Secretary - King City, United States - Merit System Services

Description

Salary: $3, $5,139.00 Monthly

Location : Salinas or Seaside or King City

Job Type: Full-Time

Job Number: MSS04447

Department: Monterey County Department of Social Services

Opening Date: 05/03/2024

Closing Date: 5/17/2024 11:59 PM Pacific

Position Information

Under general supervision, performs a variety of clerical and administrative support duties for one or more individuals who are in an administrative, professional or technical position and performs other work as required.

This is the working-level class in the Secretary series. Positions in this class independently select appropriate methods and procedures in the performance of secretarial duties, requiring knowledge of the office served. Incumbents are required to develop a variety of work relationships, including contact with the public, other county departments and governmental agencies.

The class of Secretary is distinguished from the next lower-level class of Secretarial Assistant in that the latter is an entry-level position expected to work within a framework of established procedures.

It is further distinguished from the class of Senior Secretary in that duties of the latter require interpretation of complex departmental policies and procedures and incumbents may supervise or oversee the work of subordinate clerical or secretarial personnel.

Examples of Duties

EXAMPLES OF DUTIES

• Types letters, reports, case histories, statistical data and other finished copy from rough drafts, margin notes, general instructions and machine transcription; corrects grammar, punctuation and spelling; proofreads copy; may operate a word processing machine or personal computer.
• Answers requests for information by enclosing materials or composing routine letters on factual subjects and collating or extracting information from files and other readily available sources which require knowledge of departmental operations and rules.
• May assist in the preparation of departmental agenda items for presentation to Board of Supervisors.
• May take varied dictation involving technical terminology of reports, records and correspondence; transcribes with grammatical corrections and minor editing and revising of copy.
• Schedules appointments and maintains appointment calendar for supervisor.
• Answers telephone and refers telephone calls; may provide information regarding routine departmental processes and procedures.
• Organizes and maintains files and records.
• Prepares requisitions, claims, and work order; orders and inventories office supplies.
• May be assigned to review the work of other clerical or secretarial staff.
• May maintain payroll, vacation and sick leave records.
• May assist in the preparation and monitoring of budgets and grant proposals
• May take dictation to record substance and final actions of meetings, committees or commissions.

Knowledges and Skills

Thorough knowledge of:

1. Correct grammar, rules of punctuation and spelling.
2. Proper format for business correspondence and forms.
3. Filing systems including indexing and cross-reference methods.

Working knowledge of:

1. Office management and organizational methods.
2. Bookkeeping and record keeping methods.

Skill to

1. Train subordinate clerical employees in departmental processes and procedures.
2. Review completed staff work of a subordinate clerical employee.
3. Compute arithmetical problems.
4. Type accurately at a speed of 50 words per minute.
5. Operate a variety of office equipment such as a typewriter, calculator, dictaphone and a personal computer.
6. Establish and maintain cooperative working relationships with those contacted in the course of work.
7. Take verbatim dictation during meetings and for the purpose of composing correspondence, memoranda and reports may be required for some positions.

Minimum Qualifications

The knowledges and skills listed above may be acquired through various types of education, training or experience. Typical ways to acquire the required knowledges and skills are listed below:

EITHER

Three years of progressively responsible clerical experience including some leadworker responsibility, performing some secretarial tasks and relief of some administrative detail.

OR

One year of experience in the class of Secretarial Assistant with Monterey County.

Supplemental Information

Additional Information:

• The ability to speak, read, and write Spanish in addition to English would be an asset in this position but is not required.
• Employees who drive on County business to carry out job-related duties must possess a valid CA Driver License for the class vehicle driven.
• The Department of Social Services will conduct a thorough background and reference check process which includes a Department of Justice fingerprint check.
• Monterey County, like all employers, is required to verify an employee's right to work in the United States. Accordingly, on the first day of employment, employees must have and show those documents that verify their legal right to work in the United States. Examples of accepted documentation are a U.S. Passport or Alien Registration Card, or a driver's license and Social Security Card, or a driver's license and U.S. Birth Certificate.
• Additionally, our agency requires a valid social security card in order to process employee paychecks. Accordingly, on the first day of employment, employees must have and show this document.
• Government agencies accessing US government information, which includes federal tax information must ensure that background investigation requirements for all agency employees and contractors that have access to federal tax information are consistent with the IRS background investigation requirements for access to federal tax information. A background check may be required if the position requires access to these types of records. Background requirements consist of three components which include, fingerprinting, citizenship verification, and local law enforcement checks. Applicable agencies must conduct an investigation during the time of hire and ensure an investigation is conducted 10 years from the date of the previous background investigation for each employee that has access to federal tax information.

VETERANS PREFERENCE
If you would like to request Veteran's preference points as part of the application packet, please attach a copy of your DD-214 form to your application.

