Secretary I (GRANT FUNDED)

The Position

TYPING TEST REQUIRED : Your application will NOT be considered unless you take the typing test - CLICK HERE to take the typing test now. (NOTE) : The first and last name you enter on the typing test and this application must be exactly the same. DO NOT PLACE A SPACE AFTER THE LAST LETTER IN YOUR FIRST OR LAST NAME. If the names are NOT an exact match (including upper and lowercase letters), your typing test score will not be uploaded into your application accurately, as it is completed through an automated process. TYPING TESTS ARE VALID FOR SIX MONTHS. Incumbent works under the direction of an assigned Supervisor or designee, organizing and performing secretarial and clerical support duties for Health Department staff in an assigned Section or Program.

Essential Functions

Answer phone calls for assigned area, direct calls, and greet and direct visitors.

Establish and maintain effective work relationships with clients, supervisors, County employees, elected officials, attorneys, law enforcement, judges, other agencies, and the public.

Comply with Civil Service policies and regulations, collective bargaining agreements, County policies, department policies and laws to create a cooperative, safe, respectful and quality work environment.

Provide the public with appropriate DCHD materials.

Schedule and book meeting spaces, attend meetings and record minutes / meeting notes.

Process applications, renewal notices and approval letters for license / permit to operate regulated facilities (e.g. landfills, hazardous waste disposals, septic tanks, wells, pools, non domesticated animals, food permits).

Perform data entry in various computer systems.

Maintain and update section calendars (e.g. staff time off, events).

Forward applications and required information to appropriate person or agency for review, consideration and inspection or approval.

Process payments (e.g. cash, checks) for fees (e.g. permits, inspections, services).

Record inquiries / complaints and forward to appropriate person for processing.

Respond to questions / inquiries referring unusual or technical questions and inquiries to appropriate staff.

Perform clerical activities (e.g. filing, scanning, drafting letters, copying, faxing, mail, email correspondence).

Prepare and maintain various records, reports, and correspondence (e.g. mileage reports, time sheets, inspection reports, requisitions, direct pay forms, travel request forms, work order, purchase orders, invoices, and other documentation).

Serve on interdepartmental or community committees.

Collaborate with agencies on domestic emergency preparedness.

Participate in public health emergency response training and respond in a public health emergency.

Maintain an adequate inventory of office and / or other supplies, coordinating pickup and / or delivery.

Maintain job knowledge and skill set (e.g. research, training, webinars, seminars, conferences).

Update and maintain website information.

Report to work with regular, consistent attendance.

Perform other duties as assigned and directed.

Education and Work Experience and Other Requirements

High school diploma or equivalent required.

One (1) year of secretarial experience required.

Must type forty (40) net words per minute.

Bilingual (English / Spanish) preferred.

Completion of a pre-employment criminal record check and conditional offer drug screen required.

• Equivalent combination of work experience and education may be substituted for requirements on a year-for-year basis.

Physical Requirements & Working Conditions

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work is generally performed in an office setting. Noise level is usually moderate. Work hours are typically standard day hours; however, schedule may vary (e.g. evenings, weekends, overtime / extra hours, emergency call-in). Work may be stressful when dealing with time constraints, multiple / changing priorities, limited resources, uncooperative / irate individuals.

Work requires some physical activity, including extended periods of sitting, reaching, standing, frequent walking, and occasional balancing, kneeling, and bending. Work also requires the ability to frequently lift / carry objects weighing up to 10 pounds and occasionally up to 35 pounds.

Required sensory abilities include vision, hearing and touch. Visual abilities, correctable to normal ranges, include close, distance and color vision, depth perception, and the ability to adjust focus. Communication abilities include the ability to talk and hear within normal ranges. Incumbent must possess the hand-eye coordination and manual dexterity necessary to operate computers and other equipment.

Douglas County is an EOE - Disability / Veterans