Administrative Assistant

Salary : $71,593.60 - $95,950.40 Annually
Location : City of Anaheim, CA
Job Type: Full Time
Job Number: 5
Department: Planning & Building
Opening Date: 03/25/2025
Closing Date: 4/8/2025 5:00 PM Pacific

Description
The City of Anaheim Planning & Building Department seeks an Administrative Assistant to provide highly complex secretarial support to the Planning and Building Director and perform highly skilled administrative staff functions in support of the business operations of the department, such as editing staff reports and presentations, preparing customer correspondence, completing research and special projects as assigned, and ensuring prompt and responsive customer service.

Candidates must possess excellent communications skills, interpersonal skills that support and encourage a team-oriented work environment, strong organizational skills, and a pro-active approach to assigned responsibilities. Prior experience in supporting an administrative manager or an executive is required.
Essential Functions

Below are the main duties of an Administrative Assistant. You can review the full job description by

• Assist the Planning and Building Director by planning and organizing general business operations of the department; formulate, affect, interpret and/or implement management policies or operating practices, policies and procedures to expedite workflow and processes and to facilitate the implementation of policies and programs.
• Using good judgment, maintain and coordinate daily calendars and schedules; gather information regarding upcoming meetings or events and ensure that the Planning and Building Director is fully informed; coordinate all details for upcoming events with individuals/organizations in which the Planning and Building Director is participating. Make facility and refreshment arrangements.
• Compose correspondence requiring use of judgment based upon a thorough knowledge of the functions and procedures of the unit which may or may not be reviewed by the supervisor.
• Conduct research and make recommendations in the development of department policies, procedures and goals; implement changes as required.
• May prepare and monitor a division budget (i.e. Administrative Division).
• May ensure that legal notices and hearing publications are prepared and posted according to state laws and city ordinances.
  Type forms, schedules, reports, lists, general correspondence, manuscripts, complex agendas, charts, graphs, contracts and statistics.
• Assemble departmental City Council agenda packet, bringing forward notes and continued items and gathering additional background materials, as requested.
• Maintain personnel files of departmental staff.
• Perform related duties and responsibilities as required.

Qualifications
Any combination of experience and training that would provide the required knowledge and abilities is qualifying.
Experience: Performing highly responsible administrative-level secretarial work at an executive office level.
Knowledge: Possess the knowledge of sound administrative processes; process and procedure development techniques; sound knowledge of the business operations of the assigned department; files and records management processes and regulations; data collection and analysis techniques; principles of office management; advanced principles and methods of business correspondence and report preparation; modern supervisory principles and practices; general methods of budget preparation and financial record keeping, English usage, spelling, grammar, syntax and punctuation; business math; and business telephone etiquette.

Ability: Demonstrate the ability to effectively manage and organize the work of a professional administrative office; read, understand and apply complex materials; proofread and detect errors in typing, spelling and punctuation; establish and maintain complex filing systems; perform highly skilled secretarial work and when appropriate, collect, interpret and exercise judgment in organizing data and compiling reports; initiate and compose correspondence; receive confidential information and maintain confidentiality; operate a computer with accuracy; type at a net corrected speed of 50 words per minute; establish and maintain effective relationships with those contacted in the course of work.

License/Certification Required: Some work assignments may require possession of a valid California Class C driver's license.

Environment/Working Conditions

Physical Conditions: Work is performed in an office environment utilizing modern office equipment and technology and may require sitting for prolonged periods of time using a computer. The incumbent stands, walks, and may twist, reach, bend, crouch and kneel. An incumbent must be able to meet the requirements of the classification and have mobility, vision, hearing and dexterity levels appropriate to the duties to be performed.
Supplemental Information
MPORTANT APPLICATION INFORMATION AND INSTRUCTION

Applications will be accepted until Tuesday, April 8, 2025, at 5:00PM. Applicants are encouraged to apply early. Applications will not be accepted after this deadline.

The selection process will consist of a written skills examination and 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:

For additional information about the City's benefits, visit:

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:

01

How many years of experience providing responsible administrative-level secretarial work at an executive office level supporting senior and executive management 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, less than 5 years
• At least 5 years or more

02

Does your experience include direct administrative support of senior and/or executive management?

• Yes
• No

03

Please thoroughly describe your experience providing responsible administrative-level secretarial work at an executive office level supporting senior and executive management. If none, type N/A.
04

When interacting with the public and Executive Management, what are some of the most important guidelines you would use to maintain an effective and professional relationship?
05

Please select the Microsoft Office software with which you have experience.

• Word
• Excel
• Outlook
• PowerPoint
• None

06

Describe your experience with Microsoft Office Software. If you do not have this experience, please type N/A. Please Note: All responses will be verified with your application.
07

Do you have experience drafting written reports, memos, and other correspondence (e.g., memorandums, staff reports, etc.)?

• Yes
• No

08

Please describe your experience drafting written reports, memos, correspondences (e.g., memorandums, staff reports, etc.). (If you do not have experience in this area, please type "NA").
Required Question