Part Time Executive Secretary - District Attorney’s Office

Summary: The Executive Secretary provides typing, organizational and related support to the highest-level elected executive members.

Essential Duties: Essential job duties for this position include the following items. Other duties must be performed as assigned or required.

- Evaluate efficiency and effectiveness of existing office procedures and workflow.

- Develop new, or changes in, processing, order of work accomplishment, nature and/or extent of verifications, and similar office workload activities and coordinate such efforts with individuals in related.

- Work with management, technical and/or other clerical personnel to improve timeliness, completeness and effectiveness of such work accomplishment; may oversee work of other office clerical staff.

- Maintain calendars for executive or judge; schedule appointments and meetings; remind individual of such commitments on a daily basis and place telephone calls to secure and provide information on executive's or judge's behalf.

- Schedule conferences, coordinate participants' schedules and develop agendas from information in records, prior agendas, or canvass attendees for input

- Secure arrangements for meeting rooms, equipment or other support.

- Prepare and provide summaries of background information for use in conferences

- Review incoming mail; determine priority and nature of material, procedural action required, and need for personal review by executive.

- Determine existence of related topics or activities and assembles available records and correspondence

- Greet visitors and callers and determine nature of business; explain circumstances, decisions, activities underway or anticipated, approvals, and/or status of items being treated by executive.

- May oversee work of other office clerical staff.

- Type correspondence, memoranda, reports, opinions, petitions, agreements, contracts, and similar narrative and statistical material from original source material.

- Proofread work and correct errors; may take stenographic or other notes of dictated correspondence, documents and other items.

- Compose routine correspondence such as cover letters, responses to invitations and referrals; establish and maintain office files and other recordkeeping systems.

- Performs related work as required.

Supervisory Responsibilities: The Executive Secretary has supervisory responsibility for approximately 1-3 direct reports.

Qualifications: To perform this job successfully, the individual in this position must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the minimum knowledge, skills and ability required.

Education/Experience:

- One year certificate from college or technical school; or three to six months related experience and/or training; or equivalent combination of education and experience.

Language Skills:

- Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of or

Mathematical Skills:

- Ability to add and subtract two-digit numbers and to multiply and divide with 10's and 100's. Ability to perform these operations using units of American money and weight measurement, volume, and distance.