ADMINISTRATIVE SECRETARY

About the position

The Administrative Secretary position at Clark County, NV, involves providing comprehensive secretarial and administrative support to a division manager or department head, along with related supervisory and professional staff. The role may also include leading office support staff and requires a high level of organization and communication skills.

Responsibilities

• Receives and screens visitors and telephone calls, providing factual information which may require the interpretation of policies and procedures.
• Researches and compiles a variety of informational materials from sources both inside and outside the office; summarizes such information as directed.
• Opens and sorts mail and attaches pertinent backup materials; processes outgoing mail as required.
• Types drafts and a wide variety of finished documents from stenographic notes, brief instructions, or prior materials; may use word processing equipment and input or retrieve data or prepare reports using an on-line or personal computer system.
• Attends to a variety of office administrative details, such as travel, meeting and conference arrangements, equipment purchase and repair and personnel document preparation.
• May attend meetings and prepare minutes as required; initiates specified correspondence independently for signature by appropriate management, supervisory or professional staff; reviews finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage.
• Organizes and maintains various office files, including personnel and tickler files; purges files as required.
• Assists with the development and administration of the division budget; may prepare or maintain statistical, fiscal or payroll information.
• Follows up on projects, transmits information, and keeps informed of division activities.
• Schedules and arranges for meetings; organizes own work, sets priorities and meets critical deadlines.
• 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 work team.
• May provide lead direction to office support staff; may instruct staff in work procedures and/or review work for format, accuracy and consistency.

Requirements

• Equivalent to graduation from high school AND five (5) years of full-time general clerical experience, two (2) years of which includes providing office, administrative and secretarial assistance to management and professional staff.
• Professional level experience and/or education that has provided the skills and knowledge necessary to perform all job functions at this level may be substituted on a year-for-year basis up to two (2) years.
• Specific positions may require typing at a rate of 50 net words per minute from printed copy and skill in taking dictation at a rate of 75 words per minute by hand or stenographic machine and transcribing it accurately.

Benefits

• Eligible for benefits during the duration of employment for selected candidates.
• Prorated benefits for permanent-intermittent positions based on hours worked.