Class Concept

Under general supervision from Executive Director, performs both routine and complex secretarial tasks and manages communications and paper flow in and out of Executive office. Provides clerical support to other administrative offices/functions as required.

Job Duties

Types a variety of complex and confidential materials; maintains computerized logs; enters information into databases. Composes letters and memos from rough copy or oral instructions as requested. Proofs and corrects documents.

Maintains Director's appointment schedule using both manual and electronic means; sets up meetings, prepares agendas and notifies participants; assists with travel arrangements as needed.

Records and publishes minutes for meetings as assigned including monthly Board meetings, committee meetings, etc.

Establishes/maintains record keeping and filing systems for Executive office. Files and retrieves administrative materials for use by Director or other administrative offices. Receives, sorts and distributes mail.

Provides preliminary contact with the general public, visitors, and officials. Answers phones and screens calls; provides general information or redirects calls as appropriate; takes calls from dissatisfied consumers of service, summarizes information and follows up with Director or other administrators as appropriate.

Provides regular clerical support to other administrative functions (e.g. Human Resources, Public Information, Volunteer Services) as assigned by Director. Provides telephone backup and mutual assistance to secretaries in other administrative offices.

May represent Director at meetings or serve as liaison to selected groups.

Performs other administrative clerical tasks as assigned.

Minimum Class Requirements

High school diploma supplemented with additional business office courses and at least five (5) years of related experience wherein the above skills, knowledge and abilities were demonstrated. Post high school secretarial education may be substituted on a year-for-year basis for up to two years of the experience requirement. Minimum requirement of 60 w.p.m. keyboarding speed. Must be proficient in word processing and spreadsheet software (Word and Excel or equivalent). Desktop publishing proficiency is a plus.

Training & Development

Knowledge of office management, practices, and procedures. Knowledge of public relations; ability to maintain professional demeanor and handle sensitive contacts with the public, agency staff and governmental officials. Ability to use computer software to maximize office efficiency; proficiency with word processing and spreadsheet software. Knowledge of proper English usage, grammar and spelling; ability to accurately proofread written text and to compose professional correspondence for others. Ability to gather, collate and classify information. Ability to define problems and make appropriate judgments about acting independently or involving administrators. Ability to establish priorities and handle numerous varied assignments. Skill in organizing and maintaining office processes and systems. Sensitivity in dealing with diverse cultures. Ability to maintain confidentially of executive information and issues.

All Montgomery County employees become members of the Ohio Public Employees Retirement System and have access to deferred compensation programs.

Benefits may vary for full-time, part-time, intermittent, and seasonal employees and/or due to union affiliation. The list below demonstrates the benefits that may be available to employees according to employment status and is subject to change.

Full-Time Employees (40 hours per week): Health insurance with HSA match, wellness program and incentives, life insurance, paid vacation, paid personal leave days, sick leave, holiday pay, tuition reimbursement, and access to dental, vision, short-term disability, accident & critical care benefits.

Part-Time Employees (Benefits Eligible) (scheduled 21+ hours per week): Health insurance with HSA match, wellness program and incentives, life insurance, paid personal leave days, sick leave, holiday pay for hours scheduled to work on holidays, and access to dental, vision, short-term disability, accident & critical care benefits.

Part-time Employees (Non-Benefits Eligible) (20 hours or less per week): Benefits include Long Term Sick Leave Accrual, Paid Personal Leave, and holiday pay for hours scheduled to work on holidays.

Seasonal Employees: Benefits include Sick Leave accrued at 4.6 hours for every eighty 80 hours in active

pay status. Seasonal employees scheduled to work 40 hours during their period of employment will accrue vacation in the same manner as regular full-time employees and can use their vacation after completion of twenty-six (26) bi-weekly pay periods in active pay status. Part-time Seasonal employees (scheduled to work less than 40 hours) do not accrue vacation.

Intermittent and Temporary Employees: Long-Term Sick Leave accrual is based on hours worked.

Benefit information can be found on the Montgomery County Benefits website at:

6 days ago - source