The City of Santa Ana is looking for individuals who are results-oriented, possess great attitude, demonstrate creativity and innovation, work efficiently, show a record of success and have a passion for public service. Having highly talented employees provides the best service to our community.
Under general supervision, the Administrative Secretary (Excepted) performs highly skilled and complex technical, clerical, secretarial and administrative support activities for management and staff in the City Manager's Office. Candidates with relevant municipal experience and are bilingual fluent in Spanish are highly desired.
Applications will be accepted on a continuous basis until a sufficient number of qualified applications have been received. The deadline for the first review of applications is 11:59 PM on Wednesday, January 18, 2023. Applicants are encouraged to submit applications early. Applicants that submit applications after the first review deadline are not guaranteed to be considered for this recruitment. This recruitment may close at any time without notice after the first review deadline.
ESSENTIAL FUNCTIONS INCLUDE BUT ARE NOT LIMITED TO:
Secures information from a high volume of callers, answers questions, or refers problem to appropriate individual. Makes appointments and introduces callers. Represents the department on initial contact with public. Relieves management and staff of routine, administrative details. Coordinates calendars, schedules, and meetings. Makes travel arrangements, prepares trip folders and reconciles expenses. Writes letters either independently or in accordance with oral and written directions. Maintains confidentiality and security of information and materials of a classified or confidential nature. Assembles data and information and prepares special reports. May assist the Secretary to the City Manager and Executive Assistants with projects and assignments. Performs other related functions as assigned.
MINIMUM QUALIFICATIONS:
Three years of journey level clerical experience, two of which must have been at the secretarial level, or any equivalent combination of education and experience, which provides the desirable knowledge, skills and abilities.
Above experience from a municipal government agency is preferred. Bilingual fluency in Spanish is highly desired.
Knowledge of: Office practices, procedures and equipment; business English and spelling; business letter writing and business forms.
Skill in: Personal computer operation; MS Office Suite (Word, Excel, PowerPoint, Access and Outlook).
Ability to: Operate job-related software up to an intermediate level of proficiency; perform difficult clerical work; follow oral and written directions; deal tactfully, but effectively, with the public; effectively supervise and direct the work of others.
SELECTION PROCESS:
All applicants are required to complete and submit a City application form online and answer the supplemental questionnaire. Resumes or faxed copies will not be accepted in lieu of the City online application. To apply, click on the "Apply" link located at the top of this page. New users must create an account first. Click on this link for instructions on how to set up your account and apply for the first time: Online Employment Application Guide.
This is a non-Civil Service position. Applications will be reviewed by the Human Resources Department and City Manager's Office. Those applicants possessing the most pertinent qualifications will be invited to continue in the selection process, which will include:
Performance Examination (Qualifying): Will assess the candidates' proficiency in using Microsoft Word 2016 software. The simulation will focus on tasks that a productive user of the software should know how to perform at various levels (Beginner, Intermediate and Advanced).
Writing Skills Examination (Qualifying): Will evaluate the candidates' ability to effectively communicate in writing. Candidates must receive a minimum passing score in order to continue in the selection process.
Oral Interview Examination (Weight of 100%): Will evaluate the candidates' experience, training, education and abilities in relation to those factors which are essential for successful performance on the job.
The Human Resources Department may waive one or more examination components. When one weighted examination component is waived, the remaining section will receive a weight of 100%.
The City of Santa Ana is an equal opportunity employer. If you consider yourself a person with a disability, you may contact us regarding providing reasonable accommodation.