Salary : $54,537.60 - $73,091.20 Annually
Location : City of Anaheim, CA
Job Type: Part Time
Job Number: 2024-00112
Department: Public Utilities
Opening Date: 04/11/2024
Closing Date: Continuous
Description
The City of Anaheim Public Utilities Department seeks a dynamic Secretary to support Administration. Under minimal supervision, the incumbent will provide moderately complex secretarial support to management staff, relieving managers of administrative details involved in the day-to-day operation in their specific functions/program areas. The ideal candidate must be a dependable team player who is highly organized, flexible, detail-oriented, and who can manage multiple tasks with competing deadlines. This position requires exceptional interpersonal skills with the ability to conduct oneself in a professional manner at all times with both internal and external customers.
DISTINGUISHING CHARACTERISTICS:
The Secretary is distinguished from Senior Secretary in that an incumbent in the latter class performs a variety of complex specialized, difficult and responsible support services, requiring a higher degree of independent judgment, advanced technical knowledge gained through experience and a thorough knowledge of City functions, policies and procedures.
This is a part-time position usually averaging 30 hours per week. A minimum number of hours is not guaranteed.
Essential Functions
The following functions are typical for this classification. Incumbents may not perform all of the listed functions and/or may be required to perform additional or different functions from those set forth below to address business needs and changing business practices.
Provide services to internal and external customers while maintaining a professional demeanor; take and respond to phone calls and in-person inquiries, screen inquiries and take messages; schedule appointments; answer questions requiring interpretation, judgment and a thorough understanding of policies and procedures, searching for and abstracting technical data, as appropriate.
Compile information for a variety of narrative and statistical reports, locate sources of information, devise forms to serve data and determine proper format for finished report; prepare reports and routine staff reports from conducted research.
Compose correspondence requiring use of good judgment based upon a thorough knowledge of the functions and procedures of the unit for review by supervisor.
Screen mail, calls and visitors to determine the nature and urgency of the contact; answer inquiries requiring the interpretation and application of departmental policies and procedures.
Utilize specialized software and database programs as required by department functions to access, update, track and maintain variety of routine to specialized records and information; review, compile, track and check data and information from a variety of sources; research, develop, maintain and update specialized and custom forms, logs, files, schedules, lists, records and reports to support technical work processes in areas of assigned responsibility; design, develop and maintain spreadsheets requiring data interpretation and manipulation.
Organize, maintain and update confidential, specialized and technical files, documents and records; create, maintain and update filing systems.
Schedule meetings and conferences; prepare materials and agendas; maintain calendars, schedules appointments and make travel arrangements for one or more managers.
Record minutes at meetings; may transcribe from dictation; prepare and distribute minutes of meetings as required; follow-up on action items as assigned.
Maintain, review, reconcile and submit departmental personnel, timekeeping and payroll records.
Proofread materials for clerical accuracy and spelling, syntax, grammar and clarity using judgment in making editorial changes.
Perform accounting, budgeting and financial recordkeeping functions by monitoring and tracking petty cash; processing refund requests; processing credit card payments; receiving, reviewing and processing invoices and request for payment; tracks department expenditures; reconcile budgets to expenses; identify discrepancies and verify corrections as appropriate.
May provide technical or direct supervision over clerical and/or part time employees; maintain records of staff attendance and absence.
Ensure maintenance and repairs of assigned work areas, facilities or equipment; complete work orders for facility maintenance and repairs, contact vendors for equipment service; follow-up to satisfactory completion; perform preventive maintenance and provide troubleshooting assistance on standard office equipment to department staff.
Perform related duties and responsibilities as required.
Qualifications
Experience and Training Guidelines: Any combination of experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities are as follows:
Experience: Performing journey level secretarial and clerical work of moderate difficulty.
Knowledge of: Office administrative and management practices and procedures; principles and practices of communication; methods, practices, documents and terminology used in financial and accounting recordkeeping; advanced uses of word processing, spreadsheet, database and other standard software to create complex documents and materials requiring the interpretation and manipulation of data; English usage, spelling, grammar and punctuation; basic math; professional business office and telephone etiquette.
Ability to: Effectively work as a team member, continuously maintain a professional demeanor; use deductive reasoning with constant interruptions from staff and customers; type at a net corrected speed of 50 words per minute; interpret, read, understand and apply moderately difficult materials; proficiently operate a computer terminal using related software and computer programs; work independently; exercise discretion, sound judgment and maintain confidentiality; organize and prioritize work for multiple staff with continuous and conflicting deadlines; work under pressure; maintain and modify filing systems; compose correspondence; perform mathematical calculations; communicate clearly and effectively, both orally and in writing; establish and maintain effective professional and confidential relationships with those contacted in the course of work.
When assigned dictation responsibilities incumbents must: take dictation at a speed of 90 words per minute. The designated speed is a pre-employment requirement of some positions. This requirement may be waived by the supervisor prior to conducting a recruitment to fill a vacancy.
License/Certification Required: Possession of a valid California Driver's License by date of appointment. Some positions may require passing a practical examination to determine proficiency in general office procedures and the use of specific computer based software.
Supplemental Information
This is a part-time position usually averaging 30 hours per week. A minimum number of hours is not guaranteed.

