Administrative Secretary

Posting number: 202601321

Department: Civil Service

Job classification: Administrative Secretary

Posting type: Open

Categories: Human Resources

Summary

*This vacancy will be posted until filled.

RESIDENCY: Candidates must have been legal residents of the following jurisdiction(s) for at least four months immediately preceding the date of the application:

• Livingston County, or
• One of the following Counties: Allegany, Genesee, Monroe, Ontario, Steuben or Wyoming

APPLICANT QUALIFICATIONS: In order for an application to be approved, the applicant must clearly show the training, education, experience, and/or licensure/certification stated in the Typical Qualifications. All qualifying information must appear on the application form. No credit will be given for a Work Experience description that is unclear.

RELATED COLLEGE DEGREE: If the applicant is relying on a related college degree to qualify, the applicant must submit a copy of their unofficial college transcript with the application.

If the applicant is hired, the applicant will be required to have their official transcript directly sent to the Livingston County Human Resources Department. The original transcript must be received by the Livingston County Human Resources Department before completing the onboarding process.

The work involves responsibility for performing difficult and complex tasks for an administrative head or division leader of an agency. The work can be characterized as involving increasingly responsible secretarial tasks requiring a high degree of mature judgment and knowledge of program policies and procedures. Supervisory responsibilities may be delegated or assigned to this employee which will be executed within well-defined limits. The work is performed under the general supervision of the assigned supervisor, in accordance with general instructions, with considerable leeway for independent decisions in carrying out assignments. An Administrative Secretary does related work as assigned.

Examples of duties

• May act as personal secretary to an administrative head or division leader, including the composition of letters in reply to routine inquiries for information;
• May oversee the collection of annual audit information and compliance reports required by law and maintain complex records;
• May prepare financial spreadsheets, graphs, and various database records;
• Acts as liaison between department officials and public and non-public officials covering specialized and designated programs;
• Maintains records in a variety of different computer databases;
• Functions in an office manager capacity for setting up meeting dates, appointments, information requests, and confidential personnel matters;
• May perform the more confidential aspects of their supervisor's work including maintaining and processing personnel data and information such as evaluation reports, disciplinary proceedings, and health matters;
• Upon assignment, orients new employees, provides training, and handles related matters;
• Represents their supervisor at intra-agency and inter-agency meetings as assigned;
• Maintains office records and clerical procedures unique to the department;
• Maintains records and prepares reports as due;
• Performs a variety of clerical and word processing functions as needed;
• Keeps complex records of activities as assigned; and
• Performs other related duties as assigned.

FULL PERFORMANCE KNOWLEDGE, SKILLS, ABILITIES, AND PERSONAL CHARACTERISTICS: Thorough knowledge of secretarial practices; thorough knowledge of office practices and procedures; knowledge of computer databases; ability to maintain an appropriate level of discretion and confidentiality; ability to get along well with others; ability to understand and follow oral and written instructions; ability to communicate effectively both orally and in writing; ability to prioritize work; ability to understand and interpret written material; ability to self direct; ability to keyboard at an acceptable rate of speed; ability to keep accurate, clear, legible records and make reports; ability to train and supervise employees in office methods and procedures; ability to plan and supervise the work of others, within well defined limits; flexibility; clerical aptitude; good judgment; initiative and resourcefulness; tact and courtesy; neat appearance. The employee’s physical and mental condition shall be commensurate with the demands of the position, either with or without reasonable accommodations.

Qualifications

Applicants must meet allrequirements for one of the following qualification options in order to be approved for examination and/or appointment: Qualification Option #12Training/Education

• Possession of an Associate’s[1],[2] degree in business administration, computer science, or a related field.

• Possession of a high school diploma or a high school equivalency diploma.

General experience

• Three (3) years of full-time, paid experience in clerical positions[3] with progressively responsible duties involving the use of a computer.

• Five (5) years of full-time, paid experience in clerical positions[3]with progressively responsible duties involving the use of a computer.

Supervisory experience

• N.A.

License/ Certification

• None required.

Other requirements

• N.A.

[1]A higher degree is also acceptable.
[2] Your degree must have been awarded by a college or university accredited by a regional, national, or specialized agency recognized as an accrediting agency by the U.S. Department of Education/U.S. Secretary of Education. If your degree was awarded by an educational institution outside the United States and its territories, you must provide independent verification of equivalency. A list of acceptable companies who provide this service can be found on the Internet at http://www.cs.ny.gov/jobseeker/degrees.cfm. You must pay the required evaluation fee.

[3]If a single clerical position, progressive responsibilities will have to be clearly described.

Supplemental information

PROVISIONAL APPOINTMENT NOTICE: An individual who receives a provisional appointment must take the examination for the position title on the next occasion it is offered. In order to be eligible for a permanent appointment to the position, the provisional appointee must pass the exam and be ranked 1, 2, 3, or be tied in score with the individual ranked number 3 of those who are willing to accept appointment to the position. It should be understood that even if the provisional appointee is eligible for appointment, the employer may choose another candidate to fill the position on a permanent basis. Questions regarding provisional appointments should be directed to the Livingston County Human Resources Department.

NOTE: Livingston County residency is not a requirement for this position. However, Livingston County residents will be given preference in the hiring process.

Livingston County is an Equal Opportunity Employer. Qualified individuals must be able to perform the essential functions of the position, with or without reasonable accommodation.