Secretary I
Secretary I
Department: Medical Social Services
Schedule: full-time
Shift: day
Hours: Varies
Req Number: 8982
Job Details:
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SUMMARY:This series specification describes three secretarial classes in which incumbents perform, under general supervision, a wide variety of difficult to complex secretarial and clerical duties; relieve an administrator of administrative details; and perform other related duties as required.
DUTIES & ESSENTIAL JOB FUNCTIONS:NOTE:The following are the duties performed by employees in this classification. However, employees may perform other related duties at an equivalent level. Not all duties listed are necessarily performed by each individual in the classification.
1. Prepares and composes from brief instructions correspondence requiring discrimination and judgement in the
selection of data or interpretation of laws, rules, policies, or the resolution of debatable points where mistaken
judgement may entail serious consequences.
2. Prepares correspondence and documents from dictaphone or shorthand notes; prepares agendas and transcribes
minutes of meetings (i.e. Board or Commission); may take dictation from an Administrator; may attend special
committee meetings and take notes; edits drafts for composition and grammatical structure.
3. Maintains an appointment calendar for one or several Administrators, exercising considerable discretion in
committing the administrator's time or referring caller to another appropriate source of information or service;
advises Administrators of appointments; sets up meetings, contacts participants, reserves rooms, prepares
notices and agenda and assembles material/documents needed for such meetings.
4. Relieves Administrator of certain administrative details by routinely and independently performing administrative
support tasks such as researching operating problems; independently refers matters to other staff members for
research; contacts outside vendors, general public or County representatives on matters requiring independent
judgement.
5. Acts as contact/resource person for departmental policy matters often involving application of governing laws and
regulations and acts as office automation specialist/coordinator/troubleshooter; files documents requiring detailed
procedural knowledge; processes complaints from the public. 6. Monitors contract services compliance with contract
terms.
7. Handles confidential information which has not yet been made public and normally available only to the
Administrator and his/her top-level staff; records actions to be taken on sensitive matters, based on a thorough
knowledge of the department policies; takes responsibility for releasing information to authorized parties,
attorneys, and the press.
8. Screens phone calls, often personally handling those originally intended for the Administrator; provides
information requiring knowledge of an Administrator's particular area of responsibility; answers questions that
involve searching for and abstracting technical data and detailed explanation of laws, policies, or procedures,
referring only matters requiring policy decisions to superiors.
9. Compiles a variety of narrative and statistical reports, locating sources of information, devising forms to secure
data, and determining proper format for finished reports; may maintain cost records, prepare departmental
budgets, and assist in maintaining financial controls throughout the year.
10. Sorts, screens, prioritizes and routes mail, attaching pertinent correspondence and other relevant data for
reference; determines in what priority material should be referred to the Administrator's attention.
11. Develops and maintains work flow and other procedures and revises procedures manuals.
12. May be assigned lead supervision of a clerical unit.
MINIMUM QUALIFICATIONS:The equivalent of one year of experience in the class of Clerk II or an equivalent or higher level clerical class with Alameda County Medical Center service that requires a typing proficiency level of not less than 40 I The equivalent of two years of full time experience in clerical work that requires a typing proficiency level of not less than 40wpm.
