Executive Secretary

Location

Erie, PA | United States

Job description

Executive Secretary Location Erie, PA : Department Children & Youth Location Erie County Office of Children & Youth Services Status Full Time Starting Pay Rate $12.44 Hourly Hours Per Week 37.5 Exemption Status Non-Exempt Posting Date 03/01/2024 Closing Date 03/15/2024 Pay Grade AC04 Bargaining Unit AFSCME CLERICAL/TECHNICAL Posting Number 4889 Posting Notice: Erie County offers a generous fringe benefit package including low-cost medical, dental, vision; 14 paid holidays; up to 11 combined personal and vacation days in the first 12 months of employment.

Definition of Class

• This position of Executive Secretary serves as a Clerk Typist 3 in the Ongoing Department - Clerical Unit and as a Secretary for Caseworkers and Casework Supervisors. This position requires teamwork and involves complex clerical work including typing and processing documents in a variety of functions in addition to the application of independent judgement. This position requires the ability to develop and implement clerical procedures for the process of office activities performed. Knowledge of agency policies and procedures, the process of incoming/outgoing mail, filing, business machines, and software and telephone equipment is required.

Nature of Work

• The Executive Secretary requires the ability to multi-task, organize and prioritize work in a manner which ensures smooth processing and the timely accomplishment of tasks. This position requires the ability to use discretion and judgement along with knowledge of standard office procedures, practices, conduct, and actions necessary in maintaining harmonious working relationships.

Duties & Responsibilities

• Proficient use of all office equipment including computers, scanners, printers, fax and telephone equipment.
• Proficient use of Office programs including Word, Excel, and Adobe.
• This position provides clerical support for internal and external customers.
• Types letters, reports, and documents from handwritten draft, dictated sources or original source documents into draft or final form.
• Proofreads varying types of materials to ensure that information is grammatically correct, complete, consistent and adheres to Agency rules and regulations.
• Develops and maintains filing systems.
• Designs brochures, forms or manuals.
• Prepares, distributes and completes reports.
• Prioritizes work and assures that deadlines are met.
• Participates in commerce and processes correspondence for the clerical unit in conjunction with other divisions.
• Compiles, monitors, maintains and manages data; develops reports.
• Routinely performs data entry and retrieval of information from automated information systems.
• Assists with data tracking and coordination of services.
• Provides coverage of essential clerical unit duties and responsibilities including switchboard operator; mail processing and delivery; and typing and proofreading of Court and case management documents.
• Routinely communicates via telephone, written correspondence and email with internal and external customers, providers and other government agencies.
• Conducts Random Moment Time Studies (RMTS) for the purpose of federal funding.
• Provides back up/relief coverage for the clerical unit. Provides back up/relief coverage for the Executive Secretary and Clerk Typist II responsibilities when necessary.
• Performs other duties as assigned, which may include any tasks related to any Executive Secretary position within the Agency.
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Knowledge, Skills, & Abilities

• Knowledge of grammar, spelling and punctuation to process written materials as required.
• Knowledge of office equipment, standard office procedures, practices and conduct to perform work duties along with knowledge of the different types of filing systems utilized by the department. Should be able to work independently and make determinations based on the ability to follow policy and procedures. Organizational skills and the ability to understand both oral and written instructions are necessary.

Minimum Requirements

• Minimum of 6 months as a Clerk Typist II
• High School Diploma or GED with Business Curriculum, and 1 year General Clerical Experience

Supervision Received

• Supervision for this position is received from an Administrative Assistant.

Conditions Of Employment

• Required to provide and are subject to Pennsylvania criminal and child abuse clearances as well as an FBI fingerprint clearance prior to the start of employment.

Job tags

Salary