Secretary I - County of Orange

SECRETARY I

This position is scheduled to receive salary range increases on the following dates:

Effective June 28, 2024 – 4.25% increase 

Effective June 27, 2025 – 4.00% increase

THE OPPORTUNITY
The Secretary I will provide secretarial support and office services to the executive managers and/or administrative managers.  The Secretary I will also assist supervisors by assuming a variety of administrative tasks and non-routine work. The job duties include but are not limited to the following:

• Screens and answers telephone calls and correspondences
• Transmits messages, orders and requests, both written and verbal; and maintains office controls on the progress of assignments and projects
• Relieves supervisor of routine personnel, budget or other operating details, such as scheduling, timekeeping and approving material and purchase requisition
• Schedules appointments and arranges conferences and meetings for the supervisor, prepares agenda and adjusts necessary in scheduled meeting times, completes arrangements for scheduled meetings, and makes travel arrangements
• Attends meetings or conferences, takes and/or summarizes notes into minutes and distributes
• Sets up and maintains files for records and correspondence, maintains manuals, and updates resource materials
• Exercises good judgment and discretion in handling confidential information
• Performs other work as assigned

 
MINIMUM QUALIFICATIONS 
Click here to learn more about the minimum qualifications, including Physical Mental, Environmental and Working Conidiations for Secretary I.

DESIRABLE QUALIFICATIONS AND CORE COMPETENCIES
The ideal candidate will have at least two (2) years of experience performing clerical work and administrative support to the various levels of organizational management. In addition, will also possess the following core competencies:

Technical Expertise/Computer Savvy

• Operates multiple telephone lines, computers and applicable peripheral equipment
• Uses Microsoft Outlook, Microsoft Word, Microsoft PowerPoint and Microsoft Excel and other software applications proficiently
• Conducts computer-based research utilizing various programs including the Internet
• Prepares agendas and minutes for departmental meetings
• Maintains electronic systems and generates reports

Communication/Interpersonal Skills

• Maintains confidentiality, provides excellent customer services, and communicates effectively both orally and in writing
• Interacts with departmental staff, other County employees, and outside agencies/constituents with professionalism, tact and diplomacy
• Effectively conveys and clarifies information utilizing business grammar and punctuation
• Effectively follows written and oral instruction and able to give instructions to others
• Concisely composes written documents to convey thoughts and ideas clearly
• Ensures customer service satisfaction and responds timely to inquiries using effective oral and written skills

Problem Solving/Judgment 

• Exercises an appropriate sense of urgency
• Anticipates or recognizes the existence of a problem
• Effectively communicates critical information to supervisor/managers
• Applies sound judgement effectively to accomplish tasks
• Effectively utilizes and improves judgement skills to achieve an outcome or complete tasks
• Draws generalized conclusions based on experience and observations
• Exercises sound judgment and discretion with confidential information
• Researches, compiles, assimilates and prepares confidential and sensitive documents
• Maintains composure in a stressful work environment

Planning/Organization

• Able to multitask and prioritize assignments
• Manages and maintains both hard and soft copy files
• Uses schedules, project plans, agendas, and other planning and organizing tools to accomplish tasks and meet all deadlines

SPECIAL QUALIFICATIONS
Social Services Agency (SSA) candidates will be required to undergo a background clearance check and must successfully clear prior to the start of their employment. All employment offers are contingent upon successful completion of a background check. Areas considered in the background check include conviction history, employment history, professional references and education verification (i.e. degree, license, or official transcripts) if applicable. Foreign degrees require an evaluation of U.S. equivalency by an agency that is a member of the National Association of Credential Services (N.A.C.E.S.)

In addition, a Child Abuse Central Index (CACI) background clearance check may be required. CACI is a repository of child abuse investigation reports managed by the Department of Justice (DOJ) that contains information related to substantiated cases of physical abuse, sexual abuse, mental/emotional abuse, and/or severe neglect of a child.

RECRUITMENT PROCESS
Human Resource Services (HRS) will screen all application materials to identify qualified applicants. After screening, qualified applicants will be referred to the next step and notified of all further procedures applicable to their status in the competition.

Online Assessment  (Weighted 100%)
Applicants who meet minimum qualifications will be invited to participate in one or more job-related assessments. Only the most successful applicants will move forward to the next step in the recruitment process.
 
Eligible List 
Once the assessment has been completed, HRS will establish an eligible list of candidates. Candidates placed on the eligible list may be referred to a selection interview to be considered for present and future vacancies.
 
Based on the Agency's needs, the selection procedures listed above may be modified. All candidates will be notified of any changes in the recruitment process.