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SENIOR SECRETARY III

Location
Los Angeles, CA

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Job Description
DEPARTMENT OF PUBLIC HEALTH
TRANSFER OPPORTUNITY ANNOUNCEMENT
TRPH2102-3
VACANCY INFORMATION
Health Facilities Inspection Division
12440 E. Imperial Highway, Suite 522
Norwalk, CA 90650
Essential Job Functions
The Department of Public Health, Health Facilities Inspection Division seeks a skilled, resilient and highly motivated Senior Secretary III. The position will provide a wide range of secretarial duties for the division: Excellent communication skills that will be utilized to reply to correspondence with and without dictation; drafts letters, memos, and bulletins with or without dictation; and, takes minutes at meetings and draft meeting minutes for HFID Chief level or higher for review and approval.
Proofreads all documents, reports, and materials being submitted for review and approval, ensures all relevant documents are included before submitting to HFID Chief.
Screens office callers and telephone calls, furnish requested information, refers calls to other staff better qualified to answer the questions and personally takes care of those calls which do not require the attention of the HFID Chief. Takes messages for managers and other staff when appropriate.
Makes travel arrangements, complete the appropriate forms for travel, develop an itinerary, and prepare monthly mileage forms; and schedules meetings, appointments, conferences including the location of the meeting, send out email reminders to all participants.
Prepare the HFID Chief for the meetings, conferences, etc. by gathering the files and pertinent information for the meetings, conferences, etc.
Assists in gathering data for general information purposes or special reports, contacting other Department, employees, agencies, and individuals for additional material as necessary, and may prepare reports for approval upon request.
Prepares charts, graphical displays of data and info graphics.
Maintains equipment logs, i.e., photocopier, fax machine and cell phones. Be able to troubleshoot office machinery and call for repairs.
Train clerical staff to ensure proper coverage when scheduled and unscheduled absences occur.
Maintain filing systems (office/ personnel/ confidential) that can be readily retrieved by management.
Acts as intermediary between the HFID Chief and staff, transmitting messages, requests, both written and verbal.
Order supplies and equipment as necessary and ability to lift and carry up to 10 pounds; i.e., paper, files, supplies. May be required to reach overhead for files, supplies, etc.
May perform other duties as assigned by management.
Requirements
Must currently be a permanent Los Angeles County employee who holds the payroll title of Senior Secretary III.
Desirable Qualifications:
Good verbal and written communication and customer service skills.
Proficient in the operations of computer systems such as Excel, Word, eHR, Internet, Intranet, Outlook and PowerPoint.
Must be motivated; able to work independently and as a team player.
Have a positive attitude.
Be flexible in work assignments.
Be able to prioritize assignments and meet deadlines.
Excellent attendance record
Demonstrate ability to handle high profile assignments
Ability to main discretion and strict confidentiality
To be considered email the following information toAmy Sandoval, **** : A Cover letter and Resume
Last two performance evaluations
Prime Variance time history report for the last 24 months
**** with any questions that you may have.
Closing Date/Time:
Employer:
LOS ANGELES COUNTY
This listing is managed by:
About Los Angeles County
With a population of over ten million people, the County of Los Angeles has more residents than any county in the nation, and within its boundaries are 88 cities. It is rich in cultural diversity and home to world renowned museums, theaters, the nation’s motion picture industry, major universities, and numerous five-star restaurants. The mountains, deserts, and the beautiful Pacific Ocean, along with some of the world’s finest urban recreational attractions, are freeway close.
The County is governed by a five-member Board of Supervisors (Board) who are elected on a non-partisan basis and serve four-year staggered terms. As the governing body, the Board serves as both the executive and legislative authority of the largest and most complex county government in the United States. There are 34 appointed department heads that report to the Board.  There are also three elected officials (Assessor, District Attorney, and Sheriff) for a total of 37 major administrative units or departments that currently serve the needs of the County’s residents.
Selected by Forbes Magazine as one of America’s Best Employers of 2016, the County’s annual budget for fiscal year 2016-2017 is $29 billion, with funding for approximately 108,000 positions to serve its diverse population.
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