Secretary (Mental Health)

Under immediate supervision, the Secretary provides basic secretarial and clerical services to the Mental Health Department.  Decision-making is of a routine nature; may involve supervisory responsibilities.  Has daily contact with the public which requires simple courtesies and the exercise of tact and diplomacy.

Answers telephone, screens calls and answers routine questions or transfers inquiry to appropriate department or person.

Makes appointments and maintains appointment calendar.

Performs general office typing including purchase requisitions, reports, memoranda, etc.

Organizes and maintains office records and files, opens and processes mail and other correspondence.

Orders, receives, and accounts for use of office supplies.

Acts as receptionist for clients, program staff, and visitors.

Prepares monthly/annual and other reports related to the operation of the department.

Attends meeting and trainings as directed.

Maintains attendance, payroll and leave records for department staff.

Prepares and processes purchase requisitions as appropriate.

Prepares and processes local and out of town travel reimbursements and maintains records.

Coordinates and logs staffing meetings for all children.

Collects, disseminates and maintains records and information related to staffing meetings from all entities as directed.

Collects and maintains information on referrals and follow-ups in the area of Mental Health.

Maintains and logs department budget expenditures and related. Records.

Performs other duties as requested by immediate supervisor or supervisors above immediate supervisor.

Must have a high school diploma or its equivalent. 

Must be Bilingual (English/Spanish).  Must have some knowledge of secretarial duties to perform work effectively.  

Requires basic knowledge of general office procedures and the ability to use office equipment rapidly and accurately. 

Must be able to meet the public in a courteous manner, using tact and diplomacy.  

Some experience is preferred. 

Requires proficiency in the use Micro Soft Office Work, Excel, and Access.  

Must also be able to use the calculator and other office equipment.