Administrative Secretary

Salary : $63,216.00 - $76,848.00 Annually

Location : 4845 Casa Loma Avenue Yorba Linda, CA

Job Type: Full Time

Job Number: 181900212

Department: Public Works

Opening Date: 10/14/2024

Closing Date: 11/4/2024 11:59 PM Pacific

The Position

This is a varied and complex clerical position which includes clerical and secretarial work requiring knowledge of specialized subject matter.
Persons in this position normally furnish clerical and secretarial assistance to a Department Head and mid-managers.
They serve as a key role within Public Works to assist in the coordination of meetings, preparation of City Council and Traffic Commission staff reports, attendance at Traffic Commission meetings, as well as assembling the agenda for the meetings.
Employees of this class must be able to apply judgment and knowledge gained through experience and are required to work independently with minimum supervision.
Examples of Duties Compose letters from marginal notes or verbal or written instructions; may acknowledge and answer correspondence and compose letters in connection with matters of recurrent or routine nature.Produce a wide variety of materials including letters, reports, legal documents, notices, agendas and various forms and data involving the use of some independent judgment.Uses Microsoft and City's financial software to produce and interpret a variety of reports.
Answers public calls and or inquiries, creates work orders, keeps appointment records, gives information by phone or in person in response to questions related to the department.Operate a variety of office machines.Organize and coordinate Council agenda items and other clerical duties required by meeting deadline requirements of the department commission.Answer routine public inquiries regarding commission schedules, meetings, calendar items and other established information and procedures not involving policy changes or extensive independent judgment.May supervise and train other clerical employees in the department.Maintain confidential/personnel files.Attends Traffic Commission meetings as required, prepares agenda packets, takes notes and prepares meeting minutes; provides support to Commission.
Process permits, applications, and other forms used by the Department.Prepare contracts, purchase requisitions, change orders and uploads onto City's contract module.
Run budgetary reports for management and oversee administrative budgets.Schedule appointments; maintain appointment calendars; make travel and meeting arrangements.Establish and maintain a variety of files and records in systems for retrieval by staff; determine subject and nature of files, cross-referencing and storage of this information in active or inactive status.Interface with other staff or outside agencies, clients and the public in obtaining information and coordinating activities.Helps maintain and update department city website.
Perform other related duties as assigned. Desirable Knowledge Skills & Abilities Considerable knowledge of modern office practices and procedures.
Ability to use a computer to input, retrieve and maintain data and demonstrate proficiency on Microsoft Word, Outlook, PowerPoint, and Excel is also highly desirable.
Ability to perform difficult clerical work with accuracy.Ability to meet and deal tactfully with the public and to work harmoniously with other employees.Ability to use good business English and to spell correctly.Ability to take and transcribe dictation and type in a skillful manner.Ability to follow departmental policy in the performance of tasks.Ability to file accurately and maintain office records.Experience in Munis Financial System is desirable.
Knowledge of contract procurement and execution process desirable.
Other Minimum Qualifications
Three years of experience in responsible clerical work and graduation from high school, including or supplemented by office practice training; or any equivalent combination of experience and training.
Computer proficiency is required.


Physical Requirements
Work is performed in an office environment utilizing modern office equipment and technology and may require sitting for prolonged periods of time using a computer.
The incumbent stands, walks, and may twist, reach, bend, crouch and kneel.
An incumbent must be able to meet the requirements of the classification and have mobility, vision, hearing and dexterity levels appropriate to the duties to be performed.
This position has exposure to vibrations from a computer and other office equipment; computer glare.

Exempt/Non-Exempt
This is a non-exempt position.
Overtime at the rate of one- and one-half times the hourly rate of the classification is paid for hours worked in excess of 40 hours per week.

Background Check/Physical ExamIndividuals selected for employment will be required to take and pass a background check (fingerprinting) for all positions and medical exam for full time and permanent part time positions.
The background check and medical examination are at City expense; and conducted by a law enforcement agency and physician designated by the City.
Candidates who are currently working are urged not to resign until they have successfully passed the background check, physical examination and received a final offer letter.


Equal Opportunity EmployerThe City of Yorba Linda does not discriminate on the basis of race, color, national origin, sex, religion, age, or disability in employment.
Any qualified individual with a disability must provide reasonable notice to the Human Resources Department prior to the final date of an examination.


In compliance with the Immigration Reform and Control Act of 1986, all new employees hired by the City must verify identity and entitlement to work in the United States by providing required documentation.


Disaster Service WorkerIn accordance with Government Code Section 3100, City of Yorba Linda Employees, in the event of a disaster, are considered disaster service workers and may be asked to respond accordingly.


Retirement: CalPERS - Classic employees 2%@55 (Employee contributes 7%), plus 7% Employer Paid Member Contribution (EPMC).
PEPRA (hired on or after January 1, 2013 or six month lapse between CalPERS agencies) 2% @ 62 (Employee contributes 7.75%).
At the time of hire, you will be required to fill out a PERS Member Self-Certification form.
Health insurance (hired after April 1, 2017): Employee receives $2,188 monthly health contribution with 10% automatically being placed in an individual Retirement Health Savings (RHS) account.
The balance between the premium and contribution may be placed in deferred compensation or received as cash.
An employee may also opt out of health insurance with proof of insurance with the full health contribution being placed in deferred compensation or received as cash.
Dental/Vision insurance: City paid premium with up to $2,500 per year in benefits.
Flexible Spending Accounts available: $3,200 for health and $5,000 dependent care available.
Life Insurance/Long Term Disability: City paid premiums for one times annual salary/60% benefit.
Leave Accrual: Vacation-80 hours accrued during first year; 13 paid holidays; Sick Leave accrual rate is 8 hours per month.
Employee Assistance Program available.
457(b) Deferred Compensation plan: with MissionSquare Retirement, and a $50 per month matching contribution for participating employees.
College Savings Plan - Employees may contribute to a section 529 plan which is designed to encourage saving for future college costs.
Social Security: City does not participate in the Social Security program, except for the mandatory 1.45% Medicare Contribution.
9/80 Work Schedule: Adjusted workweek schedule participation may be required.
Retirement benefits (from City): (hired after April 1, 2017): Individual RHS account and PEHMCA health minimum; and option to participate in vision/dental coverage.

01

Candidates will be evaluated based on the information provided on both the application and the responses to the following supplemental questions.
Do you understand this requirement?
Yes No

02

What is your level of competency utilizing Microsoft Excel?
None, I do not know how to use it Basic- I can insert rows, columns, and input numbers Intermediate- I can use formulas, filter data, format cells, and create charts/graphs I can utilize mail merge, apply themes, customize form letters, and modifying XML options.

03

What is your level of competency utilizing Microsoft Word?
None - I do not know how to use it. Basic - I can create new documents and insert/delete/cut/copy/paste text. Intermediate - I can create and track (accept/decline) calendar invites, manage contacts, and preview attachments. Advanced - I can manage a supervisor's calendar or meeting rooms, and work with tasks and notes.

04

What is your level of competency utilizing Microsoft Outlook.
None - I do not know how to use it. Basic - I can read/write email. Intermediate - I can create and track (accept/decline) calendar invites, manage contacts, and preview attachments. Advanced - I can manage a supervisor's calendar or meeting rooms, and work with tasks and notes.

05

How many years of experience do you have working in an administrative support role/position?
None 1-2 years 3-4 years 5 years or more

06

Briefly explain your experience working in an office environment and/or performing administrative support duties.
If none, please type N/A.


07

Do you have experience working for Public Works?
If yes, please provide a brief explanation.
If none, please type N/A.


08

Do you have experience working for a government or public agency?
Yes No

Required Question