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The Position
The City of Santa Rosa’s Human Resources Department is currently seeking qualified applicants for the position of Administrative Secretary – Confidential. We invite you to join the team at the City where you can be part of a dynamic, customer-centric, collaborative, diverse, inclusive and knowledgeable organization committed to facilitating a thriving community by providing excellent customer service.
The City of Santa Rosa is committed to building a workforce reflective of our community and establishing a lasting culture of equity and belonging within our organization. Our collective talents and expertise contribute to high-quality public services that support a vibrant, resilient, inclusive City for our community and visitors. We celebrate a diverse workforce and welcome all qualified candidates to apply.
THE BENEFITS OF CITY EMPLOYMENT:
A 2.5% salary increase effective July 2023
11 paid holidays annually, plus 1 to 3 ‘floating holidays’ per year, depending on start date and years of service
$500 annually for wellness
Flexible schedule (9/80 and 4/10) available with management approval
In addition to offering a challenging, rewarding work environment and excellent salary, the City of Santa Rosa provides a generous suite of benefits, including retirement through CalPERS, a competitive leave accrual package, your choice of health plan, a flexible spending program, employer contributions to a Retiree Health Savings plan, flexible work schedule options, and top of the line employer paid (free to you) vision and dental coverage. More information regarding benefits associated with this position can be found on our Miscellaneous Employee Benefits Page.
ABOUT THE POSITION:
Administrative Secretaries perform complex work that requires thorough knowledge of the operations and administrative policies and procedures of the department, board, or commission to which assigned. Confidential Administrative Secretaries provide support to a department that oversees highly sensitive & confidential information. Employees in this class are expected to exercise independent judgment and discretion in applying the body of technical information in the performance of their duties, with review of end results by management.
THE CURRENT VACANCY:
The current vacancy is in the Human Resources Department. The Human Resources Department serves the Santa Rosa community by creating a high performing workforce of engaged employees that are trained and motivated to provide exceptional customer service.
The Department accomplishes this by providing services related to Employee Relations, Employment Services, Benefits Administration, Administrative Support and Organization Development and Training. We provide managers and supervisors with the tools they need to lead our workforce effectively, fairly and efficiently.
THE IDEAL CANDIDATE:The ideal candidate will be:
Adept at providing excellent customer service & anticipating needs
Highly detail-oriented & possess strong editorial skills
Proficient at producing quality product under tight deadlines
Well-versed in Word, Excel, Outlook, Legistar, and OneSolution (HRIS)
A team player with the desire to build & maintain effective, collaborative working relationships
An excellent communicator & have prior experience directly interfacing with the public
Please complete a thoughtful, thorough Supplemental Questionnaire submission. As part of the selection process, your responses to these questions will be scored using criteria specific to this position. Incomplete responses, or responses such as “See Resume” can result in disqualification from the selection process.
Examples of Duties and Responsibilities
Essential Duties:
The following duties are considered essential for this job classification:
Prepare a wide variety of reports, letters, memoranda, statistical charts, and other materials from rough draft, copy, notes, transcribing machine recordings, or stenographic notes using a word processor
Independently compose correspondence related to responsibilities assigned
Respond to complaints and requests for information on regulations, procedures, systems, and precedents relating to responsibilities assigned
Work with several other departments supervising and ensuring timely processing of permits, applications, or other items
Independently perform all of the office support work of the department function
Review work upon completion for conformance to department requirements
Perform general office support work, including filing, scheduling appointments, coordinating meetings, and processing personnel, payroll, and purchasing information
Serve customers at public counter and over the phone
Maintain department library and both paper and electronic file systems
The following duties also are considered essential for secretarial positions responsible for the support of a Board or Commission:
Serve as recording Secretary to a board or commission, preparing the agenda, notifications, assembling background materials
Take minutes of meetings, and process post-meeting documents
The following duty also is considered essential for secretarial positions responsible for supervision:
Supervise, train, evaluate one or more support services personnel; and plan and assign their work
Additional Duties:
In addition to the duties listed in the Essential Duties section, each employee in this classification may perform the following duties. Any single position may not be assigned all duties listed below, nor do the examples cover all duties which may be assigned.
Take and transcribe dictation
Implement and assist in developing office procedures and policies;
Participate and assist in preparing comprehensive reports and compiling budget request
Research, compile, and analyze data for special projects
Collect and assemble data and background materials for a variety of reports
Maintain petty cash fund
Accept payment of fees
Maintain and process cash records
Maintain local area network
Make presentations and/or give tours to groups of employees or the public
Drive a City vehicle to deliver documents
Assist in the training of new or temporary staff
Perform related duties as assigned
Required Qualifications
Knowledge of: Principles of supervision and training; modern office procedures and practices; organization, procedures, and operating details of a department or division; correct punctuation, spelling, and grammatical usage; basic business arithmetic; modern office equipment, including computers and word processors; filing, indexing, and cross-referencing methods; financial record keeping and reference sources.
Ability to: Type at a speed of not less than 50 net words per minute; work under tight deadlines; learn department policies, procedures, organization, and operating details; understand the organization and operation of the City and of outside agencies; understand, interpret and apply a body of technical information beyond assigned department policies and procedures; comprehend and make inferences from written material; produce written documents using proper punctuation, grammar and spelling; plan and assign work and train other support services employees; communicate effectively both orally face to face, in writing, and using a telephone; work cooperatively with other departments and outside agencies; may be required to take dictation at a speed of not less than 90 words per minute.
Experience and Education: Any combination equivalent to experience and education that could likely provide the required knowledge and abilities would be qualifying. A typical way to obtain the knowledge and abilities would be: Experience – Sufficient experience performing responsible office support duties to demonstrate possession of the knowledge and abilities listed above, including one year of experience comparable to that of a Senior Administrative Assistant in the City of Santa Rosa. Education – Equivalent to completion of the twelfth grade. Completion of clerical or business training programs is highly desirable.
Additional Information
Additional requirements, such as successful completion of a physical exam, drug screen, etc., may apply, depending on the duties and responsibilities of the position. If you receive a conditional job offer for the position, the requirements upon which the offer is contingent will be outlined in the conditional job letter.
THE SELECTION PROCESS:
The selection process will include a minimum qualifications assessment, and may also include an application and supplemental questionnaire review, followed by department selection interviews. For more information about this exciting opportunity, please contact Jami Ross at [email protected].
SANTA ROSA – A WONDERFUL CITY TO CALL HOME:
The City of Santa Rosa is nestled in the center of famous Sonoma Wine Country, located just 55 miles north of San Francisco and 30 miles east of the Pacific Ocean with a population of approximately 180,000. Santa Rosa serves as the County seat and the center of trade, government, commerce, and medical facilities for the North Bay. The surrounding area is home to over a hundred wineries and vineyards and many beautiful parks and recreational facilities, including golf courses. Santa Rosa is in the center of a nationally recognized cycling area. We boast many attractions associated with large cities, including a symphony, performing arts center, theater productions and internationally recognized restaurants, yet still retain the warmth and small town feel of decades past. Santa Rosa has been named one of the 50 greenest cities in the United States with one of the top five mid-sized downtowns in California.
The City of Santa Rosa is proud to be an equal opportunity workplace.
