Administrative & Clerical Support Series

  • City of Costa Mesa, CA
  • Costa Mesa, California
  • Sep 20, 2021
Full Time Clerical and Administrative Support
  • Salary: See Position Description USD

Job Description

Description

This job posting was updated on October 1, 2021.

ADMINISTRATIVE & CLERICAL SUPPORT SERIES

Applications are being accepted on a continuous basis in order to meet the needs of the City as vacancies occur. The City invites applications for the following current vacancies:

  • One (1) Full-Time Administrative Secretary vacancy in the Development Services Department
  • One (1) Full-Time Executive Secretary vacancy in the Finance Department
  • One (1) Part-Time Administrative Secretary (Confidential) vacancy in the Finance Department
  • Two (2) Part-Time Office Specialist* vacancies in the City Manager's Office - City Clerk Division
  • Temporary positions at all levels City Wide to assist with special projects and/or fill in for leaves of absences.

  • One (1) Full-Time Executive Secretary vacancy in the Development Services Department - This vacancy has been filled.
  • One (1) Full-Time Office Specialist* vacancy in the Public Services Department - This vacancy has been filled.
  • One (1) Full-Time Office Specialist* vacancy in the Fire Department - This vacancy has been filled.
  • One (1) Full-Time Executive Secretary - Administration (Confidential) vacancy in the City Manager's Office - This vacancy has been filled.
  • One (1) Full-Time Administrative Secretary vacancy in the Public Services Department - This vacancy has been filled.
  • One (1) Full-Time Office Specialist* vacancy in the Police Department ** - This vacancy has been filled.
  • One (1) Full-Time Executive Secretary vacancy in the Information Technology Department - This vacancy has been filled.
  • One (1) Full-Time Executive Secretary vacancy in the Parks and Community Services Department has been filled.
  • One (1) Full-Time Office Specialist* vacancy in the City Manager's Office - Central Services Section has been filled.
  • One (1) Full-Time Human Resources Secretary (Confidential) vacancy in the City Manager's Office - Human Resources Division has been filled.
  • One (1) Full-Time Office Specialist* vacancy in the Parks & Community Services Department has been filled.

*Office Specialist positions may be filled at either the Office Specialist, Office Specialist I or at the Office Specialist II level depending on the qualifications of the candidate.

**Prior to appointment, applicants will be required to pass a polygraph examination and extensive background investigation (which includes determination of recent drug use.)



SALARY RANGE :

Office Specialist:
$3,193 - $4,280 per month ($18.42 - $24.69 per hour)

Office Specialist I:
$3,530 - $4,730 per month ($20.37 - $27.29 per hour)

Office Specialist II:
$3,805 - $5,099 per month ($21.95 - $29.42 per hour)

Human Resources Office Specialist II (Confidential)*:
$3,862 - $5,176 per month ($22.28 - $29.86 per hour)

Administrative Secretary:
$4,359 - $5,841 per month ($25.15 - $33.70 per hour)

Administrative Secretary (Confidential)*:
$4,425 - $5,929 per month ($25.53 - $34.21 per hour)

Human Resources Secretary (Confidential)*:
$4,425 - $5,929 per month ($25.53 - $34.21 per hour)

Executive Secretary:
$4,792 - $6,422 per month ($27.65 - $37.05 per hour)

Executive Secretary - Administration (Confidential)*:
$4,865 - $6,519 per month ($28.07 - $37.61 per hour)

  • Effective July 2022: 2% increase (for all classifications)


*Confidential Employee Designation: Employee in these classifications may have access to decisions or the decision-making process of the City concerning matters related to employer-employee relations and may have access to or may prepare confidential materials and/or information and/or recommendations on behalf of the City in matters relating to employer-employee relations.

APPLICATION AND SELECTION PROCESS:

Candidates are requested to provide specific information on their education and experience as it relates to the position by completing all fields of the application. Applications may be rejected if incomplete. Do not include text or attached resumes, as they will not be accepted or reviewed in the application process. The initial application screening and invite to written exam will be based upon candidate's answers to the supplemental questions only. Prior to placement on the eligibility list, your answers to the supplemental questions will be verified against information provided in the Education and Work Experience sections of the employment application.

