What are the responsibilities and job description for the Department Secretary position at City of Garden Grove?
The City of Garden Grove is currently accepting applications for the position of
DEPARTMENT SECRETARY
Deadline to apply for this recruitment is Monday, April 21, 2025 at 5:00 p.m. PST.
Click here to apply online:Â Join Our Team
There is currently (1) one full-time vacancy within the Human Resources Department.Â
HUMAN RESOURCES DEPARTMENT SECRETARY
The Human Resources Department Secretary is essential in supporting all divisions within the department, including recruitment and selection, benefits administration, workers' compensation, and employee and labor relations. The ideal candidate for this position will be detail-oriented, possess exceptional organizational and interpersonal skills, and demonstrate a strong commitment to fairness and consistency. Additionally, they should have the ability to proactively anticipate and address the needs of the department.
This recruitment will establish an eligibility list that may be used to fill current and future vacancies, so apply now!
Supervise clerical staff
Check records and reports to ensure accuracy, compliance and completeness
Receive inquiries both in person and over the phone from the public and employees
Regulate or supervise the maintenance of important records
Screen and route correspondence
Maintain and prepare confidential records and reports
Input and retrieve data from computer
Prepare documents of a confidential nature such as letters, reports, bulletins, memoranda, and minutes of meetings
Prepare or supervise the preparation of complex reports and summaries
Maintain stock of office supplies and order new supplies when necessary
Maintain petty cash accounts
Prepare travel arrangements and related expense reports and paperwork
May be required to take and transcribe dictation
Other related duties as assigned
Education & Experience
Graduation from an accredited high school, successful completion of the G.E.D. or equivalent and three (3) years of increasingly responsible secretarial experience.
KNOWLEDGE OF
Modern office methods, procedures, practices, and equipment; business English including vocabulary, grammatical usage, spelling, and punctuation; business reports and correspondence formats; methods of alphabetic, numeric, and subject matter filing; basic business accounting functions; supervisory techniques and their application, if applicable; and effective customer services techniques and principles.
ABILITY TO
Type at the minimum required speed; perform administrative and/or clerical work at the appropriate difficulty level that may involve independent judgment, speed, and accuracy; analyze situations and make decisions regarding procedural matters without immediate supervision, if applicable; communicate clearly and effectively over the phone, in writing, and in person; prepare and maintain accurate and complete records and reports; maintain records systems; operate a personal computer and related software; follow oral and written directions; and interact tactfully and courteously with public, staff, and elected officials.
Other Requirements
Possession of a valid California Class C driver's license is highly desirable.
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PHYSICAL DEMANDSÂ
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Â Incumbents in this classification walk; sit; stoop/bend/lean; turn/twist; use fingers and hands repetitively; reach above and below shoulder level; speak clearly; hear normal voice conversation; see long distances; see small details; use a telephone; use a 10-key machine; and work on a personal computer.
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WORK ENVIRONMENTÂ
The work environment described here is representative of those an employee encounters while performing the essential functions of this job. Incumbents in this classification work in an open-office environment; have direct contact with the public; and may perform overtime work beyond regularly scheduled hours.
How To Apply
Online applications can be completed by visiting: www.ggcity.org/hr. The deadline to apply is Monday, April 21, 2025 by 5:00 p.m.
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Online application packets must include
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Only those who appear to have the best qualifications will be invited to continue in the selection process. Meeting the minimum requirements does not guarantee an invitation to further testing.
THE SELECTION PROCESS
The selection process will consist of
Candidates who may need accommodations during the selection process must contact the Human Resources Department at ggjobs@ggcity.org at least one week prior to any test dates.
TYPING CERTIFICATEÂ
Candidates must provide a typing certificate demonstrating typing speed. Typing certificates must meet the following criteria:
CANDIDATES WILL ONLY RECEIVE COMMUNICATION THROUGH EMAIL. Candidates should check their email, including spam, for all notices regarding their status.
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If there are any questions regarding this recruitment, please contact the Human Resources Department at ggjobs@ggcity.org.
NEPOTISM POLICY
The City has adopted a Nepotism Policy that may affect the status of a candidate's application. Â Please refer to the Garden Grove Municipal Code 2.44.440 Nepotism Policy for more information.
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EQUAL OPPORTUNITY EMPLOYER
The City of Garden Grove is an Equal Opportunity Employer that does not discriminate on the basis of sex, race, color, marital status, religion, ancestry, national origin, medical condition, non-disqualifying disability, age, sexual orientation, gender identity/expression, genetic information, military/veteran status, or other protected class covered by appropriate law.
DISASTER SERVICE WORKER
Per Government Code 3100, in the event of a disaster, employees of the City of Garden Grove are considered disaster service workers and may be asked to respond accordingly.
DEPARTMENT SECRETARY
Deadline to apply for this recruitment is Monday, April 21, 2025 at 5:00 p.m. PST.
