Secretary – Douglas County, GA

SUMMARY : This is routine secretarial and clerical work in Fire Department Administrative Offices. Duties include: performing general secretarial duties, directing telephone calls and visitors to the proper person or location, assisting the general public, and, providing general clerical support for the work unit. The completion of assigned duties requires judgment in interpreting and applying related policies and procedures. Work involves contact with general public, other department and county employees. This classification has no supervisory responsibilities.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Duties include but are not limited to:

• Receiving incoming telephone calls, greeting the general public, and determining the nature of person’s business
• Responding to requests for information by referring calls to appropriate staff member, taking messages, or providing information according to instructions or knowledge of department
• Printing draft and final copies of typed materials; reproducing materials and distributing to staff
• Operating a personal computer to produce reports, correspondence, and other documents from rough draft, written copy or verbal instructions
• Establishing, updating, and maintaining files and records essential to the basic function of the department
• Coordinating maintenance and repair of office equipment
• Stocking central supplies and materials; conducting periodic inventory; reordering as needed
• Receiving, logging in, distributing, and filing incoming correspondence from fire stations and other divisions within Fire Department
• Preparing weekly and monthly routine reports that relate to department operations
• Answering routine questions from department employees or the general public regarding department or division operations
• May operate a vehicle in conducting related county business
• May serve as backup to other clerical staff
• Performing other duties as assigned

QUALIFICATION REQUIREMENTS:

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 necessary. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

MINIMUM EDUCATION and/or EXPERIENCE:

• High school diploma or GED
• Experienced in Microsoft products (including but not limited to Outlook, Word, Excel, Teams) preferred
• Two years professional related work experience preferred
• An equivalent combination of education and experience may be considered

ELIGIBILITY REQUIREMENTS:

• Must be 18 years of age or older
• Successful completion of pre-employment polygraph examination

CERTIFICATES, LICENSES, REGISTRATIONS:

• Possess and maintain a valid Georgia driver’s license (Class C) and a satisfactory Motor Vehicle Record (MVR) if assigned job duties requiring the use of a vehicle

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of or ability to learn county and department operations, ordinances, policies, procedures, terminology, and materials as they relate to assignment
• Knowledge of business English, spelling, and grammar
• Knowledge of basic business mathematics: addition, subtraction, multiplication, and division
• Knowledge of secretarial and modern office practices, methods, and equipment
• Knowledge of specialized software, materials, terminology, and forms essential to the assignment
• Skill in creating, maintaining, and organizing accurate, detailed, and complete records in accordance with standard record-keeping procedures
• Skill in effective inter-personal and public relations and customer service; excellent oral and written communication skills to satisfactorily resolve conflicts and issues, and to explain established policies and procedures to the general public
• Skill in performing tasks which require attention to detail, and completing assigned jobs efficiently and correctly
• Skill in planning, prioritizing, and organizing work; ability to handle multiple work assignments and deadlines efficiently, accurately, and professionally
• Skill in the use of personal computers, MS Office Suite, databases, spreadsheets, and word processing; typing and entering data into a computer system accurately and efficiently; 35 words per minute minimum
• Ability to apply common sense to understand, follow, and complete verbal and written instructions
• Ability to communicate and interact clearly and effectively with all those contacted in the course of work in a professional and courteous manner, both orally and in writing; establishing and maintaining effective, professional, and cordial working relationships
• Ability to handle confidential information professionally and to exercise discretion in performing assigned job duties; inability to maintain confidentiality will be grounds for dismissal
• Ability to read and comprehend a variety of documents, memos, instructions, correspondence, policies, et cetera
• Ability to reconcile data; make necessary additions, revisions, and updates
• Ability to remain composed, professional, and pleasant in a stressful, fast-paced, high-volume environment
• Ability to compile information to create clear and concise reports, records, correspondence, and other written material; ability to compose high-level correspondence
• Ability to resolve routine and non-routine problems and complaints by applying or adapting established policies and procedures
• Ability to work in a team setting
• Ability to work independently in the absence of specific instructions or direct supervision

Employment Opportunities (Section 13-50)

“ The recruitment, selection, appointment and promotion of employees shall be in such a manner as to promote equal employment for all persons without regard to race, age, color, creed, religion, ancestry, gender, national origin, physical handicap or political affiliation or sexual preference.”