Senior Secretary #1154 - Environmental Health - Health and Social Services Division

About the role

The Hamilton County Health & Social Services Division responds quickly and efficiently to public health emergencies. All employees must ensure their contact information is current and be accessible during emergencies. The division maintains a call-down system to mobilize staff as needed. During emergencies, work hours may be modified to meet community needs.

This position performs advanced secretarial duties under close supervision, including special projects, administrative support for a director or office group, office coordination, data gathering, reporting, and may provide lead supervision of others.

Responsibilities

• Performs a wide variety of secretarial duties, including typing from rough drafts, legal documents, contracts, minutes, grant applications, general correspondence, confidential data, personnel reports, and accounting reports.
• Receives and screens telephone calls and visitors; assists by answering questions or providing information and determines when referral is appropriate.
• Sets up and maintains confidential and departmental files.
• Interacts with department staff, County personnel, outside agencies, and the general public.
• Troubleshoots general office problems and handles difficult situations in person and on the telephone.
• Assembles, researches, and summarizes information from various sources.
• Coordinates appointments, meetings, personnel interviews, travel, and conferences for management or others as needed.
• Provides information to other departments and clients; may assist with the budget process.
• Records and tracks account expenditures; creates worksheets on the computer.
• Prepares or assists in the preparation of periodic reports and performs simple analysis regarding account status.
• Handles personnel or other administrative forms for the department.
• Assists with projects or special assignments as needed.
• Maintains confidentiality of personnel and other sensitive information.
• Collects, documents, and maintains sensitive client information in client records; manages client files and file systems.
• Collects service delivery data for the Program Manager; maintains knowledge of agency and community resources for client assistance.
• Assists clients with referral information; serves as a central communication point for the program and clients.
• Monitors waiting areas for visitors or clients exhibiting high stress or agitation; assists the team in de-escalating and resolving situations.
• Assists clients with non-program related needs as appropriate; serves as a backup secretary for other programs.
• Performs other related duties as assigned.

Requirements

• Equivalent of a high school diploma and three (3) years of secretarial work experience.
• Must type 45 words per minute.
• Must possess a valid driver’s license.
• This position is deemed essential/situational during inclement weather and must report to or remain at work, even when administrative closings are announced.
• Prior to operating a County-owned vehicle, completion of the HC Defensive Driving course and/or an Emergency Vehicle Operations Course (EVOC) is required.

Skills

• Knowledge of County programs, organization, and operation relative to assigned work.
• Knowledge of standard office practices, principles, and methods.
• Knowledge of report preparation and writing.
• Skill in the use of a personal computer and related software, including Microsoft Office Suite (Excel, Outlook, Word).
• Skill in English composition, grammar, spelling, and punctuation.
• Skill in establishing and maintaining effective working relationships.
• Skill in effective oral and written communication.
• Skill in multitasking and thriving with new and varied challenges.

Physical Requirements

• Work requires intermittent sitting, standing, and walking.
• Extensive computer keyboarding.
• Occasional lifting of up to ten (10) lbs.

Schedule

• All positions require regular and punctual in-person attendance.
• May require work on holidays, weekends, or irregular hours, including possible extension of shift hours with short notice.