Executive Secretary - Human Resources (UCE)

City of Santa Ana · United States

The City of Santa Ana is looking for individuals who are results-oriented, possess great attitudes, demonstrate creativity and innovation, work efficiently, show a record of success and have a passion for public service. Having the best employees provides the best service to the community.

Performs confidential and responsible highly skilled and complex technical, clerical, secretarial, and administrative support activities for the Human Resources Department and Executive Director of Human Resources, including handling administrative details, coordinating day-to-day office operations, and providing information and assistance to the public and staff.

• Greets visitors, screens callers, secures information, and answers questions in accordance with department policies and procedures; refers parties to appropriate individuals; and serves as the department receptionist, as needed.
• Acts as a liaison in disseminating information and coordinating matters between the Executive Director of Human Resources and other departments and outside parties; makes appointments, coordinates calendars, and schedules events and meetings.
• Provides support related to labor relations, employee relations, Equal Employment Opportunity (EEO) and California Civil Rights Department (CRD) matters, and other confidential personnel matters, including gathering and analyzing related data, preparing reports and documents, and assisting in the administration of labor agreements and provisions.
• Opens and disburses department mail; prepares paperwork for the Executive Director of Human Resources review and signature.
• Conducts research and compiles data and information; prepares and types human resource related memoranda, correspondence, reports, forms, presentations, and spreadsheets, often of a highly sensitive and confidential nature, either independently or in accordance with oral and written instructions, including budget and labor relations related documents; takes and transcribes dictation, including meeting minutes; and ensures document accuracy, completeness, and compliance with City standards, policies, and procedures.
• Sends notification to employees and supervisors on employees released to perform union activities; tracks and prepares invoices on release hours and bills unions; and maintains and distributes union agreements.
• Prepares and processes requisitions and purchase orders; tracks purchases; reviews invoices and processes payments; maintains petty cash account, reimburses expenses, and prepares related cash reports; manages and reconciles department credit cards; and monitors expenditures with budget.
• Assists with department public records requests; ensures requests are responded to appropriately and timely; coordinates and confers with Human Resources Department, City Attorneys Office, and Clerk of the Council staff to ensure accuracy of documents and release of information falls within established policies and procedures.
• Organizes, maintains, and updates a variety of confidential human resource documents, files, and records, including departmental personnel records; assists with the destruction of records in accordance with adopted retention schedules and destruction guidelines; prepares files for purging; arranges for electronic file storage; and creates, maintains and updates filing and tracking systems.
• Orders and receives office supplies; works with vendors to ensure item quality and timeliness of deliveries.
• Makes conference and travel arrangements, prepares trip folders, and reconciles expenses.
• Recommends, develops, implements, and interprets departmental policies, procedures, and systems to ensure efficient departmental operations.
• Trains, coordinates, supervises, and evaluates the work of assigned office support staff.
• Manages department parking, resolves employee parking issues, and oversee parking validations.
• Maintains and renews maintenance contracts on office equipment; troubleshoots and resolves copier and printer problems; and coordinates technical repairs.
• Provides backup support for other administrative support staff as needed.
• Relieves the Executive Director of Human Resources of routine administrative activities.
• May coordinate and input department payroll.
• May assist in the administration of Personnel Board proceedings.
• May administer the Citys employee longevity service award program.
• Performs other duties as assigned.

Three (3) years of experience performing complex and highly responsible clerical and administrative duties, two (2) years of which must have been at a secretarial level, and some lead supervisory experience. Education equivalent to graduation from high school. Minimum qualifications may be met via an equivalent combination of experience and education sufficient to perform the essential job functions. Experience and education must provide the knowledge, skills, and abilities listed below.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of: Principles and practices of office administration and management; labor negotiations processes; employee relations; labor relations; human resources administration; pertinent federal, state, and local public sector laws, codes, and regulations, including California Public Records Act; principles of supervision, training, and performance evaluation; public information principles and techniques; basic principles of mathematics; fiscal recordkeeping; principles and practices of data collection, business letter writing, and report preparation; word processing methods, techniques, and programs; proper English usage, grammar, and punctuation; principles of communication and public speaking; effective customer service techniques; record management practices and procedures; indexing and filing systems; proper cash handling; safe driving principles and practices; customer service practices and telephone etiquette; and modern office practices, procedures, methods, and equipment, including computers and office software applications.

Skill in: The use of personal computers and business software applications, including Microsoft Word, PowerPoint, Outlook, and Excel; the operation of modern office equipment; and interacting with others in a professional manner.

Ability to: Type at a corrected speed of 50 wpm; understand, interpret, and apply Citywide and departmental codes, policies, procedures, and memoranda of understanding, and applicable federal, state, and local policies, laws, and regulations; perform complex clerical work with speed and accuracy; manage schedules and calendars; select, supervise, train, and evaluate staff; collect, compile, and maintain data and files; perform arithmetic calculations accurately; prepare clear and concise correspondence and other written materials; communicate tactfully, clearly, and concisely, both orally and in writing; make sound decisions within established policy and procedural guidelines; follow written and oral directions appropriately; work independently and as part of a team; coordinate a wide variety of tasks in a timely manner; maintain appropriate, accurate, and effective recordkeeping; maintain confidentiality of private or sensitive information; properly manage cash; operate office equipment, including computer equipment and office software applications; and establish and maintain effective working relationships with other City employees, the public, and those contacted in the scope of work.

SPECIAL REQUIREMENTS

Possession and retention of a valid drivers license, or alternative transportation that reasonably meets operational needs is required for this position.

Must be willing and able to work evenings, nights, weekends, and holidays, as needed.

HIGHLY DESIRABLE

Municipal or other public sector government experience is highly desirable.

Associate's degree or higher in office administration, business administration, public administration, or a related field is highly desirable.

Receives general supervision from the Executive Director of Human Resources.

Exercises general supervision over clerical support staff.

UCE means that this is a unrepresented position. Applications will be reviewed by the Human Resources Department. You must attach a cover letter to be considered for this position. Those applicants possessing the most pertinent qualifications will be invited to continue in the selection process, which will include:

Written Examination: (Tentatively Scheduled for week of August 17, 2026) (Weight of 50%) will evaluate candidates' knowledge, skills, and abilities in relation to those factors which are essential for successful performance on the job. This examination may include questions in the following areas: arithmetic, charts and tables, English usage, office practices, punctuation and capitalization, spelling, supervision, and vocabulary.

Oral Interview (Tentatively scheduled for week of September 7, 2026)(Weighted of 50%) : Will evaluate the candidates' experience, training, education and abilities in relation to those factors which are essential for successful performance on the job.

The City of Santa Ana is an equal opportunity employer. If you consider yourself a person with a disability, you may contact us regarding providing reasonable accommodation.