Personnel Board Secretary (Part-Time) Job at City of Santa Ana in Santa Ana

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

Performs responsible and complex clerical and secretarial work, and administrative duties in support of the City’s Personnel Board and Human Resources Operations Division.

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

Performs responsible and complex clerical and secretarial work, and administrative duties in support of the City’s Personnel Board and Human Resources Operations Division.

This position is open until further notice and can close at any time without notice. First review will be: June 21, 2023. You are encouraged to apply immediately.

• Prepares, processes, and ensures that legal and public notices are distributed and published in accordance with state law and municipal ordinances for the City’s Personnel Board meetings.
• Prepares and finalizes all board meeting agendas.
• Coordinates with staff and board members regarding the placement of items on the board meeting agenda.
• Makes board meeting preparations; assists with setting up board meeting venues.
• Attends board meetings; takes and prepares formal and comprehensive minutes.
• Prepares post-meeting correspondence to employees and outside parties documenting actions taken.
• Performs board meeting time sensitive follow-up duties.
• Maintains and organizes board attendance, case data, and other sensitive and confidential records.
• Provides information to board members, other departments, outside agencies, the public, and other interested parties regarding board meeting procedures and matters; interprets and explains related requirements, regulations, guidelines, policies, and procedures.
• Maintains and coordinates calendars and schedules with relevant parties.
• Makes travel arrangements and reconciles expenses.
• Prepares routine correspondence and other documentation.
• Performs basic clerical and administrative support duties.
• Relieves management staff of administrative details.
• May assist in supporting other Human Resources Department functions.
• Performs other duties as assigned.

Three (3) years of responsible experienced providing clerical and administrative support, two (2) of which must have been at a secretarial level; preferably including extensive experience taking minutes at formal business meetings or meetings of a board, commission, or similar public body. High school diploma or General Educational Development (GED) certification. 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: Pertinent federal, state, and local public sector laws, codes, and regulations, including board commission by-laws and the Brown Act; Roberts Rules of Order; public meeting notice requirements; techniques of preparing formal business meeting minutes; basic human resources terminology; proper English usage, grammar, and punctuation; word processing methods, techniques, and programs; document writing, formatting, and techniques; business language and phrasing found in employment documents and other legal documents generally used in human resources; principles of communication; customer service principles and practices; office practices, procedures, and equipment; records management practices and procedures; and basic principles of math.

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

Ability to: Understand, interpret, and apply Citywide and departmental codes, policies, and procedures, and applicable federal, state, and local policies, laws, and regulations; take summary minutes of business conducted at board meetings; operate office equipment; operate word processing software up to an advanced level of proficiency; perform complex clerical work; keyboard rapidly and accurately; communicate tactfully, clearly, and concisely, both orally and in writing; follow written and oral directions appropriately; work independently and as part of a team; maintain confidentiality of private and sensitive information; prepare clear and concise technical correspondence and other written materials; proofread and detect errors in typing, spelling, grammar, syntax, and punctuation; coordinate a wide variety of tasks in a timely manner; maintain appropriate, accurate, and effective recordkeeping; and establish and maintain effective working relationships with board members, other City employees, the public, and those contacted in the scope of work.

SPECIAL REQUIREMENTS

Must be willing and able to work evenings and nights for board meetings and as needed.

HIGHLY DESIRABLE

Ability to take dictation at a corrected rate of seventy (70) words per minute is highly desirable.

Experience supporting a public agency board or commission is highly desirable.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from the Human Resources Operations Manager or other management staff.

This is a non-supervisory position.

WORKING CONDITIONS

Environmental Conditions: Work is generally performed in a standard office setting.

Physical Conditions: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, twist, and walk; to lift and carry up to twenty (20) pounds; push and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination, including the use of a computer keyboard; and to utilize sight, hearing, speaking, reading, writing, and math ability to exchange information.

Applicants are required to complete and submit a City application form and answer the supplemental questions online. Resumes or faxed copies will not be accepted in lieu of the City online application. To apply, click on the "Apply" link located at the top of this page. New users must create an account first. Click on this link for instructions on how to set up your account and apply for the first time: Online Employment Application Guide . The Human Resources Department will review all applications. Those candidates who possess the most pertinent qualifications may be invited for an oral interview. If you have any questions related to the application, please contact Human Resources at (714) 647-5001, or by email at careers@santa-ana.org .
Candidates given a job offer will be required to pass a medical exam and a background records check.

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.

About the company

PURPOSE Our purpose is to provide quality service to enhance the safety, livability and prosperity of our community. VISION The dynamic urban center of Orange County acclaimed for our: Investment In Children, Neighborhood Pride, Enriching Cul...

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