Champaign County
Job Description

Job Title: Administrative Secretary
Department: Auditor
Reports To: Auditor
FLSA Status: Non-exempt
Employment Status: Bargaining Unit - AFSCME General Unit
Prepared Date: October, 2005

SUMMARY Performs responsible secretarial and minor administrative duties for the head of a County Department.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.

Performs secretarial duties including typing correspondence, reports, memoranda from the Department Head. Receives and screens calls and correspondence directed to the Department Head.

May manage Department Head's calendar and may arrange tentative schedules.

Answers and screens telephone calls for all office staff, takes and relays messages; responds to routine telephone inquiries; forwards calls to appropriate party.

Receives, date stamps and distributes incming mail and purchase requisitions to appropriate office staff.

Prepares special and recurring departmental reports by gathering data from various sources, compiling and typing data. May revise special forms and department documents.

Maintains a variety of logs and files.

Responsible for auditing and processing charges for the County's long distance telephone bill to over 30 County departments. Prepares vouchers for each Department Head's review and approval and processes billings to outside agencies not included in the County's Accounts Payable system.

Monitors departmental materials and supplies and orders as needed.

May help new employees complete paperwork in order to be put onto the County's payroll and informs them of various County policies pertaining to payroll.

Enters amounts from Budget Amendments and Transfers into computer system after County Board approval and returns approved paper copies to Departments.

May approve and process Payroll Advance checks and Accounts Payable checks. Types Investment Checks as directed by the Treasurer. Types reimbursement checks from various funds determined by information from monthly printouts.

Responsible for maintaining petty cash drawer and distribution of petty cash to other County departments when necessary.

Performs other duties as assigned.

SUPERVISORY RESPONSIBILITIES None.

QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION and/or EXPERIENCE High school diploma or general education degree (GED) or graduation from a recognized secretarial school supplemented by two years of responsible secretarial experience; or equivalent combination of education and experience. Requires good knowledge of County government operations.

LANGUAGE SKILLS Ability to read and interpret documents such as rules, equipment and software operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of employees and to deal one-on-one with the public. Requires good knowledge of the English language and spelling.

MATHEMATICAL SKILLS Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent.

REASONING ABILITY Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to handle a number of administrative functions independently. Ability to deal with problems involving a few concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS As required.

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is frequently required to sit; use hands to finger, handle, or feel; and talk; or hear. The employee is occasionally required to stand; walk; and reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision and ability to adjust focus.

WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Normal office conditions. The noise level in the work environment is usually quiet.

NOTE: This document contains wording of a description of a general class of positions within the Champaign County salary administration program. The description contains examples of duties and responsibilities which may or may not be considered to be "essential functions" to a particular job or position with this job class. "Essential functions" are to be determined at the position or job level within each department.