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. 

Performs complex administrative work involving legislation and election matters, managing the City’s centralized records management program, and assisting the City Clerk in carrying out Charter and Code-mandated duties. 

• Prepares City Council Agendas and executes items for public records purposes.
• Ensures legal notice requirements are met.
• Processes deeds, projects, and certificates of insurance.
• Coordinates execution and tracking of City Manager and City Council approved agreements.
• Assists in conducting municipal elections.
• Schedules and bills Chapter 3 appeal hearings.
• Coordinates and reviews all City Council presentation documents and prepares agenda language.
• Formats minutes and agendas for the City’s website.
• Serves as staff support to the City Clerk at City Council meetings.
• Assists in managing all aspects of the City’s centralized records management program, including the planning, receipt, storage, retrieval, and disposition of official City records.
• Coordinates responses to records requests in compliance with the California Public Records Act.
• Ensures proper filings of statements of economic interest as required by law.
• Provides training to departments regarding proper handling and destruction of records.
• Responds to inquiries from City officials, staff and the general public.
• Develops and maintains computerized databases.
• Assists in the management of the department budget.
• Performs other duties as assigned.

Five (5) years of progressively responsible administrative experience, including three (3) years in the City Clerk or similar office with a commitment to customer service. Minimum qualifications may be met via an equivalent combination of experience and education sufficient to perform the essential job functions. Experience, education, and training must provide the knowledge, skills, and abilities listed below.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of: Principles and practices of a centralized records management program; laws related to records retention; management of historic documents; methods and techniques of program development; applicable federal, state, and local laws, codes, and regulations, including the Public Records Act, the Freedom of Information Act, and Political Reform Act; methods and techniques of managing work assignments; modern office practices, methods, equipment, and software; methods and techniques for record keeping and report preparation and writing; proper English, spelling, and grammar; and occupational hazards and standard safety practices.

Skill in: Microsoft office suite applications, including MS Word, Excel, and Access; and dealing with the public with courtesy and tact.

Ability to: Perform responsible clerical support work with accuracy, speed, and minimal supervision; compose correspondence rapidly and accurately; operate word processing equipment; operate computers and other modern office equipment; make operating decisions independently and in accordance with established policies and procedures; keep complex records; and cooperate and work effectively with other employees.

SPECIAL REQUIREMENTS

Must be willing and able to work evenings, nights, weekends, and holidays, as needed.