Department Secretary

SUPERVISORY RESPONSIBILITIES
May supervise and can orient individuals assigned to the department.
DUTIES
75%

• Independently gathers and sorts information; develops and formulates layout and design of special and varied

reports and manuscripts.

• Ensures successful workflows, schedules, communications, and office environment on a daily basis.
• Determine which issues require immediate attention, and communicate to leadership any deviations from

operating procedures.

• Assist staff members with coordination of schedules, appointments, daily operational tasks, and travel

arrangements.

• Establish and maintain record-keeping systems for files, contacts and employee updates
• Oversee office equipment and supplies, and initiate requisitions to replenish inventory.

Prepare letters, reports, memoranda, tables, financial data, meeting minutes, forms, and similar material based on
dictation, rough draft, and plain or corrected copy; review materials for accuracy and formatting; initiate
agreements.

• Sorts, screens and distributes incoming and outgoing departmental mail.
• Relieves supervisor of routine administrative duties.
• Organizes and maintains a current and functional filing system or the department and their own workstation.
• Catalogs and maintains resource materials.
• Answers phones.
• Maintains various department logs.
• Takes meeting minutes.
• Monitors activities to ensure compliance with all applicable rules, regulations, laws, policies/procedures, and

collective bargaining agreements.
20%

• Serves as department receptionist by handling incoming and outgoing calls, greeting visitors and ascertaining the

nature of business.

• Schedules appointments and meetings and provides general information on departmental matters. Including

coordinating the scheduling of meeting rooms.

• May represent department personnel in their absence at program functions.
• Maintains an itinerary of daily whereabouts of departmental personnel.
• Organizes miscellaneous programs and meetings for related organizations.

The Lucas County Board of Developmental Disabilities values diversity and is committed to providing an inclusive
environment where every employee, individual served, family and provider is heard and respected.
2

• Assist staff with onboarding
• Completes special projects.

5%

• Performs other related duties as required.

WORKING CONDITIONS

• Position may involve exposure to individuals with medical and behavioral risks.
• Position may require evenings, weekends, and locations convenient for individuals and families.

KNOWLEDGE, SKILLS, & ABILITIES

• Ability to promote an inclusive environment for all board staff, individuals served, families, and providers.
• Knowledge and ability to operate personal computer, applications software, and basic office equipment.
• Knowledge of business and public agency practices and procedures.
• Ability to prioritize and work independently.
• Ability to type with accuracy and within established speed standards.
• Competency in office practices and procedures.
• Must be accomplished in handling multiple tasks.
• Ability to establish and maintain harmonious relationships.
• Ability to maintain accurate departmental records.
• Basic math skills.
• Effective organizational and responsive communication skills.
• Adherence to the principles of good management practices as outlined in the "Expectations for Effective Leadership and Management Practices."

QUALIFICATIONS, EDUCATION & EXPERIENCE REQUIREMENTS

• High school diploma or G.E.D. Associate degree in related field preferred.
• Two (2) years secretarial experience required including experience with Microsoft Word software. Experience with Power Point software is preferred.
• Required to pass a keyboard skills test with a minimum of 60 words per minute with 90% accuracy rate. Required to pass an intermediate proficiency skills test in MS Word, and Excel.

CERTIFICATION, REGISTRATION AND LICENSURE

• N/A

TRAINING

• Training as required by the Board and DODD.

OTHER

• Requires reliable transportation.