Shire Jobs

Primary Purpose

Performs a variety of administrative duties to support the activities of an office or department.

An employee in this class assists a department or management official in carrying out a program's administrative activities by performing a variety of administrative and technical functions. Employee performs public contact and administrative office management duties to relieve the department head of operational detail. Work includes receiving and transcribing confidential correspondence, screening and independently handling a variety of inquiries by telephone and in person and maintaining a variety of records and files. Employee is responsible for interpreting and explaining program policies and procedures. Work is characterized by its variety, complexity and confidential nature, requiring considerable organizational and analytical ability. Employee is responsible for evaluating and managing data, providing specialized information, assessing program goals and objectives and participating in departmental or program assessment. Supervision or coordination of clerical employees may be required. Employee must exercise independent judgment, discretion, and initiative in completing assignments and handling difficult public contact situations requiring considerable tact and knowledge of applicable policies, procedures, and programs. Work is performed under general supervision and is evaluated for proper application of policies and procedures and for quality and completeness of reports and recommendations.

Essential Functions

• Assists in the performance of administrative details as outlined by a superior.
• Writes, edits or coordinates the preparation of records, reports, speeches or other printed materials; researches content items for precedents, correctness of presentation and applicability.
• Screens and routes materials according to content of communications; routing duties require detailed knowledge of organizational operations and individual staff member's assignments and status of work.
• Answers telephone; takes messages; directs calls or visitors and gives information based on the type of request; may dispatch personnel for services.
• Inputs, retrieves and maintains data and information into computer database or system.
• Receives and delivers mail; prepares and processes mail for delivery.
• Composes letters, reports, memorandums and other materials; processes rough drafts from verbal, handwritten or other marked copy; creates and assembles a variety of documents; ensures correct grammar, punctuation and spelling of documents produced.
• Compiles information using standardized logs or forms.
• Enters correct information onto forms or form letters as necessary to fit varying situations.
• Summarizes information for standard reports; selects data from varied sources.
• Operates a variety of office equipment such as copy machine, fax machine, and computers and common word processing and spreadsheet applications and specialized departmental software or applications.
• Places materials and records in alphabetical or numerical order for proper filing into the appropriate record keeping system; maintains files and purges as necessary.
• Administers assigned special, recurring or regular projects; completes reports as needed.
• Maintains limited departmental personnel, financial, and/or activity records; acts as a point of contact for the department served and provides information or refers inquiries to proper personnel.
• May be required to serve during times of disaster.
• Performs related duties as required.

Minimum Education and Experience

Associate degree in Business Administration, Secretarial Science or related field, and some experience

in secretarial andadministrative work, or an equivalent combination of training and experience.

Knowledge, Skills, and Abilities

Considerable knowledge of departmental and County pol cies and procedures.

Considerable knowledge of modern office practices and procedures.

Considerable knowledge of arithmetic, spelling, grammar, punctuation and vocabulary.

Skill in organizing workflow and coordinating activities. Skill in using Microsoft Office products such as Word, Excel, PowerPoint and Teams.

Ability to analyze and interpret policy and procedural guidelines and to resolve problems and questions.

Ability to research program documents and narrative materials, and to compile reports from information gathered.

Ability to develop and modify work procedures, methods and processes to improve efficiency.

Ability to communicate effectively orally and in writing.

Ability to exercise considerable tact and courtesy in frequent contact with the public.

Ability to establish and maintain effective working relationships as necessitated by work assignments.

Maintains high quality communication and interacts within department and division, and with coworkers and the general public.

Ability to complete assigned work on or before deadlines in accordance with directives, County policy, standards and prescribed procedures

Additional Information

Physical Requirements

Must be able to perform the essential physical functions of the position, including reaching, walking, typing, grasping, talking, hearing, and repetitive motions, with or without reasonable accommodation. Must be able to perform sedentary work, which may include exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or move objects. Must