Jurisdiction: Cortland County

Jurisdictional Class: Exempt effective 10/2/2010

Adopted: 10/20/05

Revised: 10/2/10

SECRETARY TO THE COUNTY ADMINISTRATOR

DISTINGUISHING FEATURES OF THE CLASS:

The incumbent in this position assists in performing a variety of clerical and administrative duties as delegated by the County Administrator. The incumbent spends a substantial amount of time operating a personal computer and the rest of the time handling the details of the office, collecting information and data, and acting as a liaison as directed by the County Administrator. The work also involves responsibility for the entry and retrieval of information using software on a computer and using a computer to produce printed material such as letters, memoranda and forms. Incumbents work under general supervision receiving detailed instructions only where policies have not been determined. Does related work as required.

TYPICAL WORK ACTIVITIES: (Illustrative only)

Performs clerical functions as designated by the County Administrator;

Prepares correspondence, documents, records and other written material in final or draft form using computer software from handwritten, rough drafts, marked copy, oral recordings or data from various equipment as the source material;

Composes and prepares correspondence on matters where policies and procedures are well defined;

Maintains and updates database/spreadsheet records on a personal computer;

Assists in workers compensation issues;

Screens callers or visitors to determine the nature of the inquiry and refers to appropriate party or office and answers inquiries as appropriate;

Secures budget estimate data, makes budget estimate studies, prepares the budget and the maintenance of budget control;

Coordinates the maintenance of departmental account-keeping records and personnel records;

Maintains the requisitions, purchase, receipt and inventory of departmental supplies and equipment and the processing of related records;

Maintains contacts with units within a department and with other public and private agencies to assist in solving mutual problems and developing improved services and public relations;

Collects and compiles data and statistics, makes organizational work flow and procedures and the solution of administrative problems;

Assists administrative superiors in carrying out specialized services of a department or major unit;

Transcribes correspondence;

Schedules conferences, meetings and makes travel arrangements;

Establishes and maintains confidential and general office files;

Explains established program policies and procedures to the general public/clients and obtains routine information for program purposes;

Receives, sorts and distributes incoming mail;

Checks, codes and processes requisitions, claims and bills;

Prepares, reviews and maintains financial, statistical and personnel records;

Monitors and tracks status of program activities;

SECRETARY TO THE COUNTY ADMINISTRATOR - contd.

Orders supplies and materials;

Collects and gathers information to be used as a basis for reports and memoranda and prepares summaries;

Transmits instructions from supervisor to staff and follows up to ensure deadlines are met;

Answers telephone and gives out information.

FULL PERFORMANCE KNOWLEDGE, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS:

Good knowledge of modern office terminology, procedures, equipment and business English;

Good knowledge of the organization, functions, laws, policies and regulations, and terminology of the agency to which assigned;

Ability to handle routine administrative details independently;

Ability to operate a personal computer and utilize common office software programs including word processing, spreadsheet and databases at an acceptable rate of accuracy and speed;

Ability to prepare and maintain program records and routine reports;

Ability to communicate effectively both orally and in writing;

Ability to establish and maintain effective working relationships with others;

Ability to organize and maintain office files;

Ability to collect information from various sources for program operations;

Physical condition commensurate with the demands of the position.

MINIMUM QUALIFICATIONS: Either:

a) Graduation from a regionally accredited college or university or one accredited by the New York State Board of Regents to grant degrees with a Bachelor’s degree and one year of clerical support experience which must include accounting or budgeting duties; or

(b) Graduation from a regionally accredited college or university or one accredited by the New York State Board of Regents to grant degrees with an Associate’s degree and three (3) years of experience as defined in (a); or

(c) Graduation from high school or possession of a high school equivalency diploma and five (5) years of experience as defined in (a); or

(d) An equivalent combination of training and experience as defined by the limits of (a), (b) and (c) above.