What are the responsibilities and job description for the Secretary (Housing Division) position at City of Napa?
ONLINE APPLICATIONS WILL ONLY BE ACCEPTED ON THE FOLLOWING DATES:
***Starting at 8:00 AM (PST) on Monday, February 24, 2025 and closing at 11:59 PM (PST) on Wednesday, February 26, 2025***
UPCOMING SALARY INCREASES:
Additional 2.5% Salary Increase effective July 1, 2025
Additional 1.5% Salary Increase effective January 1, 2026
Are you passionate about performing secretarial duties and providing administrative support to managers, supervisors, and other professional staff members in the City's Housing Division? Do you have experience working on a wide variety of administrative functions to support the goals of a Department? Are you someone who manages competing priorities with tact and professionalism? Are you eager to grow your career in local government?
The City of Napa's Housing Division is seeking a dynamic professional with outstanding customer service skills and attention to detail who can provide administrative support to our Housing Division by aiding our team's efforts to deliver client-centered service to our community.
APPLY TODAY to join a hardworking team that strives to make our community and organization a better place!
The City of Napa is seeking applicants for one (1) Secretary opening in the City Manager's Department under the Housing Division. Our Housing Division is responsible for affordable housing programs in the City including rental assistance programs and housing rehabilitation programs. The Housing Division coordinates a wide variety of housing grants and loans, and provides financing for the development of affordable housing. Our staff members in the Housing Division also acts as the Housing Authority of the City of Napa which administers affordable housing countywide, including the Section 8 rental assistance program. Additionally, the Housing Division administers various Federal, State and local programs to assist the community by providing affordable housing and supportive services at all levels of affordability. Please visit our website to learn more about the City of Napa's Housing Division.
The Secretary serves as a key role in the Housing Division by working closely with our Deputy City Manager, Housing Manager, Housing Supervisors, and Management Analysts to support the administrative needs of the division. As a Secretary for the Housing Division, you will provide a full range of confidential administrative and secretarial support duties. The main responsibilities of this position will be centered around assisting the department with the processing of fiscal activities including processing vendors, invoices and accounts receivables, managing the routing, submission and tracking of documents like contracts and policies and procedures, and supporting the compliance activities of the department by preparing letters, tracking responses and gathering information. Duties will also include preparing agendas, minutes, and serving as the recording secretary for the Community Development Block Grant Committee, maintaining calendars, assisting with Public Records Acts requests, performing receptionist duties, explaining administrative policies and procedures, recordkeeping, filing, and acting as back-up relief for other clerical staff members. Any previous knowledge working with software systems such as Granicus, Legistar, Tyler Munis, NextRequest, and/or Microsoft Office programs such as Word, Excel, Teams, PowerPoint, and Outlook will help you be successful in this role.
As the Housing Division Secretary, you will work independently, take initiative, exercise discretion, maintain confidentiality, and serve as a liaison with other City departments and staff, outside agencies and the general public. Responsibilities also include regular contact with government officials such as City Council, Board and Commission members, representatives of community organizations, and members of the public to share information and respond to inquiries.
Our Housing Division is looking for a team player with strong communication and collaboration skills who is dedicated to public service. If you are someone who loves providing a high level of administrative support, excels at processing fiscal activities, thrives in a team-oriented atmosphere, and enjoys face-to-face interactions while working in the office, then apply today to join the City of Napa's Housing Division. Applicants with prior experience working in a housing-related agency or municipal government setting are strongly encouraged to apply!
Ideal candidates for this position will have a record of demonstrating the following competencies:
- Technical/Professional Knowledge and Skills – Demonstrates technical, functional, and/or professional knowledge and skills in position-related areas such as complex secretarial and administrative support, research, and data analysis; keeping up with current developments and trends in areas of expertise; leveraging expert knowledge to accomplish results.
- Customer Focus – Dedication to public service to provide an experience that satisfies both internal and external customers.
- Attention to Detail – Follows procedures, ensures high-quality output, and takes action.
