Secretary II - Confidential

About the DepartmentPosition Duties

• Maintains correspondence and data files including confidential and sensitive files.
• Makes appointments and arranges details of conferences exercising discretion in committing the manager's time.
• Gathers and distributes supporting data for meetings, projects, and reports.
• Acts as recording secretary to departmental management meetings, county-wide committees or public advisory groups.
• Takes notes, screens callers and visitors and personally assists those whose business does not warrant seeing the manager.
• Answers a variety of questions requiring considerable tact and judgment.
• Personally deals with complaints where possible.
• Independently composes non-routine letters and memos requiring knowledge of the department's policies and procedures.
• Types letters, reports, and other finished copy from oral instructions, rough drafts, dictation or marginal notes.
• May follow up with other staff to insure that deadlines are met
• Handles confidential information and matters of personal delicacy.
• Processes travel requests, makes travel and accommodation arrangements.
• Assists in the technical preparation and administration of the departmental budget and maintains budget and maintains budget and expense account records.
• Takes action during the manager's absence and uses initiative and judgment to see that matters requiring attention are referred to delegated authority or handled.
• Selects and/or makes recommendations for purchase of supplies and equipment. 

• Correct English usage, grammar, spelling, vocabulary and punctuation.
• Modern office methods and practices including filing systems, business correspondence, and reception techniques.
• Basic research and survey methods.
• Business report writing techniques.
• Programming, operation and capabilities of various word processing machines.
• Budget preparation, submission and monitoring procedures.
• Principles of supervision and training.

• Plan, organize, and complete work rapidly and efficiently.
• Interpret and apply departmental policies, and rules.
• Proofread written materials to identify errors in punctuation, spelling, and grammar.
• Compose correspondence based on policy and guidelines.
• Take dictation or notes for long periods of time or when numerous people are speaking.
• Keep complex records and prepare reports.
• Meet the public and high level officials in situations requiring tact, diplomacy, and poise.
• Plan, organize, coordinate, and supervise the work of others as required.
• Effectively represent a Department, Board or Commission in situations.
• Establish and maintain effective working relationships.

• Operate a personal computer and other modern office equipment.
• Conduct research and develop appropriate correspondence.
• Create correspondence, spreadsheets, and presentation materials using various computer software programs.
• Establish and maintain filing systems.
• Communicate effectively with others in person and over the telephone.
• Analyze data, interpret directions, procedures and regulations, and develop appropriate responses
• Complete multiple priority projects with conflicting deadlines and under stressful conditions.
• Maintain confidential information in accordance with legal standards and/or County regulations.
• Frequent use of depth perception, peripheral vision and color perception.
• Occasionally lift, carry, reach, push, pull, twist and manipulate large and small objects.
• Occasionally kneel, bend, twist, squat, balance and crawl.
• Frequent use of hand-eye coordination.
• Frequent use of data entry device including repetitive hand and arm motion.
• Occasionally lift and carry up to 40 pounds.
• Normal dexterity, frequent holding and grasping.
• Regular attendance.
• Sit or stand for long periods of time.  

Minimum QualificationsOther Qualifications

TRAINING & EXPERIENCE EXAMINATION – WEIGHTED 100%
The Training & Experience Examination is designed to elicit a range of specific information regarding each candidate’s knowledge, skill, abilities, and potential to effectively perform the duties relative to the classification. Responses to the questionnaire will be assessed based on pre-determined rating criteria. All applicants must complete the entire examination to receive a score. In order to obtain a position on the eligible list, candidates must receive a minimum rating of 70% on the examination.  
 
Examination administration and processing time is approximately two weeks after the closing date of the job bulletin.
 
ELIGIBLE LIST INFORMATION
A departmental open eligible list will be established for the county of Merced. The list will be utilized for 12 months after it is established unless the needs of the service and conditions of the list warrant a change in this period.
 
RETEST PERIOD
Once you have taken the examination, you may not retest for SIX (6) MONTHS from the established eligibility date.
 
SPECIAL TESTING ARRANGEMENTS
Special testing arrangements may be made to accommodate applicants for disability, military, or religious reasons. If you require such arrangements, please contact CalHR at  or 916-909-3701 upon notification that your application has been approved. Documentation from medical, military, school or church officials outlining the accommodation request must be received by our office a minimum of five business days prior to a scheduled examination.
 
EDUCATION DOCUMENTS
If you are using education to meet the minimum qualifications, you must attach your transcripts to your application. Applicants with foreign transcripts must provide a transcript evaluation that indicates the number of units to which the foreign course work is equivalent. Transcripts and evaluations may be unofficial; official transcripts may be required upon appointment. Please redact birthdates and social security numbers.
 
GENERAL INFORMATION
This position is not eligible for visa sponsorship. Applicants must be authorized to work in the United States without the need for visa sponsorship by the start date of employment.
 
MSS reserves the right to revise the examination plan to better meet the needs of the recruitment if the circumstances under which this examination was planned change. Such revision will be in accordance with civil service laws and rules and all competitors will be notified.
If you meet the requirements stated on this bulletin, you may take this examination. Your performance in this examination will be rated against predetermined rating criteria. All competitors who pass will be added to the eligible list. Meeting the entry requirements does not assure success in the examination or placement on the eligible list.
 
General Qualifications: Applicants must possess essential personal qualifications including integrity, initiative, dependability, good judgement, the ability to work cooperatively with others, and a state of health consistent with the ability to perform the assigned duties of the class. A medical examination may be required. As part of the hiring process, a background investigation may be required.
 
EQUAL EMPLOYMENT OPPORTUNITY
The Merit System Services program is committed to equal employment opportunity for all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.
 
DRIVER’S LICENSE REQUIREMENT
Some positions in this classification may require possession of a California driver’s license. Employees who drive on County business to carry out job-related duties must possess a valid California driver’s license for the class of vehicle driven and meet automobile insurability requirements of the County. Eligibility for employment for those who do not meet this requirement due to disability will be reviewed on case-by-case basis by the appointing authority.  
 
ABOUT MERCED COUNTY
Merced County is located in the northern part of the San Joaquin Valley in central California, an area earning worldwide acclaim for its rich agriculture, and spans from the coastal ranges to the foothills of Yosemite National Park. The City of Merced, the self-proclaimed Gateway to Yosemite, has a population of approximately 81,102, yet retains the charm of a small town with amenities routinely found in larger communities. Merced's revitalized downtown is emerging as the entertainment center of the area. The County is representative of the rural heartland and Gold Rush remnants underpinning the state's heritage. It is a peaceful, quiet, and friendly area with an abundance of beautiful bike paths and offers choices of higher education in UC Merced and Merced College.