SECRETARY - COMMISSIONERS' COURT

SECRETARY - COMMISSIONERS' COURT

Salary : 114 - $37,678 minimum salary.

Purpose of Classification

• Performs secretarial and administrative work in support for the office of the County Clerk, Duties include assists in the day-to-day operation of the office receiving documents;
• entering data into automated legal systems, verifying data and processing data. Positions in this class perform routine data entry and identify needed corrective actions to resolve discrepancies;

answer accounting questions; and maintain legal documents and records.

Essential Functions

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.

Other duties may be required and assigned.

Provides secretarial assistance to County Commissioners' Court as needed; answers telephone and takes messages; required to attend Commissioners' Court Meetings, both Special and Regular, and any other Public Meeting deemed necessary.

Types, faxes and / or transcribes all necessary documents as assigned by the Cameron County Clerk which include : Letters, Memos, Commissioners Court Minutes, Agenda Items Requests, Complaint(s) Responses, Contracts, MOUs, resolutions, orders, etc.

• prepares materials and documentation for the Commissioners' Court Meetings such as limited to contracts, MOUs, resolutions, orders etc.;
• Receives and processes documents for assigned programs. Reviews documents for completeness and accuracy; pair documents to related information such as Letters, Memos, Commissioners Court Minutes, Agenda Items Requests, Complaint(s) Responses, Notices of Depositions, Lease Agreements, Contracts and Interrogatories and Response to Interrogatories;

Responsible to place Commissioners' Court Minutes on the Agenda for approval and review by Commissioners' Court and obtains signatures of the County Judge and County Clerk for said Minutes once approved.

Provides assistance and information to attorneys, employees, managers, vendors, citizens, local businesses, and / or and other interested parties, processes transactions, issues documents;

communicates with customers, employees and other individuals to answer questions, disseminate or explain information and address complaints.

Maintains assigned inventory; prepares purchase orders for needed materials, equipment, and supplies; receives and distributes incoming shipments;

reviews and forwards for payment.

Additional Functions

Performs other related duties as required.

Minimum Qualifications

Associate's Degree in Business Administration supplemented by three (3) years of experience performing secretarial and / or administrative support work;

or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

Knowledge, Skills, and Abilities :

• Knowledge of record keeping, report preparation, filing methods, and records management techniques.
• Knowledge of codes, statutes and regulations pertaining to the office of the County Clerk.
• Knowledge of policies, practices and procedures of the office of the County Clerk.
• Knowledge of basic typing skills (45 wpm) and computer data entry.
• Ability to communicate in English and Spanish.
• Possess good communications skills (writing, listening, and speaking) and have the ability to deal effectively with all management levels.
• Ability to project a positive and professional image of the office of the County Clerk.

Special Requirements :

May be required to work more than 40 hours during the workweek.

Telecommunication skills.

ADA Compliance

Physical Ability : Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and / or pulling of objects and materials of light weight (5-10 pounds).

Tasks may involve extended periods of time at a keyboard or work station.

Sensory Requirements : Some tasks require the ability to perceive and discriminate sounds and visual cues or signals. Some tasks require the ability to communicate orally.

Environmental Factors : Essential functions are regularly performed without exposure to adverse environmental conditions.

This position is subject to a six (6) month probationary period prior to Civil Service eligibility. Must submit to a Civil Service Clerical Exam.

Benefits : Cameron County Offers Excellent Fringe Benefits, Including : Health and Life Insurance Protection, Sick and Annual Leave, Retirement System, and Paid Holidays.

Cameron County has a mandatory direct deposit payroll program.

AA / EEO / MFD EMPLOYER