GED) plus three years of increasingly responsible secretarial and clerical experience.
Any equivalent combination of experience and training which provides the required knowledge, skills and abilities, may be considered for current Nueces County employees only.

LANGUAGE SKILLS: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

MATHEMATICAL SKILLS: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

REASONING ABILITY: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

OTHER SKILLS AND ABILITIES: Good knowledge of business English, spelling, punctuation and arithmetic, office practices, equipment and materials. Ability to communicate effectively both orally and in writing. Ability to use a personal computer or terminal accessing a mainframe computer using standard word processing and spreadsheet software packages. Ability to type at a speed of at least 50 wpm. (some positions may require a higher typing speed and/or the ability to take and to transcribe dictation rapidly and accurately). Ability to establish and maintain effective working relationships with other county employees and officials, other agencies and the general public. Ability to interact with social media. Proficiency in Spanish, as well as English, may be desirable.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand; walk; use hands to handle or feel; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, peripheral vision, and ability to adjust focus.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

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