Salary : $62,732.80 – $84,052.80 Annually
Location : City of Anaheim, CA
Job Type: Full Time
Job Number: 2023-00331
Department: Convention, Sports & Entertainment
Opening Date: 10/03/2023
Closing Date: Continuous
Description
Upcoming Increases:
5% increase on June 21, 2024
5% increase on June 20, 2025
The Anaheim Convention Center is seeking a highly dynamic and experienced Executive Secretary to support the Administration Division. The Executive Secretary will provide highly skilled and responsible secretarial and administrative support by handling administrative details and coordination of day to day office operations.
Candidates must possess two (2) years of experience performing extensive, responsible administrative secretarial and clerical work. Prior experience in a convention center or similar type venue is highly desirable. Ideal candidates will be capable of multi-tasking; possess experience in performing duties to support multiple event sales/booking functions; prepare staff meeting agendas; draft correspondences; and manage calendars. Candidates will also be able to work under pressure and manage the needs and demands of large convention center vendors and clients.
The Anaheim Convention Center (ACC) reigns as the largest exhibit facility on the West Coast, having hosted such large, well-attended events as the NAMM Show, Disney’s D23 Expo and Natural Products Expo West. Originally opened in 1967, the ACC currently spans 53 acres and the offers 1.8 million square feet of function space and many dynamic features. The ACC completed its seventh expansion in Fall of 2017, providing an additional 200,000 square feet of flexible meeting space to our guests.
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.
Administrative support to Deputy Director assigned to booking, parking and event operations; take and direct calls to the appropriate personnel, responding to calls, screen inquiries, take messages, schedule appointments and answer questions requiring a thorough understanding of policies and procedures for the ACC.
Organize and maintain vendor contracts with third party providers at the ACC (catering, technology, production, transportation); compile and analyze 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, using interpretative judgment as to content; prepare reports and routine staff reports from conducted research.
Support the Booking division by providing administrative assistance to the booking team handling requests on pricing and space reservation approvals, processing lease agreements and insurance requirements for events and other related documentation; research information requiring interpretive judgment and tallies and compile information for reports; complete special projects and assignments exercising independent judgment.
Assist Deputy Director with division budget and financial recording keeping through tracking and reconciling budget to expenses.
Develop filing systems for record storage and retrieval; maintain key documents as part of the booking process, including: edits to rules, regulations, policy and procedures; maintain records of the unit concerning purchases, budget accounts and inventory and requisitions office supplies; maintain records of staff attendance and absences, compile and submit periodic reports for payroll purposes.
Coordinate, calendar and compile required information as needed to prepare meeting agendas, attend meetings and take minutes of business conducted and compose minutes; participate with ACC committees (safety, Anaheim Way, etc.).
Maintain Deputy Director and Senior Management’s calendar of appointments, using judgment to schedule appointments and determine priorities; use discretion to plan itineraries and make travel arrangements.
Compose routine and non-routine correspondence requiring use of independence and judgment based upon knowledge of the functions and procedures of the unit, for review by the supervisor; coordinates flow of correspondence and other material; process confidential information; proofread materials for clerical accuracy and spelling.
May be responsible for staff payroll, to include input of, reconciliation and distribution of paychecks; input data into various automated systems, such as payroll, budget and business tax; verify and balances accuracy.
Design office forms, charts and graphs; type forms, schedules, reports, lists, general correspondence, manuscripts, charts, graphs, contracts and statistics.
Receive, open, date stamp and screen mail, arranging in priority order, assembling background information and distributing to appropriate personnel, and process outgoing mail.
Operate a variety of office equipment, such as a copier, calculator, and printer; operate a computer to prepare documents and to enter and edit a variety of data using numerous programs and formats and devise formats for specialized purposes; operate transcription equipment to transcribe meeting minutes.
Perform related duties and responsibilities as required.
Qualifications
Candidates must possess two (2) years of experience performing extensive, responsible administrative secretarial and clerical work.
Candidates must have comprehensive knowledge of business English, spelling, grammar, syntax and punctuation; business math; 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.
Candidates must demonstrate the ability to 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 information and maintain confidentiality; perform difficult clerical work; plan and organize work to meet deadlines; plan and carry out difficult secretarial assignments; represent the 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 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 Friday, October 27, 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.
The selection process will consist of a minimum of skills examination and oral interview.
The eligibility list established from 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 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 Questions but not listing the experience in the application, copy/pasting information, or responses referring to your resume may eliminate you from consideration.
- I acknowledge I have read and understood the above information.
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 3 years
- At least 3 years, less than 4 years
- At least 4 years or more
03
Do you possess prior administrative experience supporting high level executives?
- Yes
- No
04
Describe in detail your administrative experience in supporting high level executives. Please include in your response the employer name, years of experience and duties you performed. If none, type N/A.
05
Do you possess experience managing vendors with executive contracts and clients in a convention center setting or a similar type venue?
- Yes
- No
06
Describe in detail your experience managing vendors with executive contracts in a convention center setting or a similar type venue. Please include in your response the employer name, years of experience and duties you performed. If none, type N/A.
07
Do you possess experience providing exceptional customer service in-person and over the phone in a Convention Center setting?
- Yes
- No
08
Describe in detail your experience in providing exceptional customer service in-person and over the phone in a Convention Center setting. Please include in your response the employer name, years of experience and duties you performed. If none, type N/A.
09
What is your level of competency in 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 format text, apply styles, insert tables, track changes, and use templates.
- Advanced, I can utilize mail merge, apply themes, customize form letters, and modifying XML options.
10
What is your level of competency in 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.
- Advanced, I can utilize pivot tables, create array formulas, and solve algebraic equations.
11
Please describe your level of competency in utilizing Microsoft Teams?
Required Question