Administrative Secretary

About the Opportunity

THE IDEAL CANDIDATE
The Public Works Department is looking for an organized, detail-oriented person that is able to maintain consistency in a high pressure, quick-paced environment with tight deadlines. This candidate will be customer-oriented and able to multi-task with multiple demands from our internal as well as external customers. This candidate should also be proficient in Microsoft Word, proofreading, and formatting.

To learn more about the Public Works Department, click here .

Click here for details.

ABOUT THE POSITION
The Administrative Secretary performs difficult and specialized secretarial work of a varied and sensitive nature often involving the exercise of independent judgment and initiative based upon skills, knowledge, and abilities gained through prior experience in the performance of high-level secretarial work. Individuals in the Administrative Secretary classification are journey-level employees who are highly skilled and independently perform a wide variety of complex and general clerical duties associated with the immediate clerical support of a particular manager or organizational unit of County government. This classification requires a thorough knowledge of office procedures and regulations and the ability to perform these duties with minimum direction or supervision. The Administrative Secretary is distinguished from the Executive Secretary (Confidential Assistant IV) in that he/she normally provides secretarial services in support of an office or division head or an identified management employee rather than a Department Head. This classification also supervises subordinate employees and may relieve supervisors of routine operating details. This position is subject to overtime, standby, and callback assignments. Performs related duties as assigned.

Unless otherwise provided, this position is part of the Classified Service of the County and is assigned to the Office Worker/Clerical bargaining unit for labor relations purposes.

Individuals who are in a full-time classification position are required to serve a twelve-month probationary period, which may be extended an additional six months, for a total of eighteen months.

Incumbents may also be subject to overtime, standby, callback, weekend, holiday and shift assignments as identified in their MOU (Memorandum of Understanding).

The Job Task Analysis provides information detailing the physical and functional demands of the classification. For the complete job task analysis, visit the Risk Management website at http://www.stancounty.com/riskmgmt/ under "Disability Management".

Typical Tasks

• Manage, coordinate, post all public bid opportunities for the Department
• Type letters, reports, records;
• Assist with answering the main line and routing calls accordingly;
• Main point of contact for Public Works agenda process;
• Manage the input, tracking, status, and approval of the Department Board of Supervisors Agenda items in MT system;
• Process and post environmental clearance documents for CEQA compliance;
• Coordinate Department website updates;
• Use the Government Outreach portal to record constituent requests;
• Maintain informational and operational records;
• Review material for completeness and accuracy;
• Maintain and improve files and filing systems;
• Recording and filing with the Clerk Recorder;
• Assemble data and information, and assist in the preparation of reports;
• Do purchasing and requisitions as requested;
• Act independently, or in accordance with instructions;
• Compose correspondence;
• Process mailings via USPS and FedEx;
• Assist with routing documents such as contracts and agreements between Morgan Rd and our Tenth Street Place office;
• Schedule appointments, make reservations and complete trip authorizations;
• Interpret and disseminate instructions, department rules, and policies and procedures;
• Refer incoming mail to proper staff members;
• Attend and take notes at meetings, hearings and conferences, and prepare summaries;
• Coordination of strict deadlines with multiple divisions; and
• Duties as assigned.

Minimum Qualifications (Knowledge, Skills, Abilities, Education/Experience)

KNOWLEDGE

• Principles and methods of statistical clerical work, including business letter writing;
• Principles of supervision and training; and
• Current office practices and procedures, including familiarity with filing systems and method.

SKILLS/ABILITIES

• Perform a variety of difficult clerical work;
• Understand and apply laws, rules, procedures and policies relating to the work of the department;
• Understand and follow complex instructions;
• Compose difficult letters independently;
• Operate office equipment related to the job;
• Compile data for and prepare reports of average difficulty;
• Follow oral and written communication;
• Type at a speed of at least 45 WPM from handwritten, printed or typewritten material; and
• Take shorthand and/or use a Dictaphone machine.

EDUCATION/EXPERIENCE

• Two (2) years of journey-level clerical experience; AND
• Typing certificate, within four years, of 45 wpm (net corrected) from any temporary agency or comparable institution. The certificate must be a three-to-five-minute timed test.
• Applications without proof of typing speed will not be considered.

DESIRABLE QUALIFICATIONS
In addition to the minimum qualifications, applicant screening may focus on the following desirable qualifications. Please list any of these qualifications you may have within the "Duties" section of the online application.

• Two (2) years of experience working in a legal setting preparing correspondence and documents; OR
• Two (2) years of calendar management.

Application and Selection Procedures

APPLICATION PROCEDURES/FINAL FILING DATE
Applications cannot be submitted later than 5:00 p.m. on the final filing date. Make your online application as complete as possible so a full and realistic appraisal may be made of your qualifications.

Resumes will not be accepted in lieu of a completed application.

Attaching your resume and cover letter are an optional feature for those who wish to do so in addition to completing the required application. Information on your resume and cover letter will not substitute for the education, work experience and required fields on the County application. The online County application is the primary tool used to evaluate your job qualifications.

EXAMINATION PROCESS
Most County recruitments consist of the steps detailed below and are governed by Merit Principles. The examination process ensures that all applicants are given the same opportunity to gain employment within Stanislaus County.

• Application Review and Screening. Applications are carefully screened based on information provided. Those who submit incomplete applications that lack relevant qualifications or do not submit all required documents will not be invited to move on.
• Written Examination. Applicants will be invited to participate in a written exam that tests knowledge for the position.
• Oral Examination. Applicants are invited to a panel interview in which they will be evaluated by County subject matter experts.
• Eligible Lists. Candidates who pass the examination will be placed on an eligible list for that classification. Eligible lists are effective for six months but may be extended up to eighteen months.

TENTATIVE RECRUITMENT SCHEDULE
Application Deadline: 05/12/2025
Oral Examination: Tentatively the Week of 05/26/2025

Note: The eligible list generated from this recruitment may be used to fill future extra-help, part-time and full-time vacancies throughout Stanislaus County.

GENERAL INFORMATION
Final appointment will be conditional upon successfully passing a County paid pre-employment drug screening (if applicable for position) and a job-related background investigation.

Some positions may require possession or the ability to obtain, and maintenance of a valid California Driver’s license or the ability to utilize an alternative method of transportation when needed to carry out job related essential functions.

Stanislaus County supports the good health of its workforce. More information is available at http://myclubwellness.org

Cell phones are typically incompatible with the online application format or browser. We recommend using a desktop or laptop computer. If you are still having technical difficulties, please call NEOGOV at 1-855-524-5627.

Benefits associated with this position can be found at Benefits Summary.

Closing Date/Time: 5/12/2025 5:00 PM Pacific

• 

• Stanislaus County

• (209) 525-6341

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