City of Santa Ana is hiring: Senior Office Assistant in Santa Ana

Job Summary

The City of Santa Ana is seeking a Senior Office Assistant for the Planning and Building Agency. The position involves specialized clerical work such as word processing, data entry, invoice processing, recordkeeping, report preparation, filing, and providing assistance to the public.

Responsibilities

• Prepare, format, proofread, and distribute complex correspondence, reports, records, and statistical data from rough drafts and general instructions.
• Assist the public and outside parties in person, by phone, and via software applications; furnish information, explain policies and regulations, resolve complaints, and direct to appropriate staff or locations.
• Establish, update, and maintain record systems and databases; verify accuracy, file documents, and apply departmental policies and procedures.
• Monitor and order office supplies; assist with purchase requisitions and orders, review vendor invoices, prepare payment requests, and account for money.
• Receive, sort, and distribute internal and outgoing mail.
• Coordinate travel arrangements, type itineraries, request travel advances, and process expense reports.
• Maintain calendars and arrange meetings.
• Operate office equipment such as calculators, copy machines, and personal computers.
• Review work of other clerical employees and assist in training new workers.
• Maintain attendance records and enter payroll data, if assigned.
• Perform high‑level clerical duties in training or relief capacity.
• Perform other duties as assigned.

Qualifications

• One (1) year of responsible general office clerical experience, or equivalent combination of experience and education. • Knowledge of city and department practices, modern office procedures, data collection and report preparation, filing systems, word processing, accounting terminology, database applications, business letter writing, and customer service. • Skill in personal computer operation and the MS Office Suite (Word, Excel, PowerPoint, Access, Outlook). • Ability to perform accurate clerical work with minimal supervision, maintain confidential records, prepare reports, manage office databases, schedule projects, and communicate effectively with the public and staff.

Special Requirements

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

Language Requirement

For the Planning and Building Agency, bilingual fluency in English and Spanish or Vietnamese is desired.

Equal Opportunity Statement

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.