Administrative Secretary - Correctional Facility

County of Humboldt; Eureka (CA); On-site; USD 42,000 - 64,000; Full time

Job summary

County of Humboldt seeks an Administrative Secretary to support a correctional facility division. You will handle visitors and calls, draft documents, prepare minutes, and maintain organized files. You may supervise staff and assist with budget-related tasks under supervision.

The role emphasizes accuracy, confidentiality, and timely completion of assignments within established policies and procedures.

Qualifications

• One year of secretarial experience providing responsible office and administrative support at a level equivalent to the County's Secretary class.
• Or three years of general clerical or office support experience.

Responsibilities

• Receives and screens visitors and telephone calls; provides information and referrals to appropriate staff.
• Types drafts and a wide variety of documents; prepares reports and minutes as required.
• Opens and sorts mail; maintains files and coordinates filing systems.
• Attends meetings and may prepare minutes; reviews materials for accuracy and policy compliance.
• Provides lead direction to office staff on projects and ongoing assignments.

Skills

Secretarial support

Time management

Interpersonal skills

Document preparation

Records management

Data entry

Education

Secretarial experience

Clerical experience

Tools

Word processor

PC & Internet

Telephone system

Job description

Administrative Secretary - Correctional Facility

DEFINITION

Under general supervision, provides varied secretarial and office administrative assistance to a division manager or head of a smaller department and related supervisory and professional staff; provides work direction and review to office support staff; performs related work as assigned.

DISTINGUISHING CHARACTERISTICS

This class is distinguished from other County office support classes in that incumbents provide secretarial and office administrative services for a designated division manager or manager of a small or single-purpose department and related supervisory or professional staff. General guidelines for action are normally established by the division manager; however, day-to-day activities may require the use of initiative and independent judgment, particularly when prioritizing work from several staff members or when dealing with a variety of County staff and representatives of the public. This class is distinguished from Executive Secretary in that the latter normally provides secretarial and office administrative support to a major department head, which requires a knowledge of varied County functions as well as a greater use of initiative and judgment in dealing with varied individuals and groups.

• Receives and screens visitors and telephone calls, providing factual information which requires the interpretation of departmental policies and procedures; takes messages or refers the caller to the proper person.
• Researches and compiles a variety of informational materials from sources both inside and outside the office; summarizes such information as directed.
• Opens and sorts mail and attaches pertinent back-up materials; processes outgoing mail as required.
• Types drafts and a wide variety of finished documents from stenographic notes, brief instructions, or prior materials; may use work processing equipment and input or retrieve data or prepare reports using an on-line or personal computer system.
• May attend meetings and prepare minutes as required; initiates specified correspondence independently for signature by appropriate management, supervisory or professional staff; reviews finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage.
• Organizes and maintains various office files, including personnel and tickler files; purges files as required.
• Assists with the development and administration of the annual budget; may prepare or maintain statistical, fiscal or payroll information.
• Follows up on projects, transmits information, and keeps informed of division activities.
• Schedules and arranges for meetings; organizes own work, sets priorities and meets critical deadlines.
• Provides lead direction to office support staff on a project or ongoing basis; instructs staff in work procedures and/or reviews work for format, accuracy and consistency.

Knowledge of

• Standard office administrative and secretarial practices and procedures, including filing and business letter writing.
• The operation of common office equipment, including a word processor and personal or on-line computer equipment.
• Policies and procedures related to the division to which assigned.
• Correct English usage, including spelling, grammar, punctuation, and vocabulary.
• Business arithmetic, including percentages and decimals.
• Record keeping principles and practices.
• Basic supervisory principles and practices.

Skill in

• Providing varied secretarial and office administrative assistance to management, supervisory and professional staff.
• Organizing work, setting priorities, meeting critical deadlines, and following up assignments with a minimum of direction.
• Using tact, discretion, initiative and independent judgment within established guidelines.
• Establishing and maintaining effective working relationships with those contacted in the course of the work.
• Composing correspondence independently or from brief instructions.
• Organizing and maintaining accurate records and files.
• Making arithmetic calculations with speed and accuracy.
• Operating standard office equipment, including a word processor, personal or on-line computer and multi-line telephone equipment.
• Directing the work of and training others in work procedures.
• Typing at a rate of 50 net words per minute from printed copy.

Other Requirements

Specified positions may require possession of a valid California driver's license.

