Administrative Secretary

Summary:   Provides secretarial and clerical support to assist the County Commissioner with administrative aspects of the office. Acts as liaison with constituents, other elected officials, county employees and general public.

DUTIES AND RESPONSIBILITIES

Screens telephone calls; provides assistance and information within scope of responsibility and knowledge; takes messages; reviews and processes incoming mail; takes and transcribes dictation of correspondence, memos, etc.; may compose correspondence or memos for commissioner's signature; types and/or prepares correspondence, memos, reports, forms, requisitions, invoices and other documents; schedules appointments; sets up meetings; maintains calendar of appointments, meetings, and other activities; communicates with road personnel and other departments outside the Courthouse by means of two-way radio; maintains and updates office files and records; prepares court agenda file for weekly Commissioners Court meetings; maintains adequate inventory of office supplies; maintains and prepares payroll records for salaried employees; checks and approves invoices; monitors and documents expenditures; makes travel arrangements and accommodation reservations for out-of-town seminars, conferences and meetings; prepares cash advance requests and expense forms as needed; attends Commissioners Court meetings to take notes of proceedings if Commissioner is unable to attend; plans and coordinates public ceremonies and functions, as requested; performs other job related duties as directed.
NOTE: The above describes the general nature and level of work being performed by employees holding this position. This is not intended to be an exhaustive list of all duties and responsibilities required nor are all duties listed necessarily performed by any one employee so classified.

EQUIPMENT USED
Personal computer, typewriter, 10-key adding machine/calculator, copy machine, two-way radio, other general office equipment as needed.

JOB REQUIREMENTS
Education & Experience:  High school diploma or GED; 1-2 years business school, college courses and/or on-the-job training in secretarial skills, and office administration; 1 to 3 years of related job experience.

Knowledge,Skills & Abilities:  Knowledge of accepted office practices and procedures; excellent verbal and written communication skills; strong typing/word processing skills; ability to transcribe from machine recordings; math calculations skills; excellent interpersonal skills to deal effectively with all levels of employees, elected officials and the general public.

WORK SITUATIONS/DEMANDS/EFFORT
Requires organizing; prioritizing; accuracy and attention to detail; working with the public; flexibility in order to perform a variety of duties and coordinate different activities/projects; performing routine, repetitive duties.  Employee works independently within established guidelines and timeframe; requires assistance only with unusual, non-routine matters or situations. 

PHYSICAL REQUIREMENTS
Frequent lifting of objects weighing up to 10 lbs., such as files, mail packets, packages, books, etc.; duties may require occasional lifting or moving of items weighing 15 to 20 lbs., such as file boxes, boxes of paper and other office supplies.

WORKING CONDITIONS

Work is performed primarily in a climate controlled private office environment which is readily accessible to the general public and  other employees; must be available to work 8:00 a.m. to 5:00 p.m., Monday through Friday, overtime when necessary.