Secretary Specialist

Columbia County (FL); Town of Florida (NY); On-site; USD 32,000 - 43,000; Full time

Job summary

Columbia County in Florida seeks an experienced advanced secretary to support operations of an operating unit. The role requires independence and knowledge of unit functions, performing high-level clerical tasks and maintaining confidential records.

You will answer calls, prepare minutes and reports, manage calendars, assist the public, and ensure timely routine notices. The position emphasizes strong organization, clear communication, and ability to work under pressure, including during

Qualifications

• High school graduate or GED with relevant secretarial experience.
• Minimum two years in responsible secretarial work and customer service.
• Strong organizational and typing skills; ability to manage multiple tasks.

Responsibilities

• Performs advanced secretarial and clerical work
• Answers telephone and public requests for information
• Handles routine matters with knowledge of requester details
• Writes routine correspondence, minutes and reports
• Exhibits expert typing and strong organizational skills
• Attends meetings and takes minutes
• Prepares agendas, maintains supervisor calendars and appointments
• Maintains files, records, and insurance logs
• Assists public and staff with questions
• Operates computer and multiple office devices

Skills

Strong organizational skills

Clear verbal and written communication

Ability to work under pressure

Customer service

Teamwork and collaboration

Education

High school diploma or GED

Job description

This is advanced secretarial work in connection with the operation of an operating unit of the County government. Secretarial duties require considerable independence and knowledge of the overall operations and functions of the unit to which the employee is assigned.

WORKING CONDITIONS

All work is performed inside an office.Must be able to pass a pre-employment physical that screens for acceptable eyesight and hearing (with or without correction), the ability to sit for extended periods, and manual dexterity needed to operate job related machinery.

These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position.

• Performs advanced secretarial and clerical work
• Answers telephone and personal requests for information
• Take care of routine matters personally on the basis of knowledge of the details of the request
• Writes routine correspondence, type letters, minutes and reports
• Expert typing skills and strong organizational skills are a necessary part of this position
• Attends required meetings and takes minutes
• Prepares agendas, keeps calendars, and makes appointments for supervisor
• Maintains files, logbooks, personnel records, purchase order records, worker’s compensation records, fleet, property and equipment, and general liability insurance records, and other office records
• Assists the general public and employees with questions
• Prepare routine reports, legal ads and notices for newspaper
• Operates computer with multiple software programs for the input and retrieval of data and routine correspondence, typewriter, copy machine, adding machine, FAX machine, postage machine, etc.
• The public and other employees are both direct beneficiaries of the services provided by this position; direct service to the general public in person and by telephone
• Required to work during a local declared state of emergency

Minimum Experience: High school graduate or GED, two years’ experience in responsible secretarial work and one year’s experience in customer service and personnel work; or an equivalent combination of training and experience.

• Strong organizational skills
• Ability to communicate clearly and concisely both orally and in writing
• Ability to prioritize and analyze data
• Ability to meet multiple deadlines
• Willingness to cross-train within the department
• Ability to maintain confidential information
• Ability to prepare information quickly from dictation, notes, or other types of communication
• Ability to receive the public with poise, tact, patience, and courtesy
• Ability to perform duties under stressful conditions created by the various personalities of the public
• Ability to take a teamwork approach to the job by cooperating with others, offering to help others when needed, and considering larger organization or team goals rather than individual concerns
• Ability to build a constructive team spirit where team members are committed to the goals and objectives of the team