Secretary

Secretary For Senior Services Division

Douglas County Community Services is seeking an individual to fill the important role of Secretary for the Senior Services division. In addition to the administrative duties of the office, this public facing role serves as a friendly face representing the Senior Center and is responsible for screening and directing visitors and calls to ensure that individuals are provided with the correct information or resources they are seeking. Requiring strong customer-service skills and the ability to multi-task in a busy environment, the position assists the Community Services team in the effective administration of the Senior Services office through the efficient and timely accomplishment of all tasks assigned. The right individual for the role will be someone who learns quickly, is comfortable with technology, and has a drive to provide the best service possible to our senior community members.

Primary Objectives

Performs intermediate work providing paraprofessional level administrative support to a division manager and related supervisory and professional staff; providing direction to office support staff; performs related tasks as apparent or assigned.

Supervision Exercised

None

Primary Duties And Responsibilities

1. Receives and screens visitors and telephone calls, providing factual information which may require the interpretation and application of policies and procedures; takes messages or refers the caller to the proper person.
2. Researches and compiles a variety of informational materials from sources both inside and outside the office to which assigned.
3. Opens and sorts mail and attaches pertinent backup materials; processes outgoing mail as required.
4. Initiates specified correspondence independently for signature by appropriate supervisory or professional staff; reviews finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage.
5. Enters, edits and retrieves numeric and statistical data and narrative information into computerized systems; prepares periodic and special reports.
6. Organizes and maintains various departmental files; purges files as requested; may prepare payroll information and maintain unit personnel files.
7. Follows up on projects, transmits information, and keeps informed of unit activities.
8. Schedules and arranges for meetings; arranges for rooms and necessary travel, preparing agendas, supplying meeting notes, informal minutes or summarizing meeting results as required.
9. Organizes own work, sets priorities and meets critical deadlines.
10. May provide project direction to office support staff on a project basis; may instruct staff in work procedures and/or review work for format, accuracy and consistency.
11. Maintains accurate records and files related to the areas of assignment.
12. Contributes to the efficiency and effectiveness of the unit's service to its customers by offering suggestions and directing or participating as an active member of a team.
13. Provides information to the public or to County staff that requires the use of judgment and the interpretation of policies, rules or procedures.
14. Enters and retrieves data and prepares reports using a variety of software programs; reviews such reports for accuracy and makes corrections as required; operates standard office equipment.
15. Represents the County with dignity, integrity, and a spirit of cooperation in all relationships with staff and the public.
16. Contributes effectively to the accomplishment of team or work unit goals, objectives, and activities.

Minimum Qualifications/Certifications & Licenses

Minimum Qualifications

• High School diploma or GED and three (3) years of experience with administrative support; OR an equivalent combination of education, training and experience.

Certifications/Licenses

• May require Nevada Notary Public within six (6) months of date of employment

Working Conditions/Acknowledgements

Working Conditions

• This work requires the regular exertion of up to 25 pounds of force and occasional exertion of up to 50 pounds of force.
• Work regularly requires sitting, speaking or hearing and using hands; frequently requires repetitive motions; occasionally requires standing, walking and pushing or pulling.
• Work has standard vision requirements; vocal communication is required for expressing ideas by means of the spoken word; hearing is required to receive detailed information through oral communication and/or to make fine distinctions in sound.
• Work requires preparing and analyzing written or computer data, operating machinery and observing general surroundings and activities.
• Work is generally in a moderately noisy location (e.g. business office, light traffic).
• Work frequently requires exposure to outdoor weather conditions; occasionally requires working in high/precarious places, exposure to extreme cold (non-weather), exposure to extreme heat (non-weather) and exposure to bloodborne pathogens (may be required to wear specialized personal protective equipment).

Acknowledgements

1. Continued employment is contingent upon all required licenses and certificates being maintained in active status without suspension or revocation.
2. Employment is contingent upon successful completion of background/screening.
3. Douglas County participates in E-Verify and will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each applicant's Form I-9 to confirm work authorization. All candidates who are offered employment must complete Section 1 of the Form I-9 along with the required proof of their right to work in the United States and proof of their identity prior to starting employment. Please be prepared to provide required documentation as soon as possible after the job offer is made.
4. This job description indicates, in general, the nature and levels of work, knowledge, skills, abilities and other essential functions expected of the incumbent. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Incumbent may be asked to perform other duties as required.