Salary : $59,737.60 – $76,252.80 Annually
Location : City of Anaheim, CA
Job Type: Full Time
Job Number: 2023-00236
Department: Human Resources
Opening Date: 07/17/2023
Description
The City of Anaheim Human Resources Department seeks a highly dynamic and experienced Executive Secretary to support the Employee Relations Division. The Employee Relations Division is a fast-paced, high-volume unit within the Human Resources Department that provides complex, professional support in the areas of labor relations, classification and compensation, employee performance management, workplace investigations and disciplinary review, and leaves and disability management. The Executive Secretary will provide highly skilled and responsible secretarial and administrative support by handling confidential and complex administrative details and coordination of day to day office operations. Ideal candidates will possess work ethics that include being proactive and results-oriented with consistent follow through on details, commitment to maintaining confidential information, and impeccable organizational skills. Furthermore, the ideal candidate is capable of multi-tasking, possess strong verbal and written communication skills, and maintain professionalism and positivity under pressure while performing duties to support multiple human resources functions.
The City offers an exceptional benefits package (medical, dental, vision, deferred compensation, and more), including a 2.7% @ 55 CalPERS formula for qualifying Classic Members. For more information, visit the following link:
Essential Functions
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 high level administrative support to the Deputy Human Resources Director and support the Employee Relations Division; receive, respond, and direct communication to the appropriate personnel, including screen inquiries, take messages; maintain and coordinate calendars for the Deputy Human Resources Director and schedule and coordinate meetings for the Employee Relations Division.
- Generate and update reports, lists, and information in project management applications and spreadsheets; compose and send general correspondence; and monitor contracts and statistical information.
- Compose routine and non?routine correspondence requiring use of independence and judgment based upon knowledge of the functions and procedures of human resources and employee relations, for review by the supervisor; coordinates flow of correspondence and other material; process highly confidential information; proofread documents for accuracy and spelling.
- Compile and analyze information for narrative and statistical reports pertaining to a variety of human resources and employee relations matters; locate sources of information, devise forms to serve data and determine proper format for finished report, using interpretative judgment as to content; prepare reports and routine staff reports from conducted research.
- Assist in preparing responses to public records requests and material for collective bargaining and City Council meetings.
- Directly support the Employee Relations Division and prepare, compile, and review collective bargaining materials; prepare and provide notices to bargaining units; and assist in reviewing and finalizing Memorandum of Understanding following labor negotiations.
- Receive, open, date stamp and screen mail; arrange mail in priority order; assemble background information and distribute to appropriate personnel; and process outgoing mail.
- Relieve personnel in the Employee Relations Division of administrative details, such as arrange meetings, contact others to obtain or transmit information, compile information for supervisor’s use and interpreting policies, rules and practices to other employees, the public, and other jurisdictions; research information requiring interpretive judgment and tallies and compile information for reports; complete special projects and assignments exercising independent judgment.
- Maintain the calendar of meetings of personnel in the Employee Relations Division, using judgment to schedule meetings and determine priorities; use discretion to coordinate schedules and make travel arrangements.
- Compile all required information and prepare agendas, as necessary, and attend meetings. Document, coordinate, and track all follow-up items through completion.
- Develop filing systems for record storage and retrieval; maintain files in accordance with the City’s retention program; create file folders, file, organize, and maintain all files of the Employee Relations Division, which also include files for purchases, budget accounts and inventory and requisitions office supplies; maintain records of staff attendance and absences, compile and submit periodic reports for payroll purposes.
- Maintain reports to track citywide merit and probation dates; prepare timely merit and probation notices to City department liaisons and follow-up until completion.
- May be responsible for staff payroll, to include input, reconciliation, and distribution of paychecks; input data into various automated systems, such as payroll, budget, and business tax; verify and balances accuracy.
- May assist in preparing and monitoring the budget of the Employee Relations Division.
- Perform related duties and responsibilities as required.
Qualifications
QUALIFICATIONS:
Experience and Training Guidelines: Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Experience in: Performing extensive, responsible administrative support and work.
Knowledge of: Comprehensive knowledge of business English, spelling, grammar, syntax and punctuation; business math; basic principles of supervision and training; record keeping methods; principles and methods of business correspondence; business telephone etiquette; general operation and practices of an administrative office; general methods of budget preparation and financial record keeping; modern supervisory practices and principles.
Ability to: Type at a net corrected speed of 50 words per minute; transcribe minutes; read, understand and apply complex materials; proofread and detect errors in typing, spelling, grammar, syntax and punctuation; maintain and modify filing systems; establish record keeping systems; compose effective correspondence; receive confidential human resources and employee relations information and maintain confidentiality; perform difficult administrative work; plan and organize work to meet deadlines; plan and carry?out difficult administrative assignments; represent the Employee Relations Division of the Human Resources Department using good judgment, poise, tact and diplomacy; may assign and review the work of others, train and/or orientate other clerical employees; establish and maintain effective relationships with those contacted in the course of work.
Supplemental Information
IMPORTANT APPLICATION INFORMATION AND INSTRUCTIONS
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 Friday, July 28, 2023 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.
Qualified applicants may be invited to a performance exam. Successful applicants will be invited for an oral interview.
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 for employees and their eligible dependents. These include health, dental, vision, and life insurance, as well as a variety of voluntary benefits. 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/30970/Benefits-Summary-Full-Time
For additional information about the City’s benefits, visit: www.myanaheimbenefits.com
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.
Note: Pension contribution limitations are set by CalPERS each calendar year, with compensation limit requirements for Public Employee Pension Reform Act (PEPRA) members and Classic members. Employee contributions will be deposited into a 401(a) account after reaching this limit. Employees with CalPERS membership dates prior to July 1, 1996 are not impacted by these limits.
To view the current limits and additional CalPERS information, visit:
https://www.anaheim.net/DocumentCenter/View/4783/CalPERS-Rates
01
Candidates will be evaluated based on the information provided on both the application and the responses to the following Supplemental Questions. Failure to fully detail all experience or stating experience in response to the Supplemental Question but not listing the experience in the application, copy/pasting information, or responses referring to your resume may eliminate you from consideration. Do you understand this requirement?
- Yes
- No
02
How many years of experience performing extensive, responsible administrative secretarial and clerical work do you possess?
- None
- Less than 1 year
- At least 1 year, less than 2 years
- At least 2 years, less than 4 years
- At least 4 years or more
03
Do you have prior administrative experience supporting human resources functions, including reviewing and editing highly detailed memorandums, contracts, and drafting correspondences?
- Yes
- No
04
Please detail your administrative experience supporting human resources functions, including examples of how you reviewed and edited highly detailed memorandums, contracts, and drafted correspondences. If none, type N/A.
05
Do you have expertise in utilizing Microsoft 365? (Teams, Project, Outlook, Excel, Power Point and Word)
- Yes
- No
06
Please describe your experience (with specific examples) and rate your level of proficiency (Beginner, Intermediate, Advanced) with Microsoft Office as it relates to your administrative duties and support of management. If none, type N/A.
07
Is your relevant experience from a municipal government agency?
- Yes
- No
08
Please detail your municipal government experience, including what departments you have supported and who your primary customers were. If none, type N/A.
09
Do you currently have a valid California Driver’s License, or are you able to obtain one by date of appointment?
- Yes
- No
Required Question