DEADLINE TO APPLY: DECEMBER 19, 2025
SALARY: $29,120
Role and Responsibilities
Under general supervision, performs a variety of secretarial and administrative duties to support the department in general. Work involves reviewing for completeness, receiving, and entering development applications, assisting with documentation for the housing program, preparing and distributing all @types of correspondence and reports, making travel arrangements for staff, greeting visitors, establishing and maintaining the office filing system, ordering and stocking office supplies, timesheet review and tracking, making copies, meeting publication deadlines for submittal, financial reporting, budget maintenance and tracking, and being the initial point of contact for all callers. This position involves a fast-paced work environment and must meet specific deadlines and is often exposed to situational stress.
Essential Job Functions
Duties may include, but are not limited to the following:
Serves as a receptionist demonstrating excellent customer service skills; answers multiple phone lines, routing calls or answering questions based on general knowledge of the activities in the County; greets visitors in a cheerful, professional, and welcoming manner.
Receives and distributes mail; files and makes copies.
Screens and routes materials according to content of communications, based on detailed knowledge of department operations and individual staff members, assignments and status of work.
Types various correspondence and other materials from @typed or handwritten copy which requires the use of a variety of complicated formats for preparing correspondence, reports and manuscripts; and assumes responsibility for accurate spelling, punctuation, format and grammar.
Data entry and management.
Receives and ensures completeness of applications for Planning Division.
Submit and document publications for required meeting advertisements.
Compiling and submitting daily financial documentation and reporting.
Orders and stocks office supplies.
Maintains Planning Division budget.
Maintains department leave accounting and timesheet submittal.
Responsible for reserving and preparing meeting rooms and providing relevant information.
Performs other related duties as required.
To best serve the department, specific duties may need to be shifted amongst office staff accordingly.
These essential job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other job-related duties as required.
The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties or requirements of this position.
Qualifications and Education Requirements
Graduation from high school or its equivalent, and 2 to 3 years of experience in secretarial or administrative work. Must be able to handle multiple phone lines and have working knowledge of Personal Computer, exercise the ability to use tact and courtesy in dealing with the public. Word for Windows, Excel, and Internet experience required; or any equivalent combination of training and experience which provides the required skills, knowledge, and abilities. Possession of a valid driver's license prior to employment.
Knowledge, Skills, and Abilities
Considerable knowledge of math, spelling, grammar and punctuation.
General knowledge of modern office practices and procedures.
General knowledge of County personnel and purchasing policies, programs and procedures.
Skill in organizing workflow and coordinating activities. Skill in the operation of common office machines, including popular computer-driven word processing, spreadsheet and file maintenance programs.
Ability to make routine administrative decisions independently in accordance with laws, regulations, and County policies and procedures, and to solve problems and answer questions.
Ability to compile data from varied sources and complete complex reports from such information.
Ability to communicate effectively both orally and in writing.
Ability to develop and modify work procedures, methods and processes to improve efficiency.
Ability to establish and maintain complex records and files.
Ability to exercise tact and courtesy in dealing with the public.
Ability to establish and maintain effective working relationships as necessitated by work assignments.
Additional Requirements
Physical Requirements: Must be physically able to operate a variety of automated office machines including computers, @typewriters, copiers, facsimile machines, etc. Must be physically able to operate a motor vehicle in a safe manner. Must be able to exert up to 20 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Physical demand requirements are those of Sedentary Work. Sedentary work involves sitting most of the time but may involve walking or standing for periods of time.
Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural or compositional characteristic (whether similar to or divergent from obvious standards) of documentation of policies and procedure.
Interpersonal Communication: Requires the ability to speak and/or signal people to convey or exchange information. Includes receiving instructions, assignments and/or directions from superiors.
Language Ability: Requires the ability to read a variety of correspondence, reports, forms, manuals, invoices, surveys, etc. Requires the ability to prepare correspondence, reports, forms, meeting minutes, news releases, purchase orders, etc., using prescribed formats and conforming to all rules of punctuation, grammar diction, and style. Must be able to write fluently and professionally at a level that will withstand widespread public scrutiny. Requires the ability to speak to people with poise, voice control and confidence.
Intelligence: Requires the ability to apply rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardized exists; to interpret a variety of instructions furnished in written, oral diagrammatic, or schedule form.
Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in standard English.
Numerical Aptitude: Requires the ability to utilize mathematical formulas; to add and subtract totals; to multiply and divide; to determine percentages and decimals; to interpret graphs; and to compute discounts, interest, profit and loss, and ratios and proportions.
Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width, and shape.
Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using automated office equipment.
Manual Dexterity: Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc. Must have minimal levels of eye/hand/foot coordination.
Color Discrimination: Requires the ability to differentiate between colors and shades of color.
Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with persons acting under stress.
Physical Communication: Requires the ability to talk and/or hear: (talking- expressing ideas by means of spoken words; hearing - perceiving nature of sounds by ear). Must be able to communicate via telephone.
Environmental Conditions: The employee is required to work inside, outside, and in close contact with others. The noise level in the work environment is minimal to moderate.
(Reasonable accommodations will be made in accordance with existing ADA requirements for otherwise qualified individuals with a disability.)
This job description is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills, or working conditions associated with the position. While it is intended to accurately reflect the position activities and requirements, management reserves the right to modify, add, or remove duties and assign other duties as necessary. This job description does not constitute a written or implied contract of employment.
