What are the responsibilities and job description for the Secretary - Public Utilities position at City of Anaheim, CA?
Description
The City of Anaheim Public Utilities Department seeks a dynamic Secretary to support the administration operations. 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 Secretary must be a dependable team player who is highly organized, 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. The ideal candidate has at least 2 years of secretarial experience, and it is desired to be bilingual in Spanish.
Essential Functions
Below are the main duties of a Secretary. You can review the full job description by clicking on this link.
- 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.
- 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.
- 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.
- Maintain, review, reconcile and submit departmental personnel, timekeeping and payroll records.
- Perform related duties and responsibilities as required.
Qualifications
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.
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.
Environmental Conditions: Due to the nature of work assignments, the incumbent typically works in an office environment. However, some assignments may require the incumbent to visit outdoor or indoor field work sites to accomplish tasks. Physical Conditions: Due to the nature of work assignments, the incumbent must have the ability to speak clearly; hear conversation in person, over the telephone, and on tape recordings; vision to read written and typed materials; have manual dexterity to operate a variety of office equipment and a computer keyboard; and lift and carry items weighing up to 25 pounds.
Supplemental Information
IMPORTANT APPLICATION INFORMATION AND INSTRUCTIONS
Applications will be accepted until April 3, 2025, at 5:00PM. Applicants are encouraged to apply early. Applications will not be accepted after this deadline.
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 for employees and their eligible dependents. These include health, dental, vision, and life insurance, as well as a variety of voluntary benefits. 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/30970/Benefits-Summary-Full-Time
For additional information about the City's benefits, visit: www.myanaheimbenefits.com
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.
Note: Pension contribution limitations are set by CalPERS each calendar year, with compensation limit requirements for Public Employee Pension Reform Act (PEPRA) members and Classic members. Employee contributions will be deposited into a 401(a) account after reaching this limit. Employees with CalPERS membership dates prior to July 1, 1996 are not impacted by these limits.
To view the current limits and additional CalPERS information, visit:
https://www.anaheim.net/DocumentCenter/View/4783/CalPERS-Rates
