Department Secretary

Salary : $5,149.00 - $7,608.00 Monthly
Location : City Hall, CA
Job Type: Full-Time
Job Number: 2025-075
Department: Human Resources
Opening Date: 03/28/2025
Closing Date: 4/21/2025 5:00 PM Pacific

City and Job Overview
The City of Garden Grove is currently accepting applications for the position of

DEPARTMENT SECRETARY

Deadline to apply for this recruitment is Monday, April 21, 2025 at 5:00 p.m. PST.
Click here to apply online: Join Our Team
There is currently (1) one full-time vacancy within the Human Resources Department.
HUMAN RESOURCES DEPARTMENT SECRETARY

The Human Resources Department Secretary is essential in supporting all divisions within the department, including recruitment and selection, benefits administration, workers' compensation, and employee and labor relations. The ideal candidate for this position will be detail-oriented, possess exceptional organizational and interpersonal skills, and demonstrate a strong commitment to fairness and consistency. Additionally, they should have the ability to proactively anticipate and address the needs of the department.
This recruitment will establish an eligibility list that may be used to fill current and future vacancies, so apply now.

Essential Duties

Supervise clerical staff

Check records and reports to ensure accuracy, compliance and completeness

Receive inquiries both in person and over the phone from the public and employees

Regulate or supervise the maintenance of important records

Screen and route correspondence

Maintain and prepare confidential records and reports

Input and retrieve data from computer

Prepare documents of a confidential nature such as letters, reports, bulletins, memoranda, and minutes of meetings

Prepare or supervise the preparation of complex reports and summaries

Maintain stock of office supplies and order new supplies when necessary

Maintain petty cash accounts

Prepare travel arrangements and related expense reports and paperwork

May be required to take and transcribe dictation

Other related duties as assigned
Requirements
EDUCATION & EXPERIENCE:

Graduation from an accredited high school, successful completion of the G.E.D. or equivalent and three (3) years of increasingly responsible secretarial experience.
KNOWLEDGE OF:

Modern office methods, procedures, practices, and equipment; business English including vocabulary, grammatical usage, spelling, and punctuation; business reports and correspondence formats; methods of alphabetic, numeric, and subject matter filing; basic business accounting functions; supervisory techniques and their application, if applicable; and effective customer services techniques and principles.
ABILITY TO:

Type at the minimum required speed; perform administrative and/or clerical work at the appropriate difficulty level that may involve independent judgment, speed, and accuracy; analyze situations and make decisions regarding procedural matters without immediate supervision, if applicable; communicate clearly and effectively over the phone, in writing, and in person; prepare and maintain accurate and complete records and reports; maintain records systems; operate a personal computer and related software; follow oral and written directions; and interact tactfully and courteously with public, staff, and elected officials.
OTHER REQUIREMENTS

Possession of a valid California Class C driver's license is highly desirable.
PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Incumbents in this classification walk; sit; stoop/bend/lean; turn/twist; use fingers and hands repetitively; reach above and below shoulder level; speak clearly; hear normal voice conversation; see long distances; see small details; use a telephone; use a 10-key machine; and work on a personal computer.
WORK ENVIRONMENT

The work environment described here is representative of those an employee encounters while performing the essential functions of this job. Incumbents in this classification work in an open-office environment; have direct contact with the public; and may perform overtime work beyond regularly scheduled hours.

Other Important Information
HOW TO APPLY

Online applications can be completed by visiting: The deadline to apply is Monday, April 21, 2025 by 5:00 p.m.
Online application packets must include:

• a completed online employment application
• a completed supplemental questionnaire

The job application and supplemental questionnaire must be completely filled out. Be sure to detail any education, training, or other relevant course work that would make you a particularly strong candidate.
Only those who appear to have the best qualifications will be invited to continue in the selection process. Meeting the minimum requirements does not guarantee an invitation to further testing.
THE SELECTION PROCESS

The selection process will consist of:

• Written test - administered online via eSkill tentatively from 4/22/25 - 4/29/25
• Typing test - certificates must be submitted by 5/7/25
• Oral panel interview - tentatively scheduled for 5/21/25

Since the written test is conducted virtually, candidates will require access to a computer and reliable internet. PLEASE NOTE: Applicants who advance in this recruitment may be required to take parallel versions of virtually administered exams in a proctored in-person setting in order to confirm their identities as the original test takers.
Candidates who may need accommodations during the selection process must contact the Human Resources Department at at least one week prior to any test dates.

TYPING CERTIFICATE
Candidates must provide a typing certificate demonstrating typing speed. Typing certificates must meet the following criteria:

• Meet the minimum typing speed of 40 net words per minute.
• Test must be for a 5-minute timed test.
• Must have been administered by an appropriate source, such as a temporary agency, adult school, career center, or other agency that regularly provides typing certifications.
• Typing certificates must include the contact information of the agency that administered the typing test.
• Internet certificates WILL NOT be accepted.
• Certificates must be issued between May 2024 and May 2025.

Candidates invited to move forward in the selection process will be provided additional instructions on when and how to submit their typing certificate as the recruitment progresses.

CANDIDATES WILL ONLY RECEIVE COMMUNICATION THROUGH EMAIL. Candidates should check their email, including spam, for all notices regarding their status.
If there are any questions regarding this recruitment, please contact the Human Resources Department at
NEPOTISM POLICY

The City has adopted a Nepotism Policy that may affect the status of a candidate's application. Please refer to the Nepotism Policy for more information.
EQUAL OPPORTUNITY EMPLOYER

The City of Garden Grove is an Equal Opportunity Employer that does not discriminate on the basis of sex, race, color, marital status, religion, ancestry, national origin, medical condition, non-disqualifying disability, age, sexual orientation, gender identity/expression, genetic information, military/veteran status, or other protected class covered by appropriate law.
DISASTER SERVICE WORKER

Per Government Code 3100, in the event of a disaster, employees of the City of Garden Grove are considered disaster service workers and may be asked to respond accordingly.
VACATION
Accrues at the following rates:

• 80 hours upon completion of one (1) year
• 120 hours after one (1) year - 10 hours per month
• 144 hours after nine (9) years - 12 hours per month
• 168 hours after fourteen (14) years - 14 hours per month
• 207 hours after nineteen (19) years - 17.25 hours per month
• 246 hours after twenty-four (24) years and thereafter

HOLIDAYS: 14 paid holidays a year (up to 125 hours)

SICK LEAVE: Accrues at 8 hours for each full calendar month of service.

CAFETERIA PLAN HEALTH INSURANCE: The City provides each eligible employee a fringe benefit allocation to purchase benefits for themselves and their dependents. Any unused portion of the allowance may be put into a deferred compensation plan, or taken as cash at the end of the year, or invested into a Flexible Reimbursement Account in which employees may tax-defer funds to use to pay for childcare or to cover those health and dental care expenses (deductibles, etc.) that are not reimbursed by an insurance carrier.

DEFERRED COMPENSATION PROGRAM: Employees may contribute to a 457(b) account up to the maximum as determined by the IRS annually. There is no City contribution.

RETIREMENT:
Tier I - Employees hired prior to January 1, 2013, are covered by the "2.5% at 55" single highest year option of the Public Employees' Retirement System (PERS) plan. Employees contribute eight percent (8%) of salary to PERS on a tax-deferred basis. Employees hired after January 1 . click apply for full job details