POSITION: Secretary

DEPARTMENT: Board of Commissioners

WORK SCHEDULE: 8:00am-4:30pm, Monday – Friday

JOB CATEGORY: COMOT (Computer, Office Machine Operation, Technician)

DATE WRITTEN: 06/03/2025                STATUS:  Full-Time

DATE REVISED: 07/02/2025                 FLSA STATUS:  Non-Exempt

To perform this position successfully, an individual must have the ability to execute each essential function satisfactorily. The requirements listed within this document represent knowledge, skills, and/or abilities required to perform satisfactorily in this position. St Joseph County provides reasonable accommodations to qualified applicants and employees with known disabilities who require accommodations to complete the application process and/or perform the essential functions of the job, unless those accommodations would present an undue hardship. 

RESPONSIBILITIES:

Incumbent serves as Secretary for the St Joseph County Board of Commissioners Department, who is responsible for providing support to the members of the Board of Commissioners (BOC), the Board of Commissioners Executive Assistant, and with assisting the public in various forms. Incumbent reports directly to the Board of Commissioners Executive Assistant. Conducting duties by efficient operation of the office by handling various clerical, organizational and scheduling tasks in a professional manner. Incumbent must exercise discretion when handling highly confidential information when communicating information on behalf of the department.

DUTIES:

• Answer telephones and route calls
• Greet and direct incoming visitors
• Assist with requests from elected officials and department members on behalf of the BOC
• Take messages, track and respond accordingly to inquiries, and route accordingly
• Assist with maintaining meeting calendars for BOC
• Assist with scheduling meetings according to multiple stakeholders’ availability (internal departments, elected officials and outside vendors) and provide pertinent meeting materials
• Attend weekly BOC meetings and serve as back up meeting administrator
• Assist with preparing meeting agendas and packets, scanning and saving documentation, distributing and posting requirements according to the State of Indiana
• Assist with notifying the news media of scheduled and/or cancelled meetings and other newsworthy events
• Assist with maintaining BOC document database of files and County contracts, agreements, leases, Memorandums of Understanding, interlocal agreements, resolutions and ordinances, and service agreements according to the requirements of the State of Indiana and County governmental file management guidelines
• Process internal employee requests, such as employee travel, building usage and building postings
• Schedule reservations for use of the County/City Building council chambers, Commissioners conference room, and lobby usage for County and City
• Maintain office supplies inventory and order with various vendors accordingly
• Submit AP requests to pay invoices
• Complete all other duties as assigned

QUALIFICATIONS:

• Working knowledge of standard office equipment such as computer, calculator, printer, copy machine, and telephone system
• Working knowledge of standard office procedures, spreadsheet/database tracking, and the ability to apply such knowledge to a variety of interrelated processes, tasks and operations
• Working knowledge of Microsoft Suite products, and ability to learn various other computer programs used by the department
• Ability to follow Standard Operating Procedures (SOPs)
• Ability to type with speed and accuracy and working knowledge of standard English grammar, spelling and punctation; with ability to prepare detailed written reports, emails and maintain complete and accurate files
• Ability to provide public access to or maintain confidentiality of department information and records according to state requirements.
• Ability to meet all department hiring and retention requirements, comply with all employer and department policies and work rules including but not limited to attendance, safety, drug-free workplace and personal conduct
• Ability to effectively communicate orally and in writing with coworkers, other County departments, elected officials, and the public including being sensitive to professional ethics, gender, culture, all diversities and disabilities for the purposes of establishing cooperative work relationships and exchanging of information
• Ability to competently serve the public with diplomacy and respect including occasional encounters with irate/hostile persons
• Ability to work on several tasks at the same time and rapidly for long periods, occasionally under time restraints, after hours and once a month nightly BOC meetings
• Ability to understand, memorize, retain and carry out written and/or oral instructions and present findings.
• Possess strong attention to detail, organizational, and time management skills
• Ability to work alone with minimum supervision and with others in a team environment

EDUCATION/EXPERIENCE:

• High school diploma or GED required
• Minimum of 2 years of office experience or closely related field, or equivalent combination of education and previous work experience required

PHYSICAL REQUIREMENTS:

Incumbent performs a majority of responsibilities and duties in a standard office environment working on a computer, involving sitting for long periods, sitting/walking at will, keyboarding, lifting and/or carrying objects weighing under 25 pounds, close vision tasks, speaking clearly and hearing sounds/communication, and filing and scanning documents. Incumbent periodically works extended hours.