TRAINING & EXPERIENCE EXAMINATION - WEIGHTED 100%
The Training & Experience Examination is designed to elicit a range of specific information regarding each candidate's knowledge, skill, abilities, and potential to effectively perform the duties relative to the classification. Responses to the questionnaire will be assessed based on pre-determined rating criteria. All applicants must complete the entire examination to receive a score. In order to obtain a position on the eligible list, candidates must receive a minimum rating of 70% on the examination.

ELIGIBLE LIST INFORMATION
An open eligible list will be established for the county of Monterey. The list will be utilized for 12 months after it is established unless the needs of the service and conditions of the list warrant a change in this period.

RETEST PERIOD
Once you have taken the examination, you may not retest for SIX (6) MONTHS from the established eligibility date.

SPECIAL TESTING ARRANGEMENTS
Special testing arrangements may be made to accommodate applicants for disability, military, or religious reasons. If you require such arrangements, please contact CalHR at or upon notification that your application has been approved. Documentation from medical, military, school or church officials outlining the accommodation request must be received by our office a minimum of five business days prior to a scheduled examination.

APPLICATION DOCUMENTS
If you are using education to meet the minimum qualifications, you must attach your transcripts to your application. Applicants with foreign transcripts must provide a transcript evaluation that indicates the number of units to which the foreign course work is equivalent. Transcripts and evaluations may be unofficial; official transcripts may be required upon appointment. Please redact birthdates and social security numbers.

GENERAL INFORMATION
MSS reserves the right to revise the examination plan to better meet the needs of the recruitment if the circumstances under which this examination was planned change. Such revision will be in accordance with civil service laws and rules and all competitors will be notified.
If you meet the requirements stated on this bulletin, you may take this examination. Your performance in this examination will be rated against predetermined rating criteria. All competitors who pass will be added to the eligible list. Meeting the entry requirements does not assure success in the examination or placement on the eligible list.
General Qualifications: Applicants must possess essential personal qualifications including integrity, initiative, dependability, good judgement, the ability to work cooperatively with others, and a state of health consistent with the ability to perform the assigned duties of the class. A medical examination may be required. As part of the hiring process, a background investigation may be required.

EQUAL EMPLOYMENT OPPORTUNITY
The Merit System Services program is committed to equal employment opportunity for all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.

ABOUT MONTEREY COUNTY
Located on California's picturesque Pacific Coast, the County of Monterey is blessed with mild weather year-round and is home to miles of beautiful beaches, spectacular mountain ranges, groves of redwoods, low-rolling foothills, and a bountiful valley. With a population exceeding 400,000, the County is proud of its vibrant citizenry, great traditions, educational opportunities, and multicultural lifestyles. Boasting such world-renowned attractions as the spectacular Big Sur coast, 17-Mile Drive, Monterey Bay Aquarium, Cannery Row, the Steinbeck Center, the Monterey Jazz and Blues Festivals, and Pebble Beach - possibly the world's most famous golf course, it's easy to see why an estimated 4.3 million visitors a year make Monterey County their destination of choice.

In addition to a thriving tourist trade, Monterey County's economy is largely based on a vigorous agricultural industry. Known as the 'salad bowl of the nation' the Salinas Valley provides fresh vegetables and salad greens to the entire country. California's 16th largest county also provides many educational opportunities for its residents including California State University at Monterey Bay, the Middlebury Institute of International Studies, the Defense Language Institute (DLI), Presidio of Monterey, and the Naval Postgraduate School (NPS). All these factors combine to make Monterey County a healthy, economically diverse region eager to foster and sustain an enriching lifestyle for its residents.

ABOUT MONTEREY COUNTY SOCIAL SERVICES DEPARTMENT
Monterey County Department of Social Services is seeking enthusiastic applicants, who genuinely care about the community and its members, to join its team. Monterey County Department of Social Services administers over seventy programs that daily serve an estimated 200,000 residents of Monterey County. Department programs include Community Benefits (Public Assistance Eligibility), Family and Children's Services (Child Welfare Services), Aging and Adult Services (Adult Protective Services, IHSS, and Area Agency on Aging), CalWORKs Employment Services, Military and Veterans Affairs and Community Action Partnership. Careers with the Department of Social Services offer the opportunity to promote the social and economic self-reliance of individuals and families served by providing essential resources and services to low-income families, veterans, vulnerable children and adults, and disabled individuals. Monterey County Department of Social Services welcomes, values, and encourages diverse voices, opinions, perspectives, and backgrounds to foster an environment where all viewpoints are appreciated. The Department currently has a team of approximately 874 dedicated members serving Monterey County residents.

Monterey County is an Equal Opportunity Employer - Minorities, veterans, and persons with disabilities are strongly encouraged to apply.

To learn more about the Department of Social Services, go to

Merit System Services does not negotiate or determine the benefits or salaries for positions offered by its partners. For more information about benefits or salaries, please visit the listed county or child support office's website or contact their human resources department.