Senior Secretary - Code Enforcement

Description

TheCity of Anaheim Planning& Building Departmentseeks a detailed oriented, customer service driven Senior Secretary to support the Code Enforcement Division's administration. The Senior Secretary will provide complex secretarial support to the Community Preservation Manager and the division supervisors, relieving the managers of administrative details involved in the day-to-day operation of the division. Along with general secretarial support, the day-to-day operations include responding to public inquiries, coordinating the civil citation program, and assist with requests from all levels of the organization.

Qualified candidates will possess one (1) year of administrative support experience performing complex secretarial and clerical work and type at least 50 net-corrected words per minute.

Essential Functions

The following functions are typical for this classification. Incumbents may not perform all of the listed functions and/or may be required to perform additional or different functions from those set forth below to address business needs and changing business practices.

• Provide services to internal and external customers while maintaining a professional demeanor; take and respond to phone calls and in-person inquiries, screen inquiries and take messages; schedule appointments; answer questions requiring interpretation, judgment and a thorough understanding of policies and procedures, searching for and abstracting technical data, as appropriate.

• Compile information for a variety of narrative and statistical reports, locate sources of information, devise forms to serve data and determine proper format for finished report; prepare reports and routine staff reports from conducted research.

• Compose correspondence requiring use of independent judgment based upon a thorough knowledge of the functions and procedures of the unit.

• Screen mail, calls and visitors to determine the nature and urgency of the contact; answer inquiries requiring the interpretation and application of departmental policies and procedures.

• Utilize specialized software and database programs as required by department functions to access, update, track and maintain variety of routine to specialized records and information; review, compile, track and check data and information from a variety of sources; research, develop, maintain and update specialized and custom forms, logs, files, schedules, lists, records and reports to support technical work processes in areas of assigned responsibility; design, develop and maintain spreadsheets requiring data interpretation and manipulation.

• Organize, maintain and update confidential, specialized and technical files, documents and records; create, maintain and update filing systems.

• Schedule meetings and conferences; prepare materials and agendas; maintain calendars, schedules appointments and make travel arrangements for one or more managers.

• Record minutes at meetings; may transcribe from dictation; prepare and distribute minutes of meetings as required; follow-up on action items as assigned.

• Maintain, review, reconcile and submit departmental personnel, timekeeping and payroll records.

• Proofread materials for clerical accuracy and spelling, syntax, grammar and clarity using judgment in making editorial changes.

• Perform accounting, budgeting and financial recordkeeping functions by monitoring and tracking petty cash; processing refund requests; processing credit card payments; receiving, reviewing and processing invoices and request for payment; tracks department expenditures; reconcile budgets to expenses; identify discrepancies and verify corrections as appropriate.

• May provide technical or direct supervision over clerical and/or part time employees; maintain records of staff attendance and absence; complete performance measures and evaluations.

• Ensure maintenance and repairs of assigned work areas, facilities or equipment; complete work orders for facility maintenance and repairs, contact vendors for equipment service; follow-up to satisfactory completion; perform preventive maintenance and provide troubleshooting assistance on standard office equipment to department staff.

• Perform related duties and responsibilities as required.

Qualifications

• Candidates must possess experience performing advanced journey level secretarial and complex, clerical work.

• Demonstrate knowledge of office administrative and management practices and procedures; principles and practices of communication; methods, practices, documents and terminology used in financial and accounting recordkeeping; advanced uses of word processing, spreadsheet, database and other standard software to create complex documents and materials requiring the interpretation and manipulation of data; English usage, spelling, grammar and punctuation; basic math; professional business office and telephone etiquette.

• Ability to effectively work as a team member, continuously maintain a professional demeanor; use deductive reasoning with constant interruptions from staff and customers; type at a net corrected speed of 50 words per minute; interpret, read, understand and apply moderately difficult materials; proficiently operate a computer terminal using related software and computer programs; work independently; exercise discretion, sound judgment and maintain confidentiality; organize and prioritize work for multiple staff with continuous and conflicting deadlines; work under pressure; supervise staff; conduct performance evaluations; maintain and modify filing systems; compose correspondence; perform mathematical calculations; communicate clearly and effectively, both orally and in writing; establish and maintain effective professional and confidential relationships with those contacted in the course of work.

• Possession of a valid California Driver's License by date of appointment.

Supplemental Information

IMPORTANT APPLICATION INFORMATION AND INSTRUCTIONS

Applications will be accepted until Tuesday, May 28, 2024,at 5:00PM. Applicants are encouraged to apply early. Applications will not be accepted after this deadline.

The selection process includes, but is not limited to, typing test, skills assessments and oral interview.

Candidates must be specific and complete in describing their qualifications for this position. Stating "See Resume" is not an acceptable substitute for a completed application. Failure to state all pertinent information may lead to elimination from competition.

The successful candidate will be required to undergo a reference / background check (to include a conviction record) and pass a post-offer pre-employment medical examination (which will include a drug/alcohol screening). The City of Anaheim utilizes E-Verify and new employees must provide documentation to establish both identity and work authorization.

Communication regarding your application and/or status will be sent to the email address listed on your application. Please check your email regularly throughout the recruitment process as you will not receive communication by any other method.

Equal Opportunity Employer