Description
The City of Santa Ana is looking for individuals who are results-oriented, possess great attitude, demonstrate creativity and innovation, work efficiently, show a record of success and have a passion for public service. Having the best employees provides the best service to the community. The Human Resources Administrative Assistant is the first point of contact for the department, greeting and assisting customers in person and over the phone. The Administrative Assistant also performs routine clerical tasks and administrative functions in support of the Human Resources Department.
Candidates must possess at least one (1) year of clerical experience involving public contact, preferably in a human resources or specialized general office, and a high school degree or equivalent.
Essential Functions Include But Are Not Limited To
- Serves as the first point of contact for the Human Resources Department; provides effective front office support by greeting and assisting customers in person and over the telephone; triages customers based on scheduled appointments and staff availability; directs customers to department staff offices; and tracks visitor flow and parking validations.
- Interacts with the public and City employees with tact and confidentiality; and responds to departmental inquiries and forwards to appropriate parties in and outside of the Human Resources Department.
- Maintains front office appearance and adequate inventory of front desk materials, such as business cards and benefits literature; and maintains office supply areas stocked and assists with office supply orders.
- Assists in printing and posting job opportunities for the Human Resources Department, and sending global communications to City employees regarding available job opportunities; and assists in distributing recruitment job bulletins to external designated contacts, and receiving and organizing job opportunities from other agencies.
- Schedules, tracks, and supports employee training, including employee safety training.
- Assists in the reviewing and timely processing of department invoices, and processes Direct Payment Vouchers (DPVs) and purchase requests.
- Processes third party insurance requests for special events and recreation contracted instructors.
- Receives and sorts mail and interdepartmental correspondence for the department; keeps records, compiles, tabulates, and assists in the preparation of routine department reports; and provides administrative support to staff by printing, organizing, assembling, and filing documents.
- Assists human resources staff with clerical support related to specialized human resources functions including but not limited to printing exam materials and providing examination proctoring support for recruitments; supporting and coordinating citywide training and development initiatives; administering employee benefits; conducting bilingual fluency tests (if bilingual); distributing pre-employment forms and materials to prospective employees; receiving and processing completed new hire documents, including I-9 identification verifications; and photographing employees and creating employee identification cards.
- Assists with maintaining, coordinating, and destroying department records according to City record retention guidelines.
- Operates a variety of office equipment including computers, common office software, photocopiers, fax machines, and printers.
- Assists with Human Resources Department programs, including employee recognition events; and supports department staff by coordinating special events and conference room reservations.
- Provides administrative support to one or more Human Resources divisions.
- May assist in data entry, including entering and maintaining electronic worker’s compensation records.
- May be assigned special individual and team projects.
- Performs other duties as assigned.
Minimum Qualifications
EXPERIENCE AND EDUCATION
One year of clerical experience, preferably involving extensive public contact, and the equivalent to graduation from high school; or any equivalent combination of education and experience which provide the following knowledge, skills and abilities:
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of: The practices and procedures of a public sector human resources office; modern office equipment, including computers; computer applications such as word processing, spreadsheet, and database applications; methods and techniques for basic report preparation and writing; proper English usage, spelling, grammar, and punctuation; methods and techniques of proper telephone communication etiquette; principles and practices of exemplary customer service; applicable laws, codes, and regulations; principles and procedures of record keeping and filing; and basic mathematics as applicable to human resources work.
Skill in: The operation of a personal computer.
Ability to: Understand, interpret, and apply general administrative and departmental policies and procedures; perform a variety of office support and clerical duties and activities; follow oral and written instructions; organize own work, set priorities, work independently on a day-to-day basis, meet critical deadlines and balance multiple objectives; communicate clearly and concisely, both orally and in writing; use sound judgment in following and applying appropriate laws, regulations, policies, and procedures; learn departmental functions, activities, organizational structure, and names of key personnel within a short period of time; handle a large volume of incoming calls and visitors promptly, tactfully, and equitably; write legibly and use correct grammar; type and enter data at a speed necessary for successful job performance; make simple arithmetic computations accurately; type proficiently; speak clearly and concisely; maintain effective working relationships with the public and other employees; exercise good judgment in reviewing and maintaining accurate and confidential information, records, and reports; and operate and use modern office equipment, including computers and various software packages.
SPECIAL REQUIREMENTS
Possession and retention of a valid California Class “C” Driver’s License is a condition of continued employment in this classification.
Must be willing and able to work evenings and weekends, as needed.
HIGHLY DESIRABLE
Bilingual ability in English and Spanish, and/or English and Vietnamese is highly desirable.
Some experience in a human resources office and/or specialized general office, and clerical training 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 .
Applications will be reviewed by the Human Resources Department. Those applicants possessing the most pertinent qualifications will be invited to continue in the selection process, which will include:
Online Written Examination ( Tentatively scheduled for Thursday, May 23, 2024 ) : (Weight of 50%) will evaluate candidates' knowledge, skills, and abilities in relation to those factors which are essential for successful performance on the job. This examination may include questions in the following areas: arithmetic, charts and tables, English usage, office practices, punctuation and capitalization, spelling, supervision, and vocabulary.
Online Performance Examination (Tentatively scheduled for Thursday, May 23, 2024) : (Qualifying) will assess the candidates' proficiency in using Microsoft Office 2016 software.
Oral Interview Examination (Tentatively scheduled for Thursday, June 6, 2024) : (Weight of 50%) will evaluate the candidates' experience, training, education and abilities in relation to those factors which are essential for successful performance on the job.
Note: Tentative dates listed above are subject to change.
Candidates must achieve a passing score in every component of the selection process in order to be placed on the eligible list. The Human Resources Department may waive one or more examination components. When one weighted examination component is waived, the remaining section will receive a weight of 100%.
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.
Please visit the following website to view the summary of comprehensive benefits!
Summary of Benefits (under CASA)
NOTE: A more complete set of specifications for this classification may be found on the City's website or on file in the Human Resources Department. The provisions of this bulletin do not constitute an expressed or implied contract. Any provision contained in this bulletin may be modified or revoked without notice. The types and levels of employee benefits provided, including City contribution toward benefit costs, are subject to change as a result of periodic contract settlements between recognized employee associations and the City of Santa Ana.
Closing Date/Time: 5/20/2024 8:00 AM Pacific
