Executive Secretary - Probation Department (Finance)

The Riverside County Probation Department seeks an Executive Secretary to be assigned to their Riverside location. This position supports three Chief Deputy Probation Officers in the Field Services Division and Special Services Division by performing a variety of legal secretarial, clerical, and/or administrative duties. Additionally, this position serves as the lead secretary for Brown Act Meetings which requires time sensitive public notifications, agendas, and postings as required by the State of California.

The Executive Secretary will maintain and ensure accuracy in Chief Deputies' calendars; schedule meetings; prepare for Chief Deputies' meetings; heavy transcription of meeting minutes and to distribute them promptly; revise and edit documents/correspondence; maintain files; performs related duties as required.

The department seeks a self-starter candidate with attention to detail, excellent organizational abilities, as well as strong writing skills and communication skills; proficient in the Microsoft Office Suite (including Word, Excel, PowerPoint, and Outlook); able to coordinate and set up video calls; experienced in creating graph charts and other visuals using PowerPoint and/or Publisher.

Meet the Team!

The Riverside County Probation Department is a progressive criminal justice agency that believes in continuous improvement, searching and applying evidence-based and best practices, using measurable outcomes to evaluate programs, and doing our utmost to fulfill our mission and make Riverside County a safe and law-abiding community for its citizens. We recognize the value of a qualified, professional, dynamic, and diverse workforce and in building an organization that reflects the progressive community we serve.• Types correspondence, reports, memoranda, legal case records, and documents, orders, payrolls, statistical data (e.g., charts, tables, graphs) from rough drafts, marginal notes, or general instructions.

• Schedules appointments and relieves supervisor of administrative detail, such as, checking time and attendance reports and approving purchase requisitions; assists in carrying out administrative policies and procedures.

• Takes and transcribes dictation from voice recording, shorthand, speedwriting, stenography, or steno script; takes and types minutes of meetings.

• Assembles information from various sources and arranges into proper format; proofreads written materials to identify errors in punctuation, spelling, and grammar; sets up and maintains office files, records and indexes.

• Provides general information to office and telephone callers and/or refers them to appropriate party; maintains control files to monitor the status and expedite the completion of staff assignments.

• Coordinates time, place and participant arrangements for meetings.

• Sorts, screens, prioritizes and routes incoming mail; Maintains office supply inventories and orders supplies.

• May train or orient new employees; May provide lead or full supervision of a small clerical unit; Provides vacation and temporary relief as required. OPTION I

Experience: One year as either a Secretary I or Legal Support Assistant II with Riverside County.

OPTION II

Three years of increasingly responsible, broad and varied clerical experience, one year of which must have been in a secretarial or stenographic capacity performing a wide range of complex legal clerical or stenographic duties. (Completion of 18 semester or 27 quarter units from a recognized college or 360 hours of training from a recognized occupational training program in secretarial sciences, office practices, business education, criminal justice, or a closely related field may be substituted for one year of the non-specialized clerical experience).

OPTION III

Four years of increasingly responsible, broad and varied clerical experience. (Completion of 18 semester or 27 quarter units from a recognized college or 360 hours of training from a recognized occupational training program in secretarial sciences, office practices, business education, criminal justice, or a closely related field may be substituted for one year of the non-specialized clerical experience).

ALL OPTIONS:

License: Possession of a valid California Driver's License is required.

Typing Skills: Must be able to type 50 net words per minute. A typing test may be required.

Knowledge of: Typing layouts and formats; the operation and uses of common and automated office equipment including automatic or memory typewriter, personal computer, word processor, copier; filing systems (chronologic, numeric, alphabetic, subject area, tickler); business English including spelling, punctuation, grammar, capitalization and word usage; record keeping and clerical monitor/procedures; basic office procedures; arithmetic.

Ability to: Operate standard and modern office equipment; proofread and review work for accuracy and completeness; input and retrieve data from computerized record keeping systems; prioritize and route telephone calls and mail; monitor staff assignment deadlines.Contact Information

For more information regarding the position, please contact the recruiter Letisia Jimenez at (951) 955-5787 or via email at ltjimenez@rivco.org .