- Managing Work – Effectively manages time, prioritizes, organizes, leverages resources, and stays focused.
- Adaptability – Maintaining effectiveness when experiencing major changes in work responsibilities or environment; adjusting effectively to change by exploring the benefits, trying new approaches, and collaborating with others to make the change successful.
- Emotional Intelligence – Establishing and sustaining trusting relationships by accurately perceiving and interpreting own and others' emotions and behavior; leveraging insights to effectively manage own responses so that one's behavior matches one's values and delivers intended results.
- Optimizing Diversity – Establishing and supporting department systems, policies, and practices that reduce barriers and use the capabilities and insights of individuals with a diverse set of backgrounds, cultures, styles, abilities, and motivation.
For a full, detailed job description for Secretary, please click here.
This recruitment and examination is being conducted to fill one (1) vacancy and may be used to fill future similar vacancies as they occur during the active status of the employment list. The active status of this employment list will be for six (6) months unless abolished sooner or extended beyond that date in accordance with the Civil Service Rules.
MISSION STATEMENT for the City of Napa
Rooted in public service, our mission is to grow a vibrant, sustainable community for all who live in, work in, and visit the City of Napa, through thoughtful leadership and dedication to excellence.
CORE VALUES for the City of Napa
Integrity - Consistently demonstrating the highest level of ethical conduct with accountability and pride.
Service - Engaging in meaningful work to care for our community through resourceful dedication and humble actions.
Inclusion - Creating a sense of ease and belonging through respect, acceptance, and mindfulness of our collective diversity.
Collaboration - Working together with a shared purpose while respectfully considering all voices to achieve common goals, solutions, and greater outcomes.
***NOTE: CITY OF NAPA EMPLOYEES SHOULD USE A PERSONAL EMAIL ADDRESS DURING THE APPLICATION PROCESS***
SELECTION PROCESS
The City of Napa utilizes a Civil Service Selection System founded on merit. Such a system is competitive and based on broad outreach efforts and equal opportunity for qualified applicants to take part in a process designed to determine the qualifications, fitness and ability of competitors to perform duties of the vacant position. Many of our recruitments are targeted and specific to the needs of a current vacant position, in which case, an eligible list may be exclusively used for that current vacant position. Other recruitments and eligible lists may be more broadly used for both current and future vacancies, or for other alternate jobs with comparable scopes of work.
What happens next?
- We will review your application and all supplemental materials to select the best qualified applicants to continue in the selection process. Application appraisal includes a review of qualifications, education, training, and experience related to the job, as well as supplemental questions if applicable.
- Applicants moving forward in the selection process may be asked to participate in any combination of the following (at any phase of the selection process): online assessment, written examination, job-related exercise, phone interview, and panel interview. These testing steps may be conducted on a pass/fail basis, and/or percentage-based scoring methodology.
- Based on the City Charter, the final phase of the selection process is the Probationary Period, which in most cases is six (6) months but may be twelve (12) months depending on the classification.
- When three or fewer candidates are available, the testing procedures outlined in the Job Announcement may be waived by the Human Resources Department.
Language Equity
- If you need assistance with the recruitment and selection process in Spanish, contact us at 707-257-9505. These request will be assessed on a case-by-case basis.
- Si necesita ayuda con el proceso de reclutamiento y selección en español, contáctenos al 707-257-9505. Estas solicitudes se evaluarán caso por caso.
Reasonable Accommodations
The City of Napa Human Resources Department will make reasonable efforts in the examination process to accommodate qualified disabled applicants. Individuals with disabilities who would like to request an accommodation in the testing process must inform the HR Department in writing by the final filing date. A Reasonable Accommodation Request Form is available from HR and may be obtained by calling 707-257-9505, or dial 7-1-1 for the California Relay Service, offering free text-to-speech, speech-to-speech, and Spanish-language services 24 hours a day, 7 days a week.
The City of Napa is an Equal Opportunity Employer, and we believe that a diverse, equitable and inclusive workplace will maximize our talents to benefit the residents we serve.
Salary : $72,312 - $87,335
