Executive Secretary - Human Resources (UCE

The City of Santa Ana is looking for individuals who are results-oriented, possess great attitudes, 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.

Performs confidential and responsible highly skilled and complex technical, clerical, secretarial, and administrative support activities for the Human Resources Department and Executive Director of Human Resources, including handling administrative details, coordinating day-to-day office operations, and providing information and assistance to the public and staff.

The ideal candidate is able to manage a high-volume workload, takes a proactive approach, maintains confidentiality and professionalism, and effectively supervises support staff and coordinates scheduling. This is an in-office position and is not eligible for telecommuting. Government or public sector experience is highly desirable, but not required.

• Greets visitors, screens callers, secures information, and answers questions in accordance with department policies and procedures; refers parties to appropriate individuals; and serves as the department receptionist, as needed.
• Acts as a liaison in disseminating information and coordinating matters between the Executive Director of Human Resources and other departments and outside parties; makes appointments, coordinates calendars, and schedules events and meetings.
• Provides support related to labor relations, employee relations, Equal Employment Opportunity (EEO) and California Civil Rights Department (CRD) matters, and other confidential personnel matters, including gathering and analyzing related data, preparing reports and documents, and assisting in the administration of labor agreements and provisions.
• Opens and disburses department mail; prepares paperwork for the Executive Director of Human Resources’ review and signature.
• Conducts research and compiles data and information; prepares and types human resource related memoranda, correspondence, reports, forms, presentations, and spreadsheets, often of a highly sensitive and confidential nature, either independently or in accordance with oral and written instructions, including budget and labor relations related documents; takes and transcribes dictation, including meeting minutes; and ensures document accuracy, completeness, and compliance with City standards, policies, and procedures.
• Sends notification to employees and supervisors on employees released to perform union activities; tracks and prepares invoices on release hours and bills unions; and maintains and distributes union agreements.
• Prepares and processes requisitions and purchase orders; tracks purchases; reviews invoices and processes payments; maintains petty cash account, reimburses expenses, and prepares related cash reports; manages and reconciles department credit cards; and monitors expenditures with budget.
• Assists with department public records requests; ensures requests are responded to appropriately and timely; coordinates and confers with Human Resources Department, City Attorney’s Office, and Clerk of the Council staff to ensure accuracy of documents and release of information falls within established policies and procedures.
• Organizes, maintains, and updates a variety of confidential human resource documents, files, and records, including departmental personnel records; assists with the destruction of records in accordance with adopted retention schedules and destruction guidelines; prepares files for purging; arranges for electronic file storage; and creates, maintains and updates filing and tracking systems.
• Orders and receives office supplies; works with vendors to ensure item quality and timeliness of deliveries.
• Makes conference and travel arrangements, prepares trip folders, and reconciles expenses.
• Recommends, develops, implements, and interprets departmental policies, procedures, and systems to ensure efficient departmental operations.
• Trains, coordinates, supervises, and evaluates the work of assigned office support staff.
• Manages department parking, resolves employee…