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EXECUTIVE SECRETARY
01750
Exempt


DISTINGUISHING FEATURES OF THE CLASS

This position is responsible for providing general administrative and clerical assistance to the Department Head and to other staff members as directed. The work is completed under the direct supervision of the Department Head. The position requires interaction with co-workers, vendors, department heads, local and county government employees and legislators, residents, and the general public. Does related work as required.

TYPICAL WORK ACTIVITIES

Answers phone and screens calls, referring callers to personnel or taking messages as appropriate.
Maintains daily calendar for the Department Head and schedules appointments, as requested.
Schedules meetings for department staff and maintains schedules for conference rooms.
Processes straight claims, contract requisitions, petty cash claims, purchase requisitions, and similar documents.
Processes purchase orders, change orders, and accounts payable invoices.
Invoices authorized agencies.
Monitors copier usage and orders supplies for same.
Types and composes correspondence, forms, and memos.
Types departmentís annual report.
Types quarterly financial reports.
Maintains files and records for department.
Serves as department liaison to outside agencies, vendors, other departments, and the general public.
Assists in the preparation of travel authorizations for the department.
Receives, sorts, and distributes mail for the Department Head.
Monitors level of office supplies and reorders as necessary.
Serves as backup for department payroll functions.
Notarizes documents as necessary.
Performs basic clerical office functions such as photocopying, faxing, and shredding.

WHEN ASSIGNED TO THE ONONDAGA COUNTY HEALTH DEPARTMENT:
Participates in public health preparedness activities as trained and assigned.
Utilizes appropriate methods for interacting effectively and professionally with persons of all ages and from diverse cultural, socioeconomic, educational, racial and ethnic backgrounds, sexual orientations, lifestyles and physical abilities.

FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS

Thorough knowledge of modern business office policies, procedures, and standards.
Working knowledge of local and state law, procedures, and policies as they relate to the mission of the department and the county as a whole.
Working knowledge of Onondaga County government, geography, economics, demographics, society, goals, politics, policies, and procedures.
Working knowledge of county department operations, organization, accountability, and responsibility.
Working knowledge of county travel authorization procedures.
Working knowledge of county purchasing policies and procedures.
Working knowledge of local and state law, policies, and procedures as they relate to the mission of the department.
Working knowledge of resources available for use in the completion of department objectives.
Working knowledge of basic accounting procedures.
Working knowledge of the preparation of statistical, technical, and narrative reports regarding department activities.
Working knowledge of computers and computer systems used by the department.
Ability to perform mathematical calculations.
Ability to operate common office equipment and machinery, including photocopier, transcription machine, facsimile machine, computer, and typewriter.

MINIMUM QUALIFICATIONS

None

03/2017 Revised