IMPORTANT APPLICATION INFORMATION AND INSTRUCTION
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 on Thursday, April 25, 2024, at 5:00PM Applicants are encouraged to apply early. Applicants that apply after the first review are not guaranteed to be considered for this recruitment. This recruitment may close at any time without notice after the first review date. The selection process will consist of a minimum of skills examination and oral interview.
The eligibility list established from this recruitment may also be used to fill the current and/or additional vacancies throughout the City.
Candidates must be specific and complete in describing their qualifications for this position. Failure to state all pertinent information may lead to elimination from consideration. Stating "See Resume" is not an acceptable substitute for a completed application.

The successful candidate will be required to undergo a reference / background check (to include a conviction record) and pass a post-offer pre-employment medical examination (which will include a drug/alcohol screening). The City of Anaheim utilizes E-Verify and new employees must provide documentation to establish both identity and work authorization.

Communication regarding your application and/or status will be sent to the email address listed on your application. Please check your email regularly throughout the recruitment process as you will not receive communications by any other method.

Equal Opportunity Employer
The City of Anaheim offers a range of benefit programs to eligible part-time employees and their eligible dependents. Programs and benefits amounts vary and are based on bargaining unit, family size, hire date, plan selection, and number of hours worked.
To view the current benefits summary, visit:
https://www.anaheim.net/DocumentCenter/View/36803/Benefits-Summary-Part-Time
For additional information about the City's benefits, visit www.myanaheimbenefits.com then click on Part-Time Employees.
RETIREMENT BENEFITS - The City contracts with the California Public Employees Retirement System (CalPERS) to provide retirement benefits. Retirement formula is based on appointment date and membership status with CalPERS.
Part-time eligible employees become members of CalPERS as either Classic or New members.
Part-time employees not eligible for CalPERS are required to participate in the City's part-time 457 plan, as a replacement plan for Social Security.
To view the current limits and additional CalPERS information, visit:
https://www.anaheim.net/DocumentCenter/View/37234/PT-CalPERS-Rates
01

Candidates will be evaluated based on the information provided on both the application and the responses to the following Supplemental Questions. Failure to fully detail all experience or stating experience in response to the Supplemental Questions but not listing the experience in the application, copy/pasting information, or responses referring to your resume may eliminate you from consideration. Do you understand this requirement?

• Yes
• No

02

This part time position averages 30 hours per week with no minimum number of hours guaranteed. Do you understand this requirement?

• Yes
• No

03

Please indicate the days of the week you are available to work. Check all that apply:

• Monday
• Tuesday
• Wednesday
• Thursday
• Friday

04

How many years of experience do you have performing secretarial and clerical work of moderate difficulty?

• None
• Less than 1 year of experience
• At least 1 year, but less than 2 years
• 2 years, but less than 3 years
• 3 years, but less than 4 years
• 4 years, but less than 5 years
• 5 years or more

05

Do you have experience in any of the areas below, check all that apply?

• Administrative Support (supporting managers and managing schedules)
• Interaction with elected and appointed officials
• Compose and proofread memos, letters, and or documents.
• Assist with Customer Service Concerns
• Purchasing Agreements and Contracts
• Timekeeping
• None of the above

06

Do you have any experience in an administrative support role at a municipal agency?

• Yes
• No

07

Please describe your experience performing secretarial and clerical work of moderate difficulty. (If you have no experience in this area, please write "N/A").
Required Question