Administrative Secretary 2

Ramsey County, MN - Ramsey County, MN (30+ days ago)


The current vacancy is in the County Board Office providing support to two County Commissioners.

The eligibility list that is created will be available to any department seeking to fill an Administrative Secretary 2 vacancy over a three month period.

To provide secretarial and administrative support in the area to which assigned; and perform related duties as assigned. (This is the journey level class for Administrative Secretary. It differs from Administrative Secretary 1 in that employees, based on supervisory assessment, require less supervision, perform more complex assignments, and require a greater degree of technical and operational knowledge in the area to which assigned.)

To view or print a copy of the complete Ramsey County job (class) description for this job, go to: Job Descriptions. Once at this page, you can browse the alphabetical list or search for a job descriptions.

Examples of Work Performed
1. Perform duties related to oral communications and public contacts including screening phone calls, scheduling appointments, and maintaining an appointment calendar for supervisor; arranging meetings and conferences by notifying participants, making room arrangements, preparing and distributing an agenda, and preparing the necessary materials; making travel and hotel arrangements when needed; acting as liaison with other departmental/division staff, other county departments, other governmental agencies , and the County Board of Commissioners in order to maintain a reliable flow of information; answering inquiries and responding to complaints from clients, the public, other agencies, county employees, in person and over the telephone by supplying general or technical information.

2. Perform duties relating to written communications including screening supervisor's or department's incoming mail and either disposing of independently or routing to the proper person; typing and proofreading letters, memorandums, manuals and technical or financial reports from both cassette and written draft, and performing layout and design of reports or charts as necessary; taking minutes and transcribing into typewritten form; researching issues, assembling data, compiling reports and composing correspondence in order to complete both routine assignments and special projects; entering data and producing reports using computers in a Microsoft office environment.

3. Perform duties relating to forms and records maintenance including establishing, organizing, maintaining and updating files; searching files for information; maintaining departmental records and statistics; recommending new forms, revising existing forms and writing and updating procedures or instructions for using forms; and maintaining electronic data files.

4. Perform budget maintenance or payroll duties such as assisting in the preparation of the department/division budget by assembling, compiling, editing and organizing data, projecting department expenditures in individual line item accounts; writing budget narratives justifying requests; monitoring line item accounts in the budget and notifying the supervisor when budget adjustments are necessary; ordering and maintaining materials, supplies and equipment and authorizing payment for related bills; meeting with equipment vendors and county purchasing officers in order to make recommendations on the purchase of new equipment; and monitoring department/division payroll and personnel transactions.

5. Analyze administrative policies and procedures and operational problems as assigned in order to make recommendations to the supervisor.

6. Develop and maintain office procedures that will ensure effective internal communications, maintain a steady workflow, and ensure the efficient processing of a large volume of paperwork.

7. Set priorities for carrying out administrative functions in order to maintain the smooth operation of the office as well as meet deadlines imposed by the County Board, Personnel Department, Finance Department, and outside agencies.

8. Handle confidential information with discretion and maintain compliance with the Minnesota Government Data Practices Act in releasing information to the public, other agencies, departmental staff, and the press.

9. Prepare the department's public information materials which, depending upon assignment, may include: 1) compiling information; 2) writing, proofreading, and editing articles, newsletters, brochures, press releases, and signs; 3) using a computer to format and design materials; 4) using sign-making equipment; 5) obtaining and evaluating price estimates; 6) working with printers, designers, or others on special projects; 7) submitting materials to others in the department for review before releasing final versions; and 8) providing administrative and secretarial support in setting up public meetings and events and media events.

(The work assigned to a position in this classification may not include all possible tasks in this work and does not limit the assignment of any additional tasks in this classification. Regular attendance according to the position's management approved work schedule is required.)

ESSENTIAL FUNCTIONS: 1, 2, 3, 5, 6, 9.

Minimum Qualifications
Education: High school diploma or equivalent.

Experience: Eight years of clerical experience, including two years of secretarial experience or equivalent and two years as an Administrative Secretary 1 or equivalent.

Substitution: An Associate's degree may substitute for two years of the required experience. A Bachelor's degree may substitute for four years of the required experience.

Exam/Screening Process Information

EXAMINATION: The examination will consist of the following:
Training and Experience Rating..........Wt. 100%

The examination will include a rating of Training and Experience as presented in your application and supplemental questionnaire; therefore, be sure to answer all questions thoroughly.

NOTE: Not all applicants who meet the minimum qualifications will pass the Training and Experience Rating Examination. The questions associated with this job posting will be scored and rated and are the Training and Experience Rating Examination. Please be detailed in your answers and do not mark "see resume" or "see work history/application." Failure to clearly and completely outline your training and experience could adversely affect your examination score and rank on the eligible list for this classification.