Executive Secretary - Health and Human Services

Administrative Secretary

Pay Schedule VI, Grade 27, Regular Schedule: 35 hours per week A vacancy exists in the Department of Health and Human Services. Current and future vacancies occurring in this class may be filled from the list of eligible applicants. This job announcement may close at any time with little or no notice. Applicants are advised to apply promptly. All interested transfer and promotional candidates must apply at this time. List all promotions and changes in job duties due to reclassification as separate work experience on your application. Applicants must include the dates of the promotions and reclassifications. Note: Failure to complete all fields of the "Work Experience" section of the application will result in your application not being considered. A resume will not be considered in determining your qualifications for a position. Applicants selected for an interview may provide a resume at that time. You must attach your transcript(s), license(s) and/or certification(s) to your application. Unofficial copies are acceptable. Failure to submit proof of Licenses, Certifications and Education will result in your application not being considered. Proof of licenses, certifications, and/or education must be submitted with each application.

Examples of Duties

Job Purpose Under direction, performs responsible administrative and secretarial duties for the department head; assigns, coordinates, and reviews the work of other clerical or secretarial personnel; and does related work as required.

Essential Job Duties

• Serves as an administrative aide; gathers and interprets information relative to issues requiring the department head's action.
• Responds and handles constituent inquiries.
• Transmits policies and instructions to key members of the staff and explains policies to the public and heads of other departments and agencies.
• Receives, investigates, and resolves inquiries, requests, and complaints.
• Researches and secures information, both internal and external of the department, to respond to requests and to prepare various reports and correspondence that may be confidential in nature, involve technical subject matter, or require the department head's signature.
• Analyzes records requiring the interpretation and application of guidelines and procedures.
• Maintains calendar for the department head.
• Makes travel arrangements and secures itineraries.
• Receives, screens, and prioritizes the handling of telephone calls and correspondence.
• Coordinates special ceremonies and functions.
• Schedules, attends, and takes notes and minutes for meetings, conferences, and hearings.
• Prepares materials for meetings, takes notes, prepares minutes, and ensures that decisions are transmitted to appropriate persons. Follows up on assignments and decisions made at meetings.

Examples of Other Duties

• Prepares and processes contracts for agency head signature.
• Prepares documents for county council approval including supplemental appropriations and contracts.
• Provides administrative support to the Board of Health.
• Performs other related duties as required.

Qualifications

Training and Experience Graduation from a recognized high school or an equivalent; Plus Five years of typing, word processing, or secretarial experience. Additional education may be substituted on a year-for-year basis for the required experience. Additional experience as described in the essential duties may be substituted on a year-for-year basis for the required education. Knowledge, Skills, and Abilities (Entry Level)

• Comprehensive knowledge of modern office practices and procedures, including filing systems.
• Knowledge of spelling, grammar, and arithmetic.
• Skill in the use of automated office systems.
• Skill in the operation of office machines as listed in the essential duties.
• Organizational skills.
• Ability to extract and summarize information and to prepare correspondence and reports.
• Ability to interpret, explain, and follow County and department rules and regulations.
• Ability to maintain confidential records.
• Ability to communicate effectively both verbally and in written form.
• Ability to establish and maintain effective working relationships with superiors, associates and the general public.
• Ability to establish deadlines, schedules, and guidelines for completion of projects.
• Ability to take verbatim notes.
• Ability to supervise.

Knowledge, Skills, and Abilities (Full Performance)

• Knowledge of County and departmental rules, regulations, policies, and procedures.
• Skill in resolving administrative problems and complaints.
• Skill in extracting and summarizing information and in preparing correspondence and reports.
• Ability to investigate and resolve inquiries and complaints for an agency.
• Ability to effectively transmit management decisions to staff and other interested parties.
• Ability to keep management informed of issues requiring their attention.

Proof of Licenses, Certifications and Education Applicants are required to submit proof of licenses, certifications and education beyond high school to meet the required and preferred qualifications of the position. Diplomas or transcripts must show the applicant's major field of study. Copies and unofficial transcripts are acceptable. Failure to submit proof of Licenses, Certifications and Education may result in your application not being considered. Proof of Degree Equivalency Applicants who have obtained a degree from outside the United States of America are required to submit degree equivalence documentation from World Education Services, Inc. ( Mail or deliver documents to: ATTN: Executive Secretary - HHS Office of Human Resources Baltimore County Government 308 Allegheny Avenue Towson, MD 21204

Conditions of Employment

Physical and Environmental Conditions The work of this position is essentially sedentary, with occasional walking and/or lifting or other restricted physical activities. Employment Background Investigation Applicants selected for employment with Baltimore County must successfully complete an employment investigation, including, but not limited to criminal background, education, and fingerprinting checks.