Job Specifications

SANTA CRUZ COUNTY

Under direction, to plan, organize and coordinate office management and administration for the Board of Supervisors; to assign, evaluate and/or perform difficult and responsible clerical support work; and to do other work as required.

This single position class is responsible for managing the Board of Supervisors office including scheduling and prioritizing work, assisting in budget development and administration, and employee selection, training and evaluation. Additionally, the incumbent coordinates and performs a wide variety of difficult clerical duties, which deal with confidential and sensitive issues. This class differs from the class of secretary by the assignment of substantial ongoing administration, management, and budget duties.

Plans, organizes and coordinates office management and administration for the Board of Supervisors office; assists the Chairperson to develop and monitor the budget; selects, trains and evaluates clerical support staff; schedules and prioritizes work; develops and recommends procedures and implements, as approved; opens, routes and distributes mail; reviews incoming mail, researches issues and prepares responses as directed; collects, compiles and organizes data for reports, recommendations, policies, special projects and public inquiries; orients new employees; answers inquiries from County departments, community agencies and the public; monitors Board actions and keeps current on pending issues; types letters, memos and reports from handwritten and typewritten drafts and dictating equipment; edits drafts; composes correspondence including letters, memoranda and proclamations; establishes and maintains confidential and administrative files; oversee and/or prepares the written correspondence portion of the Board agenda; coordinates appointment of commission and committee members; makes travel arrangements; schedules appointments; operates word processing equipment or micro computers to input, access and print a variety of data and reports; screens calls; orders supplies; attends meetings.

• Thorough knowledge of business English, vocabulary, spelling, grammar and punctuation;
• Thorough knowledge of office procedures, methods and practices;
• Thorough knowledge of record keeping systems and procedures;
• Working knowledge of overall structure and function of County governmental operations;
• Working knowledge of office management;
• Working knowledge of the legislative and administrative process unique to the Board of Supervisors;
• Some knowledge of supervision and training;
• Some knowledge of the procedures used in budget preparation and control.

• Plan, organize, coordinate, assign, direct and evaluate the work of clerical staff;
• Prepare and present clear and concise oral and written reports;
• Prioritize and schedule work;
• Understand, interpret, explain and apply laws, ordinances, policies and procedures;
• Maintain confidentiality;
• Perform varied and difficult clerical work requiring accuracy and speed;
• Maintain complex records and files;
• Collect and analyze data;
• Establish and maintain an effective working relationship with others;
• Take responsibility and exercise sound judgment in making decisions;
• Perform basic arithmetic computations;
• Operate word processing equipment or micro computers to input, access and print a variety of data.

Training and Experience: Any combination of training and experience, which would provide the required knowledge and abilities, is qualifying. A typical way to obtain such knowledge and abilities would be:

Four years of responsible clerical experience with one year of experience in a governmental setting. College level course work in Supervision and Management, Public Administration, Business Administration or other related classes may be substituted for up to two years of the experience.

OR

One year of experience equivalent to a Secretary with the County of Santa Cruz.

Performance: Type at a corrected rate of 50 words per minute from clear copy or pass an equivalent performance test.