Secretary II

Job Description:

Secretary II

Description

CAREER DESCRIPTION

SECRETARY II

Salary may be negotiable within the range listed above, based on position requirements and successful candidate's qualifications, subject to appropriate authorization.

OPEN TO THE PUBLIC
This recruitment is being held to establish a list to fill current/future Secretary II positions. The current vacancy is within the Probation Department, in Laguna Hills, CA. This recruitment may also be used to fill positions in similar and/or lower classifications throughout the County of Orange.

DEADLINE TO APPLY

Qualified applicants are encouraged to apply immediately, as the recruitment will close on
Thursday, July 24th, 2025, at 11:59 PM (PST).

PROBATION

The County of Orange, Probation Department assists the criminal justice system in Orange County, California by making a safer Orange County through positive change. Under the direction of the Chief Probation Officer, a dynamic executive team with an organizational structure comprised of four bureaus - Adult Operations, Juvenile Operations, Administrative Services, and Strategic Develpment - serves the community using efficient and research supported corrections practices to reduce crime, assist the Courts in managing offenders, promoting lawful and productive lifestyles and assisting victims.

THE OPPORTUNITY
The successful candidate will be a key member in providing secretarial services to Management staff. The major responsibilities of the position include, but are not limited to:

• Screens office calls, takes detailed messages, and furnishes requested information.
• Maintains and manages pertinent and confidential information by creating reports, memos, correspondence, spreadsheets, presentations, quarterly reports and other related documents using computer software systems.
• Gathers data for general information purposes or special reports. Will contact other departments, employees, agencies, and individuals for additional material as necessary, as well as prepare reports for supervisor's approval upon request.
• Prepares and finalizes correspondence, documents, forms, etc., and ensures that all materials submitted for approval are accurate and complete, and that all relevant information and attachments are included.
• Coordinates office management activities including preparing agendas, scheduling meetings and maintaining calendars.
• Administrative and office services tasks, including performing complex and highly responsible administrative work.
• Takes, summarizes, and distributes notes and meeting minutes.
• Makes travel arrangements and arranging for conference attendance.
• Interprets policy and procedures along with administrative regulations.
• Performs other duties as assigned.

DESIRABLE QUALIFICATIONS AND CORE COMPETENCIES
The ideal candidate will have experience in organizing, planning, prioritizing assignments and providing administrative support to high level management positions. In addition, the ideal candidate will demonstrate experience in the following core competencies:

Technical Expertise/Computer Savvy

• Operates multiple telephone lines, computers and applicable peripheral equipment
• Experience taking meeting minutes
• Proficient in MS Office Suite applications, including Outlook, Word, Excel, Teams.
• Composes technical reports and documents
• Maintains and manages pertinent information by creating reports, memos, correspondence, spreadsheets, presentations and other related documents using current computer systems
• Prepares agendas and minutes as needed for departmental meetings
• Sound judgement and discretion in handling confidential information as dictated by the assignment
• Reads and interprets complex policies, regulations, and guidelines

Communication/Interpersonal Skills

• Correct English usage, spelling, vocabulary and punctuation
• Interacts with departmental staff, other County employees, and outside agencies/constituents with professionalism, tact and diplomacy
• Effectively conveys and clarifies information utilizing business grammar and punctuation
• Effectively follows written and oral instruction and able to give instructions to others
• Concisely composes written documents to convey thoughts and ideas with accuracy
• Ensures customer service satisfaction and responds timely to inquiries using effective oral and written skills
• Exercising discretion and an appropriate sense of urgency in maintaining confidential and/or sensitive information.

Planning/Organization

• Able to multitask and prioritize assignments
• Performing complex record keeping by being detail oriented with a high level of accuracy
• Manages and maintains both hard and soft copy files
• Uses schedules, project plans, agendas, and other planning and organizing tools to accomplish tasks and meet all deadlines

MINIMUM QUALIFICATIONS
Click here to learn more about the minimum qualifications for the Secretary II job classification.

PHYSICAL, MENTAL AND ENVIRONMENTAL CONDITIONS
The County of Orange is committed to providing a means for applicants who may have a disability to identify areas in which they may request a reasonable accommodation. The following is a description of the physical and environmental abilities which are customarily required to perform the essential job function of this position. Applicants are encouraged to contact the recruiter listed for any questions or to request an accommodation during the testing / selection process.

Physical Characteristics: Vision sufficient to read standard text, fine print, various handwritings and view a computer monitor; speak and hear well enough to communicate clearly and understandably in person and over the telephone; independent body mobility sufficient to stand, sit, walk, stoop and bend routinely to perform daily tasks; ability to sit for prolonged periods of time; manual dexterity to use hands, arms and shoulders repetitively to operate a keyboard and use other office equipment such as a stapler, telephone and photocopy machine.

Environmental Conditions: Ability to work in an office environment with changing priorities, deadlines and multiple assignments concurrently.

RECRUITMENT PROCESS
Human Resource Services (HRS) screens all application materials for minimum and/or desirable qualifications. After screening, applicants who meet the minimum and/or desirable qualifications will be referred to the next step in the recruitment process. All applicants will be notified via email of their status in the process.

Online Exam | Multiple Choice (Weighted 100%)
An online exam consisting of job-related questions will be administered. Candidates who pass this test will be referred to the next step. This is a standardized test and there are no study guides available.

Based on the Department's needs, the selection procedures above may be modified. Candidates will be notified of any changes in the selection procedures.

Eligible List
Once the assessment has been completed, HRS will establish an eligible list of candidates. Candidates placed on the eligible list may be referred to selection interview to be considered for present and future vacancies.

Veterans Employment Preference
The County is committed to providing a mechanism to give preferential consideration in the employment process to veterans and their eligible spouses and will provide eligible participants the opportunity to receive interviews in the selection process for employment and paid internship openings. Please click here to review the policy.

ADDITIONAL INFORMATION

Email Notification
Email is the primary form of notification during the recruitment process. Please ensure your correct email address is included in our application and use only one email account.

NOTE: User accounts are established for one person only and should not be shared with another person. Multiple applications with multiple users may jeopardize your status in the recruitment process for any positions for which you apply.

Candidates will be notified regarding their status as the recruitment proceeds via email through the GovernmentJobs.com site. Please check your email folders, including spam/junk folders, and/or accept emails ending with "governmentjobs.com" and "ocgov.com." If your email address should change, please update your profile at www.governmentjobs.com .

Frequently Asked Questions
Click here for additional Frequently Asked Questions.

For specific information pertaining to this recruitment, please contact Lauren Taliaferroat (714) 645-7048 or lauren.taliaferro@prob.ocgov.com .

EEO INFORMATION

Orange County, as an equal employment opportunity employer, encourages applicants from diverse backgrounds to apply.

Non-Management Benefits
In addition to the County's standard suite of benefits, such as a variety of health plan options, annual leave and paid holidays--we also offer an excellent array of benefits such as a Health Care Reimbursement Account, 457 Defined Contribution Plan and Annual Education and Professional Reimbursement. Employees are provided a Retirement Plan through the Orange County Employees Retirement System (OCERS).

Please go to the following link to find out more about Defined Benefit Pensions and OCERS Plan Types/Benefits.
http://www.ocers.org/active-member-information

Click here for information about benefits offered to County of Orange employees.

Closing Date/Time: 7/24/2025 11:59 PM Pacific

Salary:

$54,371.20 - $73,257.60 Annually