Administrative Secretary

Job Description

General Overview

Under general direction; relieves department official(s) of administrative tasks and represents them in their absence, researches information, analyzes data and recommends changes and programs for approval, performs secretarial duties as assigned.

Required Qualifications

Any combination of training and work experience which indicates possession of the skills, knowledge and abilities listed below. Completion of high school level education supplemented by coursework in general office practices plus three (3) years office management/executive secretary experience.

Knowledge, Skills, and Abilities

Comprehensive knowledge of office management; office practices and procedures; government structure and process; public relations; research methods; bookkeeping; employee training and development; interviewing. Thorough knowledge of policy and procedures*; supervision procedures. Basic knowledge of higher mathematics. Ability to make appointments; sort items into categories according to established method; communicate effectively in written and oral form; define problems, collect data, establish facts and draw valid conclusions; copy material accurately and recognize grammatical, spelling and copy errors; maintain accurate records; develop and maintain effective working relationships with associates; supervisors and public officials; operate a variety of standard and complex office equipment; prepare concise and accurate reports; compose business letters; proofread technical materials, recognizes errors and makes corrections; calculate fractions, decimals, percentages. Skills in keyboard operation; P/C operation; calculator. (*Indicates developed after employment).

Job Duties

The duties listed below are intended to depict tasks performed by this classification.

• Relieves official of routine administrative tasks.

• Directs activities of department heads and/or supervisors as instructed and transmits decisions to and from department personnel, receives and responds to inquiries from constituents, general public and employees; responds to public complaints; represents official and/or attends various meetings with officials (e.g., Board of Revision, Budget, Planning, etc.).

• Researches information and prepares reports.

• Analyzes data from department heads/supervisors and summarizes for review.

• Recommends procedural changes and/or organizational changes as indicated by data reviewed.

• Prepares special studies (cost summaries, contract service summaries, etc.).

• As required reviews and oversees preparation of department accounts.

• Performs confidential and complex secretarial functions (e.g., types a variety of material including agendas, correspondence, reports, documents, forms, memos, inter-office communication, etc.; from rough draft, tape recorder, etc.).

• Composes responses for signature; maintains all records and files affiliated with operation of official's office.

• Schedules and maintains appointment schedules, sets up meetings, conferences, makes travel arrangements as required.

• Receives, sorts and distributes incoming mail.

• Prepares records for office; prepares personnel action forms, job descriptions, as required; may train and/or supervise office personnel (e.g., ensures work is performed according to established policy and procedures to meet project deadlines, takes corrective action, recommends commendation, schedules and/or assigns work, etc.).

Administrative Secretary - Criminal Division

General Overview

The Summit County Prosecutor's Office is devoted to making our community a better and safer place for families and crime victims. We fairly, ethically, and truthfully seek justice for all. Under general direction, an administrative secretary performs various administrative tasks to provide support services for one or more assigned assistant prosecutors. We are currently hiring an administrative secretary for our Criminal Division. The courtroom secretary works closely with the prosecutors assigned to that courtroom as well as court staff to ensure all work is done timely and efficiently. Successful applicants will be detail-oriented, be able to multitask, work well in a team environment, and be able to maintain confidentiality throughout employment. Duties include interactions with other county offices, including typing legal documentation and correspondence, submitting filings, answering phones, and performing other related duties as required.

Required Qualifications

Any combination of training and work experience which indicates possession of the skills, knowledge and abilities listed below.

Completion of high school level education supplemented by coursework in general office practices plus three (3) years secretary experience.

Knowledge, Skills, and Abilities

• Experience working with clients of diverse racial, cultural, and socio-economic backgrounds.

• Experience working in a fast-paced legal environment.

• Excellent critical-thinking, problem-solving, and organizational skills.

• The capacity to manage multiple projects and assignments simultaneously, often with competing deadlines.

• Excellent communication skills, including ability to communicate clearly with a wide range of people.

• Ability to derive and implement creative solutions.

• Works well in a positive work environment that values a team approach.

• The ability to handle sensitive information and keep confidential all case information.

Job Duties

• Type legal documents and correspondence.

• Process confidential information.

• Prepare case files.

• Ability to communicate effectively with jurors.

• Maintain juror calendar for appropriate juror coverage.

• Communicate well with court personnel, victims, police officers and prosecutors.

• Ensure daily testimony is uploaded and labeled correctly in computer software.

• Prepare new jurors for orientation by making new juror folders, setting up orientation speakers and orientation luncheon, etc.)

• Schedule jail tour for jurors.

• Prepare venire to be filed with the clerk's office.

• Be able to learn and effectively use the office case management system Matrix.

• Process service for court hearings.

• Scan documents into Matrix.

• Make paper copies and/or copy electronic media.

Performs other related duties as required. Benefits Package includes:

• Ohio Public Employees Retirement System (OPERS) Pension

• Health Insurance

• Vision Insurance

• Dental Insurance

• Prescription coverage

• Flexible Spending Accounts

• Life Insurance

• Wellness Incentive Program

• Discounted, Pre-Taxed Parking

• Paid Holidays, Sick Time, Vacation Time, and Parental Leave

• Work-Life Blend

o Flex Time

o Some remote work options

o County Gym

o EASE at Work provides 27/7 365-day mental health counseling, life coaching, medical advocacy, legal/financial services and more

• Culture and Work Environment

o Diversity, Equity, and Inclusion focused

o Community Involvement focused

o Volunteer Opportunities are provided and encouraged

Position : 295011009

Code : 20242900-3

Type : INTERNAL & EXTERNAL

Group : PROSECUTOR

Job Family : LEGAL

Posting Start : 04/15/2024

Posting End : 12/31/9999

HOURLY RATE RANGE: $18.88-$22.19