Senior Secretary

Senior Secretary Natividad is currently seeking a full-time permanent Senior Secretary in the Quality Assurance Department. This incumbent will provide professional support to the Hospital Quality Administrator and the department. Under direction, they will perform complex clerical and secretarial work tasks. Examples of Duties SIGNIFICANT RESPONSIBILITIES OF THE POSITION Types, formats and proofs letters, reports, statistical data, forms and other finished copy from rough drafts, margin notes, general instructions or transcription notes; examines grammatical construction, punctuation, spelling, verb tense, contextual meaning, layout, and format. Independently composes letters and memos for supervisor's signature; answers routine requests for information. Screens mail, visitors and callers; determines their needs, establishes priority, and routes same to appropriate staff or supervisor for attention; may maintain a tracking system to ensure follow-up. Gathers, organizes, and tabulates a wide variety of specialized information for supervisor's use in completing reports, special projects, etc. Performs a variety of minor administrative functions relating to maintenance and compilation of budgetary expenditures and related information, maintenance and processing of various records, and maintenance of statistical department history, payroll, and miscellaneous control records. May be independently responsible for the completion of routine incidental administrative support processes such as payroll, purchasing, accounts payable, inventory, grant monitoring, etc, when such processes are not a significant agency activity. Sets up, organizes and maintains active and archive manual and/or automated filing and retrieval systems according to managerial requests, functional use or administrative guidelines. Assists supervisor in managing their time by maintaining appointment calendars, arranging meetings and travel itineraries. Prepares and assembles agendas and meeting packets and board resolutions; may perform other duties in support of various County commissions or committees. Takes notes, dictation, or uses electronic media to record and transcribe correspondence, meeting records or reports containing specialized technical terminology. May maintain specialized data bases on computers. May coordinate the distribution of work for a small number of clerical employees, write clerical procedures, and train and assign work to clerical staff. Examples of Experience/Education/Training MINIMUM QUALIFICATIONS Thorough Knowledge: Clerical work procedures and office routines associated with general secretarial responsibilities English grammar, punctuation, spelling, and verb tenses Formats for business letters, correspondence, and reports Alpha/numeric filing methods including indexing and cross-referencing. Working Knowledge of: Microsoft Word, Excel, Powerpoint and Outlook Some Knowledge of: Basic bookkeeping and recordkeeping methods. Skill and Ability to: Type a minimum of 50 words per minute Operate a variety of office equipment such as typewriters, audio recording devices, and calculators Operate an IBM compatible personal computer Some positions may require verbatim transcription skills Ability to select, understand and apply regulations, rules, procedures, office routine and work practices to a variety of clerical support and minor administrative work functions Select, compile and summarize information Independently initiate, prioritize and perform or solve work problems related to deviations in work assigned to meet fixed or fluctuating deadlines and achieve work objectives Coordinate the assembly and submittal of large quantities of information from multiple sources Read and understand the English language Compute basic math problems Orally communicate in person and on the telephone Follow oral and written directions Establish and maintain cooperative working relationships with those contacted through the course of work Take and transcribe notes or minutes of meetings work The knowledge, skills and abilities listed above may be acquired through various types of experience, education or training, typically: Experience Four years of progressively responsible clerical/secretarial experience equivalent to the levels of Office Assistant III and Principal Office Assistant in Monterey County; OR One year of journey level secretarial experience equivalent to the class of Secretary in Monterey County. Additional Information CONDITIONS OF EMPLOYMENT Natividad requires that all incumbents pass a pre-employment physical/medical assessment. Natividad will conduct a thorough background and reference check process which includes a Department of Justice fingerprint check. Employees who drive on County business to carry out job related duties must possess a valid CA Driver License for the class vehicle driven and clean driving record. Employees must have and show their original Social Security Card and a valid CA Driver License or CA State ID prior to the first day of work. Incumbents may be required to work all shifts, including weekends and holidays; Incumbents may be required to work with potentially hazardous and infectious substances. **REQUIRED APPLICATION MATERIALS AND SCREENING PROCESS** APPLICATION SUBMISSION: A completed Monterey County Application may be obtained from and submitted to the Natividad Human Resources Office, 1441 Constitution Blvd., Bldg. 300, Salinas, CA. 93906, or On-line applications may be submitted at resume and license and/or certifications (if applicable) may be attached to your online application or emailed separately to: View email address on click.appcast.io. Resumes will be accepted in addition to, but not in lieu of the required application materials. For more information or to obtain regular paper application materials please contact the Natividad HR, 1441 Constitution Blvd., View phone number on click.appcast.io, M - F, 7:30 a.m.- 5:00p.m. QUALIFICATIONS APPRAISAL: All licenses/certificates will be verified via primary source. Completed application materials will be competitively evaluated. Please note: The initial screening for this position uses ONLY the applicant's answers to the Supplemental Questions. Screeners (who are Subject Matter Experts) are not given the application and/or resumes at this point in the process. Therefore, your answers to the Supplemental Questions are critical. The best-qualified applicants will be invited to participate further in the process. QUALIFICATIONS ASSESSMENT: To further assess applicants' possession of required qualifications, this process may include an oral examination, pre-exam exercise, performance exam, or physical ability exam. ELIGIBLE LIST: Applicants successful in the Qualifications Assessment process will be placed on an eligible list for possible final selection interview. This eligible list will be used to fill current and future vacancies. HIRING PREFERENCE FOR VETERANS AND ELIGIBLE MILITARY SPOUSES The County of Monterey is committed to honoring the service and sacrifice of veterans and eligible military spouses (i.e., surviving spouses of veterans, spouses of totally disabled veterans, and spouses of active-duty service members) and awards veterans' preference points for this recruitment. To obtain a Veterans and Eligible Military Spouse Preference Application, please visit the Human Resources website or click on the following link: Click Here to View the Veterans and Eligible Military Spouse Preference Application To apply for veterans' preference points, veterans or eligible military spouses must complete and email a Veterans and Eligible Military Spouse Preference Application with supporting documentation of their eligibility by the final filing deadline to: View email address on click.appcast.io SPECIAL NOTES If you believe you possess a disability that would require test accommodation, please contact the Personnel Analyst for Natividad at View phone number on click.appcast.io. Employment is contingent upon acceptable documentation verifying identity and authorization for employment in the United States. If you are hired into this classification in a temporary position, your salary will be hourly and you will not be eligible for benefits.