Secretary II

GENERAL DESCRIPTION:

A skilled position assisting the Chief and Chief Deputy; responsible for clerical tasks including, computer skills, answering phone calls and assisting visitors.

ESSENTIAL JOB FUNCTIONS:

The following statements describe the principal functions of the job and its scope of responsibility but should not be considered an all-inclusive list of work requirements.  Individuals may perform other duties as assigned.

• Prepares forms independently and composes letters for supervisor’s signature.  
• Follows up to ensure timely action/results.
• Sets up and maintains files to include letters and related material in an acceptable manner.  
• Assembles information for supervisor’s use.  
• Keeps department appointment calendar and schedules appointments and meetings.
• Receives and screens callers. 
• Answers inquiries or refers callers to appropriate personnel.
• Assists in drafting, proof-reading and processing reports, letters and other documents.
• Processes requisitions and credit card purchases for Fire Rescue Department. 
• Composes and distributes routine correspondence.
• Maintains a professional and safe unit and work area adhering to established safety policies and the image desired for the organization.
• Consistently follows Board policies and procedures.
• Responds productively to change and performs all other related tasks as directed.

KNOWLEDGE, SKILLS AND ABILITIES:

 Knowledge of Fire Rescue activities, including policies and procedures.  
• Knowledge of office techniques, business arithmetic, and business English including composition, spelling and punctuation.  
• Skill in the use of office equipment, word processing programs, computers, etc. with the ability to learn new programs as needed.  
• Ability to prepare documents and independently compose letters and memorandum.
• Ability to make decisions in accordance with the rules, regulations and policies of the department.
• Skill in effective communications and in all facets of customer service.
• Ability to maintain effective working relationships with paid and volunteer co-workers, officers, elected officials, vendors, and the general public.

PHYSICAL SKILLS:

Must be able to remain in a stationary position for 50% of the time.  Must be able to frequently position self to reach files and other office items located on low shelves or the floor.  Must be able to inspect and assess daily email and postal mail correspondence. Frequently communicates with the public, vendors, co-workers, managers and directors.  Must be able to exchange accurate information in these situations.  Frequently operates various types of office equipment to include, but not limited to a computer and copy machine.  Occasionally ascends/descends stairs.  Rarely moves materials and office equipment weighing up to 25 lbs.  Constantly works in an indoor environment.  Rarely works in inclement outdoor weather conditions. Rarely operates motor vehicle for up to four (4) hours continuously or intermittently. 

MINIMUM QUALIFICATIONS:

EDUCATION AND EXPERIENCE:

Graduation from an accredited high school or possession of an acceptable equivalent diploma.  A minimum of three (3) years of  secretarial/clerical experience. Experience working for a Fire and/or EMS Department preferred.

LICENSES, CERTIFICATIONS, OR REGISTRATIONS:

Must possess and maintain a valid Florida Driver License.

OTHER JOB-RELATED REQUIREMENTS:

Disaster Essential. 

THE HIGHLANDS COUNTY BOARD OF COUNTY COMMISSIONERS
Does not Discriminate on the basis of age, race, sex, religious belief, color, national origin, disability/handicap, gender, gender identity, sexual orientation, genetics or any other legally protected group/class. We are proud to be a drug free workplace. Screening tests for illegal drug use may be required as a condition of employment