Full Text
Confidential Secretary to the County Administrator 1 Jurisdiction: Schuyler County Jurisdictional Classification: Exempt Revised: December 19, 2005, Updated: May 31, 2011; Updated: December 1, 2021 CONFIDENTIAL SECRETARY TO THE COUNTY ADMINISTRATOR Job Description: This is an important administrative and clerical support position involving responsibility and confidentiality in performing duties that are essential in a chief administrative officer’s environment. The duties are performed as established by the County Administrator. Exercises independent judgment in regard to office procedures, clerical tasks and public relations. Duties of Confidential Secretaries: Perform administrative, management, and/or paralegal and clerical duties to include: Reception—open mail, answer phone, or greet visitors personally; give or receive information, act on information, or refer as appropriate Files--open, maintain, review for completeness, close, and coordinate records retention Order office supplies and furniture and prepare vouchers Assist with preparation of County budget and maintain departmental accounts Perform legal or other research Maintain up-to-date reference materials and forms Prepare, type, and disseminate a variety of documents, reports, and correspondence Gather information and prepare reports Take minutes or dictation, then transcribe Maintain logs of documents and act on in a timely manner Schedule appointments Maintain employers’ and department calendars integrating with Courts, Legislature, etc. Prepare travel requests, make travel arrangements and prepare vouchers Attend meetings or court proceedings at employers’ request Prepare resolutions for Legislative approval Supervise and train other clerical employees as needed Perform other duties as assigned by employer Confidential Secretary to the County Administrator Duties: Prepare information for distribution, i.e. press releases, etc.; Disseminate information to Legislators, department heads, county employees, other agencies, and the general public; Coordinates the flow of budget information among departments and acts as the liaison between County Administrator and Department heads in formulating budget requests; Works with Treasurer to ensure accuracy of budget submissions and reconciliation of performance budget with line item budget; First line of contact between visitors & staff to the County Administrator Secretary for the Schuyler County Human Services Development Corporation Secretary for the Schuyler Tobacco Asset Securitization Corporation Create & maintain budgets, minutes, reporting for the STASC & Relay pertinent information & training opportunities to both the STASC & Board of Directors ---PAGE BREAK--- Confidential Secretary to the County Administrator 2 Create & maintain sublease agreements for the Schuyler County Human Services Development Corporation Create lease invoices & disseminate to leasers Perform as webmaster for all departments. Administers County property and casualty liability insurance; Medical Malpractice Insurance; Single point contact between insurance agent & Schuyler County Dates, reviews and submits travel request forms to County Administrator for approval and maintains travel records; Contact person for County departments and Information Technology service providers; Maintain Secure Pass participants & coordinate with the Court Sergeant Transportation duties such as attending meetings, trainings; Correspond with NYS Transportation Rep on grants & required reporting Take part in the Federal ADA Compliance Reviews Prepare and disseminate grants with the Third-Party Transit Administrator Submit vouchers related to Transportation Funds to the SFS; Coordinate payments to be received with the Treasurer’s Office Receives Freedom of Information Requests; Works with departments with FOIL responses; Coordinates with BOCES of visits by High School Students to county departments/buildings Coordinates American Red Cross Blood Drives as sponsored by Schuyler County Works with small committee on the Administrative Teams Sunshine Fund Coordinates use of & gives tours of the Watkins Performing Arts Center; Suggested Education and Experience: A. Associate’s degree in office technology, secretarial science, or business administration and two years of upper-level or executive secretarial experience which included computer use and bookkeeping; or B. Graduation from high school or possession of an equivalency diploma and four years of secretarial experience with at least two of the years experience as described in C. An equivalent combination of training and experience as defined by the limits of and Other Qualifications: Excellent office skills including keyboarding, office equipment, and personal computer; Knowledge of commonly used software programs for word processing and spreadsheets; Ability to communicate effectively both orally and in writing; Ability to perform legal or other research; Ability to analyze and compile data and write reports; Ability to establish and maintain positive working relationships with others; Ability to perform basic bookkeeping; Ability to maintain highest standards of confidentiality; Highly organized; Physical condition commensurate with the demands of the position.