Provides varied responsible and confidential administrative assistance to the City Manager, City Council, and City Manager’s Office staff. Acts as the City Council and City Manager’s first point of contact. Receives visitors and screens a high volume of telephone calls to answer questions, provide information, take messages, resolve complaints, or refer requests to appropriate City departments; conducts appropriate follow-up. Interprets and applies department policies, rules, and procedures, and exercises good judgement when responding to inquiries. Maintains calendars, schedules, and coordinates meetings for the department. Reserves and sets up conference rooms for meetings. Independently prepares written correspondence, including letters, memos, e-mails, flyers, newsletters, and other documents, from rough drafts, verbal instruction, or other sources in accordance with department policies and procedures; this includes ceremonial documents for City Council meetings and events, such as proclamations, certificates, and speaking points. Proofreads documents. Independently performs assigned administrative tasks of a routine nature. Assembles data and information, and prepares special and periodic reports. Maintains confidentiality and security of information and materials of a classified or confidential nature. Operates modern office machines, equipment, and software, including computers, printers, copiers, fax machines, and word processing and spreadsheet computer software applications. Takes minutes at various meetings. Makes travel arrangements, prepares trip folders, and reconciles expenses. Maintains petty cash fund. Assists in the maintenance of assigned budgetary accounts. Receives and sorts mail and interdepartmental correspondence for the department. Orders office supplies and maintains stock, submits related purchase orders, reviews invoices for accuracy, and processes payments. Processes departmental payroll. Participates in process improvement efforts. May assist in coordinating City events. May supervise the work of one or more clerical employees. Performs other related functions as assigned.
Minimum Qualifications:
Four years of responsible administrative support experience and college level coursework or experience in at least four of the following areas: business administration, bookkeeping, business communication, records maintenance and management, office management, and advanced word processing. Candidates must possess the knowledge and abilities listed below.
DESIRABLE KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of: modern office practices and equipment; and proper English usage, spelling, vocabulary, grammar, and punctuation.
Ability to: maintain confidential data and information; draft correspondence using appropriate business grammar, vocabulary, spelling, and punctuation; prepare reports; understand and interpret departmental policies and procedures; take minutes and transcribe rapidly and accurately; work independently in the absence of specific instructions; secure and maintain the confidence of elected officials, employees, and the general public; work cooperatively with others; and communicate effectively with a variety of people of various educational and socio-cultural backgrounds.
HIGHLY DESIRABLE
Skill in the use of advanced features of Microsoft Office is highly desirable.
Bilingual ability in English and Spanish, and/or English and Vietnamese is highly desirable.
Selection Process:
All applicants are required to complete and submit a City application form online and answer the supplemental questionnaire. Resumes or faxed copies will not be accepted in lieu of the City online application. Stating "See Resume" is not an acceptable substitute for a completed application. To apply, click on the "Apply" link located at the top of this page. New users must create an account first. Click on this link for instructions on how to set up your account and apply for the first time: Online Employment Application Guide.
This is a non-Civil Service position. Applications will be reviewed by the Human Resources Department and City Manager's Office. Those applicants possessing the most pertinent qualifications will be invited to continue in the selection process, which will include:
Performance Examination: (Qualifying) will assess the candidates' proficiency in using Microsoft Word and Outlook 2019 software. The simulation will focus on tasks that a productive user of the software should know how to perform at an advanced level. The exam will be conducted through the online testing platform, eSkill. Tentatively scheduled for September 19-24, 2025
Writing Skills Examination: (Qualifying) will evaluate the candidates' ability to produce well-written, properly formatted, error-free correspondence using a computer. The exam will be conducted through the online testing platform, eSkill. Tentatively scheduled for September 19-24, 2025
Oral Interview (Tentatively scheduled for the week of October 6, 2025): Will evaluate the candidates' experience, training, education and abilities in relation to those factors which are essential for successful performance on the job.
Based on the number of applications received, the Human Resources Department may waive the oral interview and evaluate those applicants who meet the requirements described above through an examination of record. The examination will be based on a review of the application materials submitted and will include an assessment of training, experience and performance with the City of Santa Ana.
The City of Santa Ana is an equal opportunity employer. If you consider yourself a person with a disability, you may contact us regarding providing reasonable accommodation.