Click here to apply online:Â Join Our Team
There is currently (1) one full-time vacancy within the Human Resources Department.Â
HUMAN RESOURCES DEPARTMENT SECRETARY
The Human Resources Department Secretary is essential in supporting all divisions within the department, including recruitment and selection, benefits administration, workers' compensation, and employee and labor relations. The ideal candidate for this position will be detail-oriented, possess exceptional organizational and interpersonal skills, and demonstrate a strong commitment to fairness and consistency. Additionally, they should have the ability to proactively anticipate and address the needs of the department.
This recruitment will establish an eligibility list that may be used to fill current and future vacancies, so apply now!
Supervise clerical staff
Check records and reports to ensure accuracy, compliance and completeness
Receive inquiries both in person and over the phone from the public and employees
Regulate or supervise the maintenance of important records
Screen and route correspondence
Maintain and prepare confidential records and reports
Input and retrieve data from computer
Prepare documents of a confidential nature such as letters, reports, bulletins, memoranda, and minutes of meetings
Prepare or supervise the preparation of complex reports and summaries
Maintain stock of office supplies and order new supplies when necessary
Maintain petty cash accounts
Prepare travel arrangements and related expense reports and paperwork
May be required to take and transcribe dictation
Other related duties as assigned
Education & Experience
Graduation from an accredited high school, successful completion of the G.E.D. or equivalent and three (3) years of increasingly responsible secretarial experience.
KNOWLEDGE OF
Modern office methods, procedures, practices, and equipment; business English including vocabulary, grammatical usage, spelling, and punctuation; business reports and correspondence formats; methods of alphabetic, numeric, and subject matter filing; basic business accounting functions; supervisory techniques and their application, if applicable; and effective customer services techniques and principles.
ABILITY TO
Type at the minimum required speed; perform administrative and/or clerical work at the appropriate difficulty level that may involve independent judgment, speed, and accuracy; analyze situations and make decisions regarding procedural matters without immediate supervision, if applicable; communicate clearly and effectively over the phone, in writing, and in person; prepare and maintain accurate and complete records and reports; maintain records systems; operate a personal computer and related software; follow oral and written directions; and interact tactfully and courteously with public, staff, and elected officials.
Other Requirements
Possession of a valid California Class C driver's license is highly desirable.
Â
PHYSICAL DEMANDSÂ
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Â Incumbents in this classification walk; sit; stoop/bend/lean; turn/twist; use fingers and hands repetitively; reach above and below shoulder level; speak clearly; hear normal voice conversation; see long distances; see small details; use a telephone; use a 10-key machine; and work on a personal computer.
Â
WORK ENVIRONMENTÂ
The work environment described here is representative of those an employee encounters while performing the essential functions of this job. Incumbents in this classification work in an open-office environment; have direct contact with the public; and may perform overtime work beyond regularly scheduled hours.
How To Apply
Online applications can be completed by visiting: www.ggcity.org/hr. The deadline to apply is Monday, April 21, 2025 by 5:00 p.m.
 Â
Online application packets must include
- a completed online employment application
- a completed supplemental questionnaire
 Â
Only those who appear to have the best qualifications will be invited to continue in the selection process. Meeting the minimum requirements does not guarantee an invitation to further testing.
THE SELECTION PROCESS
The selection process will consist of
- Written test  - administered online via eSkill tentatively from 4/22/25 - 4/29/25
- Typing test - certificates must be submitted by 5/7/25
- Oral panel interview - tentatively scheduled for 5/21/25
Candidates who may need accommodations during the selection process must contact the Human Resources Department at ggjobs@ggcity.org at least one week prior to any test dates.
TYPING CERTIFICATEÂ
Candidates must provide a typing certificate demonstrating typing speed. Typing certificates must meet the following criteria:
- Meet the minimum typing speed of 40 net words per minute.
- Test must be for a 5-minute timed test.
- Must have been administered by an appropriate source, such as a temporary agency, adult school, career center, or other agency that regularly provides typing certifications. Â
- Typing certificates must include the contact information of the agency that administered the typing test.
- Internet certificates WILL NOT be accepted.
- Certificates must be issued between May 2024 and May 2025.
CANDIDATES WILL ONLY RECEIVE COMMUNICATION THROUGH EMAIL. Candidates should check their email, including spam, for all notices regarding their status.
Â
If there are any questions regarding this recruitment, please contact the Human Resources Department at ggjobs@ggcity.org.
NEPOTISM POLICY
The City has adopted a Nepotism Policy that may affect the status of a candidate's application. Â Please refer to the Garden Grove Municipal Code 2.44.440 Nepotism Policy for more information.
Â
EQUAL OPPORTUNITY EMPLOYER
The City of Garden Grove is an Equal Opportunity Employer that does not discriminate on the basis of sex, race, color, marital status, religion, ancestry, national origin, medical condition, non-disqualifying disability, age, sexual orientation, gender identity/expression, genetic information, military/veteran status, or other protected class covered by appropriate law.
DISASTER SERVICE WORKER
Per Government Code 3100, in the event of a disaster, employees of the City of Garden Grove are considered disaster service workers and may be asked to respond accordingly.
