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City of Anaheim · 1 month ago

Senior Secretary - Planning Services

Anaheim, CA

Full-time

Onsite

Senior Level

5+ years exp

The City of Anaheim Planning & Building Department is seeking a dynamic Senior Secretary to support the Planning Services Division. This role involves providing complex secretarial support to management staff and facilitating Planning Commission meetings, ensuring smooth administrative operations.

FinanceGovernmentNon Profit

Responsibilities

Provide services to internal and external customers while maintaining a professional demeanor; take and respond to phone calls and in-person inquiries, screen inquiries and take messages; schedule appointments; answer questions requiring interpretation, judgment and a thorough understanding of policies and procedures, searching for and abstracting technical data, as appropriate

Compile information for a variety of narrative and statistical reports, locate sources of information, devise forms to serve data and determine proper format for finished report; prepare reports and routine staff reports from conducted research

Utilize specialized software and database programs as required by department functions to access, update, track and maintain variety of routine to specialized records and information; review, compile, track and check data and information from a variety of sources; research, develop, maintain and update specialized and custom forms, logs, files, schedules, lists, records and reports to support technical work processes in areas of assigned responsibility; design, develop and maintain spreadsheets requiring data interpretation and manipulation

Schedule meetings and conferences; prepare materials and agendas; maintain calendars, schedules appointments and make travel arrangements for one or more managers

Record minutes at meetings; may transcribe from dictation; prepare and distribute minutes of meetings as required; follow-up on action items as assigned

Maintain, review, reconcile and submit departmental personnel, time keeping and payroll records

Perform accounting, budgeting and financial record keeping functions by monitoring and tracking petty cash; processing refund requests; processing credit card payments; receiving, reviewing and processing invoices and request for payment; tracks department expenditures; reconcile budgets to expenses; identify discrepancies and verify corrections as appropriate

Perform related duties and responsibilities as required

Perform assigned tasks based on preset calendar; perform commission responsibilities biweekly. Post legal and public notices

Prepare the Council Chamber or meeting rooms prior to commission meetings; set up audio equipment. Assist with equipment and track and tally votes; record commission session during scheduled meetings

Finalize and post action agenda to City website; distribute action agenda to City Clerk's office, City Manager's Office, Mayor/City Council, and division staff

Finalize and prepare resolutions for distribution to staff

Qualification

Advanced secretarial skillsOffice management practicesFinancial recordkeepingWord processing softwareSpreadsheet softwareInterpersonal skillsTeam playerOrganizational skillsCommunication skillsConfidentiality

Required

Experience performing advanced journey level secretarial and complex clerical work

Dependable team player who is highly organized and can manage multiple tasks with competing deadlines

Exceptional interpersonal skills with the ability to conduct oneself in a professional manner with both internal and external customers

Possession of a valid California Driver's License by date of appointment

Knowledge of office administrative and management practices and procedures

Knowledge of principles and practices of communication

Knowledge of methods, practices, documents and terminology used in financial and accounting recordkeeping

Knowledge of advanced uses of word processing, spreadsheet, database and other standard software to create complex documents and materials requiring the interpretation and manipulation of data

Knowledge of English usage, spelling, grammar and punctuation

Knowledge of basic math

Knowledge of professional business office and telephone etiquette

Ability to effectively work as a team member

Ability to continuously maintain a professional demeanor

Ability to use deductive reasoning with constant interruptions from staff and customers

Ability to interpret, read, understand and apply moderately difficult materials

Ability to proficiently operate a computer terminal using related software and computer programs

Ability to work independently

Ability to exercise discretion, sound judgment and maintain confidentiality

Ability to organize and prioritize work for multiple staff with continuous and conflicting deadlines

Ability to work under pressure