NEOGOV · 2 days ago
Administrative Secretary (01-26)
Whittier, CA
Full-time
Onsite
Mid Level
$4,506/mo - $5,753/mo
3+ years expNEOGOV is seeking an Administrative Secretary to support the department head within the City of Whittier's Parks department. The role involves performing complex clerical and administrative duties, supervising clerical personnel, and assisting the public with inquiries and administrative tasks.
GovTechHuman ResourcesInformation TechnologySoftware
Responsibilities
Performs the more difficult and complex administrative duties assigned to the Secretary series in support of a department head; performs a variety of complex clerical and administrative support work in relieving the department head and other staff in the Department as directed, of routine office duties and record keeping procedures; takes and transcribes dictation and prepares correspondence requiring in-depth knowledge of specialized subject matter; supervises clerical personnel
Serves as a board, commission, or committee secretary; attends meetings; takes and prepares meeting minutes; sets priorities and meets deadlines; prepares agendas; establishes and implements departmental office practices, forms, and procedures
Assists the public by answering telephones and receiving visitors at the counter; demonstrates an in-depth understanding of applicable policies, procedures, and work methods associated with assigned duties; responds to questions and concerns from the general public; represents the City to all callers and visitors in a professional and customer friendly manner
Uses computers to enter, prepare, and proofread drafts, labels, forms, envelopes, and a variety of documents, including general correspondence, reports, legislative documents, and memos; gathers data and keeps necessary records to support administrative decision making; establishes and maintains a variety of records and files; researches files for information requested by departmental staff or as necessary for the preparation of reports or conduct of other office business; maintains and processes a variety of documents and records, including timesheets, performance evaluations, personnel forms, purchasing forms, and claim vouchers
Handles routine administrative tasks associated with sub-components of departmental programs; coordinates bid processes; performs grant administration
Maintains files; orders office and other various supplies and equipment; sorts and distributes mail received by departmental staff
Arranges travel for conferences and seminars; maintains various calendars specific to the assigned department
Establishes positive working relationships with representatives of community organizations, State/ local agencies, City management and staff, and the public
Participates in budget preparation; assists in monitoring expenses and/or revenues relative to the budget; prepares complex worksheets and tables from standardized data and makes arithmetical calculations
May provide supervision, direction, and training to subordinate clerical and/or secretarial staff
Performs other related duties as required
Qualification
Required
Any combination of education and experience that has provided the knowledge, skills, and abilities necessary for an Administrative Secretary
Possess the equivalent of three years of significant, directly related, and progressive clerical experience
A high school diploma or equivalent, supplemented by coursework in office procedures, typing, word processing, shorthand, filing and records management
Possession of, or ability to obtain, a valid class C California driver's license may be required
Knowledge of standard office and administrative policies and procedures
Knowledge of City codes and ordinances related to assigned department
Knowledge of records processing and maintenance procedures and systems
Knowledge of preparation of complicated documents requiring in-depth specialized knowledge
Knowledge of methods and techniques of supervision, training, and motivation
Knowledge of basic principles of mathematics
Knowledge of applicable Federal, State, and local laws, codes, and regulations
Knowledge of methods and techniques of scheduling work assignments
Knowledge of standard office procedures, practices, and equipment
Knowledge of modern office equipment, including a computer and applicable software
Knowledge of methods and techniques for record keeping and report preparation and writing
Knowledge of proper English, spelling, and grammar
Knowledge of occupational hazards and standard safety practices
Ability to provide complex and difficult administrative support to a department head
Ability to relieve assigned department head of administrative detail
Ability to handle routine administrative tasks associated with sub-components of departmental programs
Ability to read, understand, and review documents for accuracy and relevant information
Ability to use applicable office terminology, forms, documents, and procedures in the course of the work
Ability to read, understand and explain specific documents
Ability to maintain accurate office files
Ability to compose correspondence or documents
Ability to meet critical deadlines
Ability to deal successfully with the public, in person, and over the telephone
Ability to courteously respond to community issues, concerns, and needs
Ability to attend evening meetings as required
Ability to supervise, train, and evaluate staff
Ability to perform mathematical calculations quickly and accurately
Ability to interpret, explain and apply applicable laws, codes, ordinances and regulations
Ability to read, interpret, and record data accurately
Ability to organize, prioritize, and follow up on work assignments
Ability to work independently and as part of a team
Ability to make sound decisions within established guidelines
Ability to analyze a complex issue and develop and implement an appropriate response
Ability to follow written and oral directions
Ability to observe safety principles and work in a safe manner
Ability to communicate clearly and concisely, both orally and in writing
Ability to establish and maintain effective working relationships
Skill to operate an office computer and a variety of word processing and software applications
Benefits
Retirement - Employees hired prior to 1/1/13 and those individuals identified as Classic Members under Public Employment Retirement Law (PERL) will be enrolled in the City's 2.5% @ 55 for Miscellaneous Members and may have a future CalPERS contribution as established by resolutions, labor agreements or Public Employee Retirement Law. New members under Public Employment Retirement Law (PERL) hired as of 1/1/13 will have the new CalPERS 2% @ 62 for Miscellaneous Plan and will have a mandatory CalPERS contribution as established by PERL. There is currently no deduction for Social Security, as the City does not participate in the Social Security program.
Insurance - Health, dental and life coverage for employee and/or dependents. Vision coverage for civilian employees and dependents and police sworn personnel. City pays substantial portion of insurance premiums. Employee paid Supplemental Life Insurance available through payroll deduction.
Flexible Reimbursement Account Program - Allows employee payment of insurance premiums, medical and dependent care expenses with Pre-Tax dollars, increasing take-home pay.
Employee Wellness Program - Promotes the health and well being of employees and dependents.
Vacation – 80 hours accrual per year after one year, increasing to 184 hours per year after 19 years of service.
Sick Leave – 96 hours accrual per year. 16 hours may be used for personal necessity. Partial sick leave pay upon separation.
Personal Leave – 8 hours per year not charged to sick leave.
Holidays – 92 hours paid holidays for miscellaneous employees; 84 hours paid holidays for sworn police personnel.
Employee Assistance Program - Employee and family members receive professional confidential assistance with personal problems.
Tuition Reimbursement - City pays substantial cost of tuition for job related courses.
Computer Loan Program - City offers no interest loans to purchase personal computer equipment.
Credit Union - Credit Union membership is available, providing low interest loans.
Deferred Compensation - Available for employee participation.
Disability Insurance - City has a self-insured disability plan.
Company
NEOGOV
NEOGOV is the leading provider of workforce management software uniquely designed for the public sector, education, and public safety.
501-1000 employees
H1B Sponsorship
NEOGOV has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (13)
2024 (10)
2023 (10)
2022 (18)
2021 (14)
2020 (16)
Funding
Current Stage
Late StageTotal Funding
$700MKey Investors
Warburg Pincus
2025-07-28Secondary Market· $700M
2025-07-28Acquired
2021-06-02Private Equity
Leadership Team
Shane Evangelist
CEO
Brandon McDonald
Head Of Marketing
Recent News
Canada NewsWire
2025-11-14
2025-11-14
Government Technology US
2025-10-31
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