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Secretary to the Sheriff Page 1 I 2 Jurisdiction: Cortland County Jurisdictional Class: Exempt Adopted: 10/20/05 SECRETARY TO THE SHERIFF DISTINGUISHING FEATURES OF THE CLASS: The work involves responsibility to serve as a personal secretary to the Sheriff, relieving the Sheriff of administrative tasks and resolving operational problems. This work also involves responsibility for performing difficult and complex legal secretarial duties. A general understanding of law and legal procedures is required in exercising independent judgment in performing these duties. Work is performed in accordance with general instructions received from the Sheriff. Supervision is exercised over the activities of subordinate clerical staff. Does related work as required. TYPICAL WORK ACTIVITIES: (Illustrative only) Serves as personal secretary to the Sheriff, which includes the composition of letters in response to routine inquiries for information, answering routine questions from department employees and the general public and other related office duties; Prepares correspondence, memoranda, reports, legal documents, minutes of meetings and contracts using a personal computer; Schedules and arranges meetings, conferences and appointments relative to confidential matters; Designs, sets up and maintains files of correspondence, personnel records, documents and records related to the activities of the agency; Prepares the department payroll and oversees civil accounts; Classifies a variety of receipts and expenditures and distributes items according to prescribed procedures; Screens callers or visitors to determine the nature of the inquiry, answers questions on established policy and procedure and/or refers to appropriate party or office; Prepares reports using statistical and narrative information; Opens, reviews, sorts and prioritizes incoming mail, researches and attaches appropriate background material to correspondence; Orders office supplies and maintains inventory of supplies and equipment; Operates a personal computer, peripheral equipment and other related office machines; Assists the Sheriff in the preparation of the department's annual operating budget; Assists the Sheriff in reviewing contracts. FULL PERFORMANCE KNOWLEDGE, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS: Thorough knowledge of secretarial practices; Thorough knowledge of modern office terminology, procedures, equipment and business English; Good knowledge of the organization, functions, policies, regulations, and terminology of the Sheriff’s Department including the correctional facility; Good knowledge of modern methods used in maintaining and checking financial accounts and records; Ability to handle administrative details independently, including the composition of letters, memoranda and reports; ---PAGE BREAK--- Secretary to the Sheriff Page 2 I 2 Ability to maintain record systems and prepare written or statistical reports; Ability to understand and interpret written material; Ability to summarize information in both narrative and numerical form; Ability to operate a personal computer and utilize common office software programs including word processing, spreadsheets and databases at an acceptable rate of speed; Ability to express oneself clearly and concisely both orally and in writing; Ability to establish and maintain cooperative relations with the public and other governmental and private agencies; Tact and courtesy; Physical condition commensurate with the demands of the position. SUGGESTED MINIMUM QUALIFICATIONS: Either: 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 or higher in secretarial science or closely related field and two years of clerical experience which involved the maintenance of financial accounts and records and the operation of a computer for word-processing, database or spreadsheet applications; OR Graduation from high school or possession of a high school equivalency diploma and four years of experience as defined in OR An equivalent combination of training and experience as defined by the limits of and NOTE: Degree must have been awarded by a college or university accredited by a regional, national, or specialized agency recognized as an accrediting agency by the U.S. Department of Education/U.S. Secretary of Education. If the degree was awarded by an educational institution outside of the United States and its territories, applicant must provide independent verification of equivalency. A list of acceptable companies who provide this service can be found at http://www.cs.ny.gov/jobseeker/cfm. Applicants must pay the required evaluation fee.