Executive Secretary (UC)

Description

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.

Under general supervision, performs varied and complex clerical work, secretarial work, and routine administrative activities involved in assisting a department head in office administration.

DISTINGUISHING FEATURES OF THE CLASS

Employees in this class perform responsible and difficult clerical work, which normally includes some routine administrative activities, and have responsibility for independent action requiring the exercise of judgment in making decisions in accordance with the policies and practices of the department. An employee in this class usually is immediately subordinate to a department head and may exercise supervision over one or more employees assisting with the more routine clerical details.

The eligibility list established from this recruitment may be used to fill the current and/or additional vacancies throughout the City. Currently, there is one (1) vacancy in the Planning and Building Department.

Essential Functions Include But Are Not Limited To

Secures information from callers, answers questions, or refers problems to appropriate individuals. Makes appointments and introduces callers. Represents the department on initial contact with the public. Relieves supervisor of routine, administrative details. Coordinates calendars, schedules, and meetings. Makes travel arrangements, prepares trip folders, and reconciles expenses. Writes letters either independently or in accordance with oral and written direction. Sets up and maintains confidential files and card indexes. Assembles data and information. Prepares special reports. Performs word processing. Operates computer equipment. May assist in the preparation of budget estimates and checking payroll. Some positions may require incumbents to take and transcribe dictation, supervise the work of a clerical staff, and/or maintain a commission as a notary public with the State of California. Performs other related functions as assigned.

Minimum Qualifications

Three years of journey level clerical experience, two of which must have been at the secretarial level; or any equivalent combination of education and experience which provide the desirable knowledge, skills, and abilities.

Knowledge of : office practices, procedures and equipment; business English and grammar; business letter writing; business forms.

Skill in: personal computer operation; MS Office Suite (Word, Excel, PowerPoint, Access, and Outlook).

Ability to : operate job-related software up to an advanced level of proficiency; perform difficult clerical work; follow oral and written direction; deal tactfully, but effectively, with the public; effectively supervise and direct the work of others.

HIGHLY DESIRABLE
Bilingual fluency in both English and Spanish.

Selection Process

All applicants are required to complete and submit a City application form online and answer the supplemental questionnaire. Resumes or faxed copies will not be accepted in lieu of the City online application. Stating "See Resume" is not an acceptable substitute for a completed application. To apply, click on the "Apply" link located at the top of this page. New users must create an account first. Click on this link for instructions on how to set up your account and apply for the first time: Online Employment Application Guide.

Applications will be reviewed by the Human Resources Department. Those applicants possessing the most pertinent qualifications will be invited to continue in the selection process, which will include:

Written Examination (Tentatively scheduled for Thursday, October 24, 2024) : (Weight of 50%) will evaluate candidates' knowledge, skills, and abilities in relation to those factors which are essential for successful performance on the job. This examination may include questions in the following areas: arithmetic, charts and tables, English usage, office practices, punctuation and capitalization, spelling, supervision, and vocabulary.

Performance Examination (Tentatively scheduled for Thursday, October 24, 2024 ) : (Qualifying) will assess the candidates' proficiency in using Microsoft Office 2016 software.

Oral Interview Examination (Tentatively scheduled for Thursday, November 13, 2024) : (Weight of 50%) will evaluate the candidates' experience, training, education and abilities in relation to those factors which are essential for successful performance on the job. Candidates need a minimum passing score of 70% in order to be placed on the eligible list.

Candidates need a minimum passing score in order to be placed on the eligible list. Candidates must achieve a passing score in every component of the selection process in order to be placed on the eligible list. The Human Resources Department may waive one or more examination components. When one weighted examination component is waived, the remaining section will receive a weight of 100%.

The City of Santa Ana is an equal opportunity employer. If you consider yourself a person with a disability, you may contact us regarding providing reasonable accommodation.

Please visit the following website to view the summary of comprehensive benefits!

Summary of Benefits

(under CASA)

NOTE: A more complete set of specifications for this classification may be found on the City's website or on file in the Human Resources Department. The provisions of this bulletin do not constitute an expressed or implied contract. Any provision contained in this bulletin may be modified or revoked without notice. The types and levels of employee benefits provided, including City contribution toward benefit costs, are subject to change as a result of periodic contract settlements between recognized employee associations and the City of Santa Ana.

Closing Date/Time: 10/20/2024 11:59 PM Pacific

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• City of Santa Ana

• 714-647-5340

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