Administrative Secretary

$50,419 - $61,277/Yr

Stanislaus County

Part-time,Full-time - Entry Level

Executive, Legislative, and Other General Government Support

About the position

The Administrative Secretary plays a significant support role at the University of California Cooperative Extension Stanislaus, engaging in a variety of tasks each day. This position requires a friendly and inclusive demeanor towards coworkers and clientele, along with strong project management skills and the ability to prioritize tasks effectively. The ideal candidate will possess excellent proofreading skills and attention to detail, which are essential for the publication of newsletters and flyers. Additionally, the Administrative Secretary should be enthusiastic about learning new technologies and applications, particularly in maintaining the department's website and social media accounts. This role provides high-level administrative support to a group of UC Advisors, necessitating the ability to work well under pressure. The Administrative Secretary is responsible for performing complex and specialized secretarial work that often requires independent judgment and initiative. This journey-level position involves a wide range of clerical duties that support a specific manager or organizational unit within County government. The role demands a thorough understanding of office procedures and regulations, allowing the individual to perform tasks with minimal supervision. Unlike an Executive Secretary, this position typically supports an office or division head rather than a Department Head and includes supervisory responsibilities over subordinate employees. The role may also involve overtime, standby, and callback assignments as needed. A typical workday includes serving as the department Safety Representative, processing financial tasks through UC Agriculture and Natural Resources (UCANR) and Stanislaus County applications, and managing the department's website while attending to incoming phone calls and walk-in clientele. The Administrative Secretary coordinates approximately 17 newsletter publications annually, which involves proofreading, formatting, printing, collating, and preparing for bulk mailing. The position also creates flyers and meeting announcements for distribution on the website and social media. Additionally, the Administrative Secretary coordinates travel arrangements for advisors, processes travel expenditures, and manages logistics for meetings and conferences, including virtual events via ZOOM and TEAMS. The role requires collaboration with the Administrative Clerk and other staff to ensure timely project completion and adherence to quality standards.

Responsibilities

• Design, format, and coordinate publications for mailings and posting to the department website
• Complete various financial job tasks using both UC ANR and county applications
• Prepare meeting agendas and take and transcribe meeting minutes
• Schedule virtual and in-person meetings
• Handle the logistics of ZOOM and Microsoft TEAMS events
• Maintain and update the department website and department social media accounts
• Plan, assign, train, and review the work of other clerical employees
• Review materials for completeness and accuracy
• Type letters, reports, and records
• Maintain informational and operational records
• Maintain and improve files and filing systems
• Assemble data and information, and assist in the preparation of reports
• Provide excellent customer service in person, on the phone, and by email
• Coordinate travel arrangements for UC Advisors when needed
• Interpret and disseminate instructions, department rules, policies, and procedures
• Handle incoming and outgoing mail
• Attend training and meetings as necessary
• Assist UC Advisors in the coordination of events and assist at events
• Request and apply for Continuing Education Units.

Requirements

• Two (2) years of journey-level clerical experience
• Typing certificate, within four years, of 45 wpm (net corrected) from any temporary agency or comparable institution
• Knowledge of principles and methods of statistical clerical work, including business letter writing
• Knowledge of principles of supervision and training
• Knowledge of current office practices and procedures, including familiarity with filing systems and methods
• Ability to perform a variety of difficult clerical work
• Ability to understand and apply laws, rules, procedures, and policies relating to the work of the department
• Ability to understand and follow complex instructions
• Ability to compose difficult letters independently
• Ability to supervise the work of a small group of employees
• Ability to operate office equipment related to the job
• Ability to compile data for and prepare reports of average difficulty
• Ability to follow oral and written communication
• Ability to type at a speed of at least 45 WPM from handwritten, printed, or typewritten material
• Ability to take shorthand and/or use a Dictaphone machine.

Nice-to-haves

• Six (6) months of experience in website maintenance and posting on business social media applications
• Six (6) months of experience using Microsoft Publisher, Photoshop, Canva, or other design software
• Six (6) months of experience in an office environment using Microsoft Office programs and Adobe Pro.

Benefits

• Health insurance coverage
• Dental insurance coverage
• Vision insurance coverage
• Paid holidays
• Paid vacation or paid time off (PTO)
• Flexible scheduling options
• Professional development opportunities
• Retirement savings plan (401k)