Secretary - Law

JOB SUMMARY

The Sutter County Sheriff's Office is seeking a new secretary to join their team!

Employees in this classification receive general supervision within a framework of standard policies and procedures. Secretaries provide skilled support functions as well as advanced and/or specialized clerical functions. Positions in this classification serve as secretary to a department manager and/or provide general secretarial/clerical functions in support of various department staff and/or projects. This job class requires competent secretarial skills as well as communication and organizational skills.

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EXAMPLE OF DUTIES

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other related duties may be required and assigned.

• Performs a variety of secretarial, administrative and clerical duties requiring data entry, typing and word processing skills in support of assigned office/program operations, activities, and staff.
• Types/word processes various reports, forms, correspondence, newsletters, meeting minutes, documentation, and other materials from recorded dictation, rough draft, or verbal instruction.
• Establishes and maintains a variety of manual and computerized records, files, and data bases related to assigned division, office, or special project/program operations and activities; may prepare and maintain computerized spreadsheets.
• Assembles, compiles, and summarizes data; prepares reports from data compiled and records kept.
• Screens telephone calls and visitors, ascertains nature of business, and takes messages and/or refers as appropriate.
• Provides information requiring judgment, knowledge and interpretation of departmental procedures and regulations to employees, officials, the general public, or other persons.
• Prepares, processes, and/or forwards various forms, documents, and transactions as appropriate to assignment.

• Keeps inventory of office equipment and supplies; initiates orders for new or replacement materials.
• Provides backup coverage to other positions as needed.
• Copies and distributes documentation.
• Receives/distributes incoming mail and prepares outgoing mail.

MINIMUM QUALIFICATIONS

Knowledge of: Department organization and procedures; secretarial practices and procedures including style and formatting of business correspondence, grammar, punctuation, spelling and general English usage; terminology used in assigned department; modern office practices and procedures including filing and record keeping methods; common reference materials; basic mathematics; standard office equipment, and basic computer applications and techniques.
Ability to: Interpret and apply departmental policies and procedures; use discretion in organizing activities and determining work priorities; maintain a calendar of activities; gather and compile data for reports; carry out projects with minimal supervision; maintain confidentiality of department information; establish and maintain effective working relationships with employees, other agencies and the general public; communicate effectively both orally and in writing; operate standard office equipment; utilize various software programs relevant to the position; type at 45 words per minute; shorthand may be required for some positions.
Education and Experience: Equivalent to the completion of clerical courses and three years of experience (or the equivalent) in performing a variety of clerical assignments or any combination of education and experience that provides equivalent knowledge, skills, and abilities. Core college course work in accounting or bookkeeping is desirable.

SPECIAL REQUIREMENTS

Essential duties require the following physical skills and work requirements:
Requires the ability to exert a small amount of physical effort in sedentary to light work involving moving from one area of the office to another; some positions require sufficient hand/eye coordination to perform semi-skilled repetitive movements, such as typing, filing, data entry, shorthand, and/or use of calculators, ten-key adding machine, or other office equipment or supplies.
Recruitment Process
The recruitment process for this position includes completing an application, typing test and participating in oral interview(s). Some positions also include a written exam. Please notify the Human Resources Department prior to the final filing date for this position if you believe you have a disability, which would make it difficult to participate in any portion of the recruitment process and would require reasonable accommodation. Sutter County reserves the right to require medical documentation concerning the need for accommodation. Offers of employment are contingent upon investigation of employment history, references, drug testing, medical review/exam and fingerprinting in addition to other appropriate requirements of the position.
NOTE: Sutter County utilizes E-Verify to confirm the eligibility of employees to work in the United States.
The County of Sutter is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodation to qualified individuals with disabilities. Sutter County encourages both incumbents and individuals who have been offered employment to discuss potential accommodations with the employer.

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