Administrative Assistant - Public Works

Description

The City of Anaheim Public Works Department seeks an Administrative Assistant to provide highly complex secretarial support to the Public Works Director. The Administrative Assistant will perform highly skilled administrative staff functions in support of the business operations of the department, such as editing staff reports and presentations, preparing customer correspondence, completing research and special projects as assigned, and ensuring prompt and responsive customer service.

Candidates must possess excellent communications skills, interpersonal skills that support and encourage a team-oriented work environment, strong organizational skills, and a pro-active approach to assigned responsibilities. Must demonstrate an ability to provide extensive administrative support to high level executives.

Essential Functions

Below are the main duties of an Administrative Assistant. You can review the full job description by clicking on this link.

• Assist the Public Works Director by planning and organizing general business operations of the department; formulate, affect, interpret and/or implement management policies or operating practices, policies and procedures to expedite workflow and processes and to facilitate the implementation of policies and programs.
• Work with other departments, including department heads and elected officials, to accomplish department and citywide tasks and goals.
• Compose correspondence requiring use of judgment based upon a thorough knowledge of the functions and procedures of the unit either independently or assisting a manager.
• Conduct research and make recommendations in the development of department policies, procedures and goals; implement changes as required.
• Assist staff in working with the Finance Department and City Attorney’s office in the creation of documents or the implementation of procedures.
• May take stenographic minutes of public hearings and/or official business meetings conducted and compose minutes.
• May ensure that legal notices and hearing publications are prepared and posted according to state laws and city ordinances.
• Create or complete forms, schedules, reports, lists, general correspondence, manuscripts, complex agendas, charts, graphs, contracts and statistics.
• Assemble departmental City Council agenda packet, bringing forward notes and continued items and gathering additional background materials.
• Maintain personnel files of departmental staff and be responsible for processing various personnel and HR documents.
• Supervise Engineering clerical support and work with other divisions’ clerical staff to ensure the proper functioning of administrative services.
• Perform related duties and responsibilities as required.

Qualifications

Supplemental Information

IMPORTANT APPLICATION INFORMATION AND INSTRUCTION

Applications will be accepted until October 24, 2025 at 5:00PM. Applicants are encouraged to apply early. Applications will not be accepted after this deadline.

The selection process may consist of a written skills examination and an oral interview.

Candidates must be specific and complete in describing their qualifications for this position. Failure to state all pertinent information may lead to elimination from consideration. Stating "See Resume" is not an acceptable substitute for a completed application.

The successful candidate will be required to undergo a reference / background check (to include a conviction record) and pass a post-offer pre-employment medical examination (which will include a drug/alcohol screening). The City of Anaheim utilizes E-Verify and new employees must provide documentation to establish both identity and work authorization.

Communication regarding your application and/or status will be sent to the email address listed on your application. Please check your email regularly throughout the recruitment process as you will not receive communications by any other method.

Equal Opportunity Employer

The City of Anaheim offers a range of benefit programs for employees and their eligible dependents. These include health, dental, vision, and life insurance, as well as a variety of voluntary benefits. Programs and benefits amounts vary and are based on bargaining unit, family size, hire date, plan selection, and number of hours worked.

To view the current benefits summary, visit: https://www.anaheim.net/DocumentCenter/View/30970/Benefits-Summary-Full-Time

For additional information about the City's benefits, visit: www.myanaheimbenefits.com

RETIREMENT BENEFITS – The City contracts with the California Public Employees Retirement System (CalPERS) to provide retirement benefits. Retirement formula is based on appointment date and membership status with CalPERS.

Note: Pension contribution limitations are set by CalPERS each calendar year, with compensation limit requirements for Public Employee Pension Reform Act (PEPRA) members and Classic members. Employee contributions will be deposited into a 401(a) account after reaching this limit. Employees with CalPERS membership dates prior to July 1, 1996 are not impacted by these limits.

To view the current limits and additional CalPERS information, visit:
https://www.anaheim.net/DocumentCenter/View/4783/CalPERS-Rates