Desirable Education and Experience

A typical way to obtain the knowledge and skills outlined above is:

EITHER one year of secretarial experience providing responsible office and administrative support assistance at a level equivalent to the County's class of Secretary OR three years of general clerical or office support experience.

FREQUENTLY ASKED QUESTIONS

How long does it take to fill out the application?

• You should allow 30 – 45 minutes to fill out your application.

Can I change my application after submitting it?

• No. Once an application has been submitted, it is final. Applicants may submit a new application with updated information during the filing period if they wish. Only the most recent application submitted will be considered. All other applications will not be considered.

How long until I hear back from you and how can I check for updates on my application?

• You may receive communications regarding your application at different stages of the selection process. Important updates will be sent to the email address listed in your governmentjobs.com account at the time of notification. To ensure you don't miss any critical information, we recommend keeping your email address current and regularly checking both your inbox and junk mail folders throughout the process. You can also log into your governmentjobs.com account at any time to check your application status. If you have any questions about your application's progress, please contact the County of Humboldt Human Resources Personnel Division at 707-476-2349 or [e-mail].

Will I be informed if I am not selected for an interview / Oral Exam?

• Yes, you will be informed via email if you are not selected for an interview / Oral Exam.

OUR COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

Research indicates that individuals in protected classes can be less likely to submit a job application. The County of Humboldt is dedicated to building a diverse, inclusive, and authentic workplace where our employees are free to bring their full selves to work each day in an environment that allows them to reach their full potential. The County Board of Supervisors has made organizational commitments to Diversity, Equity, and Inclusion (DEI) and the County is working to ensure that these commitments are reflected in all we do. The County recognizes that certain populations (BIPOC, Disabled Persons, Veterans, LGBTQIA+ community members, etc.) face systemic and structural challenges which may inhibit their ability to satisfy every requirement of the position. In recognition of these structural and systemic factors, the Human Resources Department understands that experience can be gained in many ways – oftentimes, outside of formal institutions – and strives to take a holistic approach in assessing an applicant’s qualifications for a position.

If you’re excited about this role but your past work experience doesn’t align perfectly with every qualification in the job description, we strongly encourage you to apply.

REASONABLE ACCOMMODATIONS

The County of Humboldt is committed to providing equal access and opportunities in its programs, activities, and employment, and does not discriminate on the basis of mental or physical disabilities. The Human Resources Department is located in the Humboldt County Courthouse, which has an accessible entrance on 4th Street. Accessible parking is available adjacent to the 4th Street entrance and on the 4th Street side of the K Street lot. Special testing arrangements may be made to accommodate disabilities or religious convictions. If invited to an examination and you are in need of a reasonable accommodation, please contact Human Resources immediately at [phone] so arrangements can be made.

EQUAL OPPORTUNITY EMPLOYER

The county is an equal opportunity employer. We enthusiastically accept our responsibility to make employment decisions without regard to race, religion or religious creed, color, age, sex, sexual orientation, national origin, ancestry, marital status, medical condition, mental or physical disability, military service, or any other classification protected by federal, state, or local laws or ordinances.

MEDICAL EXAMINATION

A pre-employment medical examination provided by the County may be required upon offer of employment.

OTHER EXAMINATIONS

Some positions also require psychological evaluation and/or extensive background investigation.

LICENSES

Some classifications require possession of valid professional and/or technical licenses. Some classifications may require the possession of a valid California driver’s license.

PROBATIONARY PERIOD

Persons appointed to regular County positions serve a probationary period. This is normally six (6) months but could be up to one (1) year. All designated safety employees serve a one-year probationary period.

EMPLOYMENT ELIGIBILITY

It is the County’s intention to hire only those workers who are authorized to work in the United States, pursuant to the Immigration Act of 1990. If you are offered employment, you will be required to verify your eligibility to work in the United States. For law enforcement positions you will be required to verify your U.S. citizenship or legalized status.

DISASTER SERVICE WORKERS

All County of Humboldt employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the County requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.

THE PROVISIONS OF THIS BULLETIN DO NOT CONSTITUTE AN EXPRESS OR IMPLIED CONTRACT. THE COUNTY OF HUMBOLDT RESERVES THE RIGHT TO MAKE NECESSARY MODIFICATIONS TO THE EXAMINATION PLAN IN ACCORDANCE WITH THE HUMBOLDT COUNTY MERIT SYSTEM RULES.