City of Anaheim

Description

The City of Anaheim is seeking a dynamic Part Time Secretary to support the Water Services Division for the Public Utilities Department. Under minimal supervision, the Part Time Secretary provides moderately complex secretarial support to one or more management staff; relieves managers of administrative details involved in the day-to-day operation in their specific functions/program areas. The Secretary must be a dependable team player who is highly organized, flexible, detail-oriented, and who can manage multiple tasks with competing deadlines. This position requires exceptional interpersonal skills with the ability to conduct oneself in a professional manner at all times with both internal and external customers.

This is a part-time position usually averaging 30 hours per week. A minimum number of hours is not guaranteed. Candidates must be available to work Monday – Friday during normal business hours of 8am to 3pm.

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 from conducted research.
• Compose correspondence requiring use of good judgment based upon a thorough knowledge of the functions and procedures of the unit for review by supervisor.
• 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.
• 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

Any combination of experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities are as follows:

Experience: Performing journey level secretarial and clerical work of moderate difficulty.

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;; 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; 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.

License/Certification Required: Possession of a valid California Driver’s License by date of appointment.

Supplemental Information

• IMPORTANT APPLICATION INFORMATION AND INSTRUCTION***

Applications will be accepted on a continuous basis until a sufficient number of qualified applications have been received. The deadline for the first review of applications is on Wednesday, June 11, 2025 at 5:00PM. Applicants are encouraged to apply early. Applicants that apply after the first review are not guaranteed to be considered for this recruitment. This recruitment may close at any time without notice after the first review date.

The selection process will include a skills assessment and oral interview.

The eligibility list established for this recruitment may also be used to fill the current and/or additional vacancies throughout the City.

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

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 communications by any other method.

Equal Opportunity Employer

The City of Anaheim offers a range of benefit programs to eligible part-time employees and their eligible dependents. Programs and benefits amounts vary and are based on bargaining unit, family size, hire date, plan selection, and number of hours worked.

To view the current benefits summary, visit:

https://www.anaheim.net/DocumentCenter/View/36803/Benefits-Summary-Part-Time

For additional information about the City's benefits, visit www.myanaheimbenefits.com then click on Part-Time Employees.

RETIREMENT BENEFITS – The City contracts with the California Public Employees Retirement System (CalPERS) to provide retirement benefits. Retirement formula is based on appointment date and membership status with CalPERS.

Part-time eligible employees become members of CalPERS as either Classic or New members.

Part-time employees not eligible for CalPERS are required to participate in the City’s part-time 457 plan, as a replacement plan for Social Security.

To view the current limits and additional CalPERS information, visit:

https://www.anaheim.net/DocumentCenter/View/37234/PT-CalPERS-Rates