Job Information
Houston County Secretary in Houston County Courthouse, Georgia
Secretary Grade 8 Salary $32,614.40 ($15.68 hr) - $35,256.00 (16.95 hr)
Supervisor: William Kendall- District Attorney
PURPOSE OF CLASSIFICATION
The purpose of this classification is to perform secretarial/clerical duties in support of activities and
operations for smaller departments or as support in more complex departments.
ESSENTIAL FUNCTIONS
The following duties are normal for this position. These are not to be construed as exclusive or
all-inclusive. Other duties may be required and assigned.
Processes a variety of documentation associated with departmental operations, per established procedures and within designated timeframes; distributes documentation or maintains records as appropriate.
Compiles and/or tracks various administrative and/or statistical data pertaining to departmental operations; performs basic research as needed; makes applicable calculations; prepares or generates reports; maintains records.
Assists in editing, updating, and/or maintaining departmental manuals, policies/procedures, forms, or other documentation.
Performs data entry functions by keying data into computer system; retrieves, reviews or modifies data in computer database; generates computerized reports.
Performs intermediate word processing/typing functions.
Composes, transcribes, and/or prepares routine correspondence, forms, reports and other documents via computer and/or typewriter.
Receives various forms, correspondence and other documentation; reviews, responds, forwards, maintains, and/or takes other action as appropriate.
Receives, opens and distributes incoming mail; prepares outgoing mail.
Copies and distributes correspondence, memoranda, reports, and other related materials.
Initiates/receives facsimile transmission of documents via facsimile machine.
Prepares departmental files; sorts/organizes documents to be filed; files documents in designated order; locates/removes files; maintains file system of departmental records.
Maintains inventory of departmental supplies; initiates orders for new or replacement materials.
Coordinates calendar activities to include planning/scheduling appointments, interviews, meetings, conferences, etc.; updates calendar on a regular basis; contacts parties involved as appropriate.
May assist in planning and preparing for meetings, to include preparing agendas and meeting packets, distributing documentation, maintaining records, or other tasks as necessary.
May provide training to other staff members in equipment operation, departmental procedures, or other functions; may prepare and maintain official training records.
May receive monies in payment of departmental fees or services, and record transactions, issue receipts, and forward revenues as appropriate; may prepare bank deposits.
Greets visitors; ascertains nature of business; assists and/or directs visitors to appropriate person; may escort visitors within department/facility as appropriate.
Answers the telephone; provides information and assistance; takes and relays messages and/or directs calls to appropriate personnel; returns calls as necessary; may communicate via two-way radio.
Coordinates effective communications by initiating outgoing communications, responding to incoming communications, and relaying information between the department and other departments, outside agencies, and the general public.
Responds to routine requests for information or assistance from members of the staff, the public, or other individuals.
ADDITIONAL FUNCTIONS
Assists in maintaining standard office equipment; replaces paper, toner, ribbons, etc., as needed.
Provides backup coverage to other positions or other departments as needed.
May provide notary services.
Performs other related duties as required.
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of departmental functions, organization, and policies; knowledge of standard office practices and procedures; knowledge of secretarial techniques; knowledge of use of business English, grammar, punctuation, spelling and formatting of business correspondence; knowledge of filing and recordkeeping methods; knowledge of basic mathematics; knowledge of standard office equipment; and knowledge of basic computer applications and techniques.
Skill in performing general secretarial work functions; skill in operating standard office equipment; skill in typing and data entry; skill in recording/transcribing dictation; and skill in utilizing various computer software programs relevant to the position.
Ability to understand departmental policies, procedures, rules and regulations; ability to perform secretarial operations involving transactions requiring effective accountability and accurate records; ability to organize work activities and establish priorities; ability to carry out projects with minimal supervision; ability to maintain confidentiality of department information; ability to work with frequent interruptions or under pressure; ability to gather and compile data for reports;
ability to maintain a calendar of activities; ability to understand and follow detailed written and oral instructions; ability to communicate effectively both orally and in writing; ability to establish and maintain effective working relationships with employees, other agencies, and the general public; ability to establish and maintain
effective filing systems; ability to perform required mathematical calculations; ability to operate standard office equipment; ability to type accurately with appropriate speed; ability to perform data
entry accurately and with appropriate speed; ability to record and transcribe dictation with appropriate speed; and ability to utilize various computer software programs relevant to the position.
MINIMUM QUALIFICATIONS
High school diploma or GED required, supplemented by training in computers and secretarial skills; one year of experience in secretarial work or a related field; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
Assignment to G.C.I.C. training duties requires attainment and maintenance of Terminal Agency
Coordinator (T.A.C.) certification for G.C.I.C./N.C.I.C. computer system.
MINIMUM REQUIREMENTS TO PERFORM ESSENTIAL JOB FUNCTIONS
PHYSICAL REQUIREMENTS: Must be able to operate a variety of automated office equipment including a computer, printer, typewriter, copy machine, facsimile machine, shredder, dictation/transcription equipment, calculator and telephone. Physical demand requirements are at levels of those for light work.
DATA COMPREHENSION: Requires the ability to compare and/or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things which may include forms, reports, legal documents, maps, reference materials, operational manuals, policy manuals, and procedural manuals.
INTERPERSONAL COMMUNICATION: Requires the ability to speak with and/or signal people to convey or exchange administrative, legal or financial information, including giving assignments and/or directions to co-workers or assistants as well as communicating with the general public.
LANGUAGE ABILITY: Requires ability to read a variety of administrative, legal or financial documentation, directions, instructions, and methods and procedures. Requires the ability to complete forms and to write job related documentation and reports with proper format, punctuation, spelling and grammar, using all parts of speech. Requires the ability to speak with and before others with poise, voice control, and confidence using correct English and well-modulated voice.
INTELLIGENCE: Requires the ability to learn and understand relatively basic secretarial and clerical principles and techniques; to understand departmental policies and procedures; to make independent judgments in absence of supervision; and to acquire and be able to expound on knowledge of topics related to primary occupation.
VERBAL APTITUDE: Requires the ability to record and deliver information, to explain procedures, and to follow verbal and written instructions.
NUMERICAL APTITUDE: Requires the ability to utilize mathematical formulas; add and subtract totals; multiply and divide totals; determine percentages; and determine time and weight.
FORM/SPATIAL APTITUDE: Requires the ability to visually inspect items for proper length, width, and shape using job related equipment.
MOTOR COORDINATION: Requires the ability to coordinate hands and eyes in using automated office equipment.
MANUAL DEXTERITY: Requires the ability to handle a variety of items, automated office equipment, control knobs, switches, etc. Must have the ability to use one hand for twisting motion or turning motion while coordinating other hand with different activities. Must have minimal levels of eye/hand/foot coordination.
COLOR DIFFERENTIATION: May require the ability to discern color.
INTERPERSONAL TEMPERAMENT: Requires the ability to deal with and relate to people beyond giving and receiving instructions. Must be able to adapt to and perform under minimal stress when confronted with an emergency.
PHYSICAL COMMUNICATION: Requires the ability to talk, express, or exchange ideas by means of spoken words and/or hear and perceive nature of sounds by ear.
