Secretarial Support II District Court 31-1-03

General Definition

This is advanced secretarial support work providing typing, organizational and related support to management officials and assisting associated staff members in the substantive processing of functional requirements. A position in this class provides a variety of services in direct support of the manager and develops and implements new or changed procedures, workflow or similar processing methods and techniques.

Typical Examples Of Work

• Determines extent and efficiency of existing office procedures and workflow; recommends changes in processing, order of work accomplishment, nature and/or extent of verifications, and similar office workload activities; works with management, technical and/or other clerical personnel to improve timeliness, completeness and effectiveness of such work accomplishment; may oversee work of other office clerical staff.
• Reviews incoming mail; determines priority and nature of material, procedural action required, and need for managerial review; determines existence of related topics or activities and assembles available records and correspondence; attaches same or prepares summaries for others' use and forwards to appropriate individuals, both within and outside of office; greets visitors and callers and determines nature of business; explains circumstances, decisions, activities underway or anticipated, approvals, and/or other elements of manager's responsibility for action; refers visitors, callers, vendors, officials and representatives of other County, Court, local and private agencies to more appropriate office or individual for assistance.
• Maintains calendar for manager and/or other assigned staff; schedules appointments and meetings; reminds individuals of such commitments on a daily basis; places telephone calls for supervisor to secure and provide information on his or her behalf; schedules conferences, coordinating participants' schedule; develops agenda from information provided by manager, prior schedules, or canvassing attendees for input; notifies all parties; makes arrangements for meeting room, equipment or other support; prepares summaries of background information for use in such conferences.
• Types correspondence, memoranda, reports, opinions, petitions, agreements, contracts, and similar narrative and statistical material from recorded dictation, stenographic or other notes, handwritten drafts or other sources; proofreads such work and corrects errors; may take stenographic or other notes of dictated correspondence, documents and other items; composes routine correspondence such as cover letters, responses to invitations and referrals; establishes and maintains office files of such materials for staff use.

Required Skills, Knowledge, & Abilities

• Thorough knowledge of clerical procedural and processing requirements governing records keeping, documentation and similar office functions in administrative, governmental, judicial or similar offices.
• Thorough knowledge of English usage, grammar, spelling and punctuation as used in clerical processing assignments in governmental or judicial offices.
• Knowledge of administrative clerical methods and techniques used to manage and coordinate meetings, workflow, and similar functions.
• Basic knowledge of the organizational and functional relationships within the County, the Court and related organizations.
• Skill in gathering information from and explaining procedural and/or processing requirements to visitors, callers, clients, members of the public and representatives from other offices both within and outside of the County.
• Skill in operating typewriting, word-processing, copying and other office equipment as required by work assignment.
• Ability to use word-processing, spreadsheet, database, graphics and/or similar computer programs when required by work assignment.
• Ability to take accurate notes of discussions and dictated material in order to produce draft and/or final correspondence, documents, and other items when required by work assignment.
• Ability to establish and maintain effective working relationships with associates, callers, visitors, clients and representatives of other offices and members of the public.