The selection process will include the following components: application review and evaluation, written examination, and selection interview. The written examination date is to be determined . Please notify the Human Resources Division 72 hours in advance of the test date if you have a disability which requires accommodation for the testing process.

The eligibility list established from this recruitment will be used to fill the above vacancy as well as any future full-time and part-time vacancies in any classification in the series that may occur during the life of the list. Candidates will remain on the eligibility list for one (1) year from date of certification unless exhausted sooner.

To be considered for the above positions (excluding Office Specialist), candidates must be able to type at a speed of 40 wpm net (corrected) or better. Please click here for typing certificate requirements and instructions for submitting (please note we do not accept attachments to the online application). If you do not currently have a typing certificate that meets the requirements as listed on the link above and are considered for any of the positions in this series (excluding Office Specialist), your speed will be verified at a later time prior to job offer.

Please note that all candidate status notifications will be sent by email only regardless of the preference you listed on your application.

All employment offers made by the City are contingent upon establishing proof of a prospective candidate's legal authorization to work in the United States and successfully passing all components of the pre-employment process which may include, but is not limited to: comprehensive background check, criminal history check (Live Scan fingerprint check), polygraph examination, post-offer psychological evaluation and post-offer medical evaluation (may include drug screen).

Note: The provisions of this job bulletin do not constitute an expressed or implied contract. Any provisions contained within may be modified or revoked without notice.

Essential Functions

For a detailed list of essential functions for each position, please click on the below links:

Office Specialist/Office Specialist I/Office Specialist II

Human Resources Office Specialist II

Administrative Secretary

Administrative Secretary - Confidential

Human Resources Secretary - Confidential

Executive Secretary

Executive Secretary - Administration

Qualification Guidelines

All positions require graduation from high school or its equivalent and possession of, or ability to obtain, a valid California Driver's License. Revocation of license during employment may result in disciplinary action or reassignment.

Office Specialist: Requires some work experience in an office environment that includes public contact is desirable.

Office Specialist I: Requires one year of experience in related clerical work involving a variety of typing and/or office operation responsibilities. Requires ability to type at a corrected rate of 40 net words per minute.

Office Specialist II and Human Resources Office Specialist II: Requires two years of related, progressively responsible clerical work requiring the application of policies and procedures. Requires ability to type at a corrected rate of 40 net words per minute.

Administrative Secretary & Administrative Secretary (Confidential): Requires three years of progressively responsible secretarial and clerical experience. Secretarial and clerical experience in a public agency is desirable. Experience supporting a public agency governing body and/or commission is desirable. Requires ability to type at a corrected rate of 40 net words per minute.

Human Resources Secretary (Confidential): Requires three years of progressively responsible administrative support and/or secretarial and clerical experience. Experience in the Human Resources area is desirable. Requires ability to type at a corrected rate of 40 net words per minute.

Executive Secretary & Executive Secretary - Administration: Requires three years of progressively responsible secretarial and clerical experience, including administrative support to management or executive level staff. Secretarial and clerical experience in a public agency is desirable. Experience supporting a public agency governing body and/or commission is desirable. Requires ability to type at a corrected rate of 40 net words per minute.

Supplemental Information

PHYSICAL TASKS AND ENVIRONMENTAL CONDITIONS:

Please contact Human Resources for a summary of the essential tasks and environmental factors for this classification.

Employee accommodations for physical or mental disabilities will be considered on a case-by-case basis.

To view benefit information for all groups, Click Here

New employees contribute the following amounts on a pre-tax basis towards the 2%@60 or 2%@62 CalPERS retirement formula depending on eligibility:
  • Effective July 8, 2018: 12% of their salary

Employees receive the following health insurance flexible benefits contribution:
  • Effective July 7, 2019: $1,400 monthly
  • Effective June 2022: $1,500 monthly


The City does not participate in the Social Security system; however, federal mandate requires new employees to contribute 1.45% of wages to Medicare. As a condition of employment, all new employees are required to enroll and participate in the direct deposit program.

Closing Date/Time: Continuous

Special Instructions

Continuous

Job Address

Costa Mesa, California United States View Map