Administrative Secretary

Take your career to the next level providing high-level administrative support to the City of Santa Rosa as an Administrative Secretary!

The Benefits of City Employment: In addition to offering a challenging, rewarding work environment and an excellent compensation, the City of Santa Rosa provides a generous suite of benefits. We offer retirement through CalPERS, your choice of Kaiser HMO or Anthem PPO, employer paid dental and vision, employer paid basic life insurance, option to enroll in deferred compensation, retiree health stipend, flexible and dependent care spending accounts. More information regarding benefits associated with this position can be found in the Unit 4 MOU and on our Miscellaneous Employee Benefits Page.   

Additional Benefits Include:

• 12 paid holidays annually, plus 1 to 3 "floating holidays" per year depending on hire date and years of service
• $500 Annual wellness payment
• Flexible schedule (9/80) available with management approval
• City of Santa Rosa is an eligible employer for the Public Service Loan Forgiveness Program
• Paid Family Leave

About the Position: The eligible list from this recruitment may be used to fill current and future vacancies. Candidates interested in being considered for current and future vacancies, including internal employees seeking transfer or promotional opportunities, are strongly encouraged to apply.

The current vacancy is in the Water Department. The Administrative Secretary in the Water department provides customer service at public counters and on the phone, provides administrative support to various levels of staff through creating and maintaining Professional Service Agreements, purchase orders, and various contracts; prepares payment requests and requisitions. In addition, this position also provides administrative personnel support through assisting with recruitments and proof reading documents and directly supervises, trains, and mentors two Senior Administrative Assistants (SAAs).

The Successful Candidate: The successful candidate will demonstrate to be a productive, self-motivated team player with strong editorial, recordkeeping, and time management skills. A high-level proficiency in Microsoft Office Suite is also very desirable. In addition, the successful candidate will possess: 

• Excellent oral and written communication skills
• Effective and creative problem-solving abilities
• A flexible and collaborative work style
• A strong customer focused work ethic

Selection Process: The selection process may include a minimum qualifications assessment, application and supplemental questionnaire scored review, and/or a skills exam. Hiring departments may conduct an initial interview and a final selection interview.

How to Apply: 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. Provide specific and detailed responses of a reasonable length to allow for a thorough assessment of your qualifications. Incomplete responses, or responses such as "See Resume" may result in disqualification from the selection process. 

Additional Requirements: 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. 

Examples of Duties and Responsibilities

General Duties: Administrative Secretaries provide advanced, senior-level administrative support to their assigned department, board, or commission. Responsibilities may include supervising other support service staff. Depending on the department and duties assigned, Administrative Secretaries may be assigned Confidential (not represented by an employee association or union) or Non-Confidential status. Typical duties include: 

• Preparing a wide variety of reports, letters, memoranda, statistical charts, and other materials 
• Independently perform all of the office support work
• Research, compile and analyze data for special projects
• Participate and assist in preparing comprehensive reports and compiling budget requests 
• Implement and assist in developing office procedures and policies 

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 and in writing; communicate orally face to face 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.

License or Certificate: For some positions, individuals must be physically capable of operating a motor vehicle safely and possess a valid, Class C, California Driver License, OR be able to demonstrate the ability to travel on scheduled or unscheduled visits to various locations in the City which may or may not be reachable by public transportation.

Additional Information

Working conditions and physical job requirements are available on the online job description.
 
Santa Rosa - A Wonderful Place to Call Home: 
The City of Santa Rosa is 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 is the seat of Sonoma County 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 does not discriminate on the basis of disability in employment. Requests for reasonable accommodations needed to participate in the recruitment process may be made by submitting a Request for Reasonable Accommodation Form within five (5) business days of being noticed that an event requiring accommodation is occurring.

Please mention you found this employment opportunity on the CareersInGovernment.com job board.

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• City of Santa Rosa

• 707-543-3060