Part Time Secretary job vacancy in City of Anaheim, CA, (City of Anaheim, CA)

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Job Details
Company Name :
City of Anaheim, CA
Company Location :
City of Anaheim, CA
Job Position :
Part Time Secretary
Job Category :
Jobs in California

Job Description :

City of Anaheim Public Works Department seeks a dynamic, team-oriented
Part Time Secretary to provide exceptional level of customer service in supporting the Construction Services Division. The Secretary works closely with Contract Administration and the Division Manager to provide support, customer service, and perform a variety of administrative duties. Candidates must be highly organized, proactive, enjoys challenges, and possess a strong attention to detail.

The selected candidate will provide competent, consistent and professional services using the following values and expectations:

Take initiative – Possess a can-do attitude, has strong work ethics and values, and can work independently;
Effective Communicator – Demonstrates strong verbal and written communications skills, report writing, computer, and presentation skills;
Dependable – Plans and organizes work to meet schedules and timelines;
Exceptional Customer Services – Ensure responsive customer care and maintain a high level of service expectation

Candidates must possess experience performing journey level secretarial and clerical work of moderate difficulty. Ideal candidates will possess experience from a Public Works and/or construction office background plus knowledge of basic construction terminology.

This is a part-time position usually averaging 30 hours per week. Scheduling is flexible but candidates must be available during normal business hours Monday to Friday, 8AM to 5PM. A minimum number of hours is not guaranteed.

Essential Functions

The following functions are typical for this classification. Incumbents may not perform all of the listed functions and/or may be required to perform additional or different functions from those set forth below to address business needs and changing business practices. Compile information for a variety of narrative and Capital Improvement Program (CIP) reports, locate sources of information, devise forms to serve data and determine proper format for finished reports; prepare reports/tables and routine staff reports from conducted research and appropriate documents. Utilize specialized software (PlanetBids) and database programs as required by to access, update, track and maintain variety of routine to specialized records and information; review, compile, track, log and check data and information from a variety of sources; research, develop, maintain and update specialized and custom forms, logs, files, schedules, lists, records and reports to support technical work processes in areas of assigned responsibility; design, develop and maintain spreadsheets requiring data interpretation and manipulation. Provide services to internal and external customers while maintaining a professional demeanor; take and respond to phone calls and in-person inquires from Contractors, Consultants, and internal departments; answer questions requiring interpretation, judgment and a thorough understanding of policies and procedures, searching for and abstracting technical data, as appropriate. Organize, maintain, coordinate and manage Public Records requests for the division; identify, notify and coordinate with assigned Contract Administration staff and Contactors to address and acquire the requested documents within the specified timeframe; organize, log, maintain records of requests and work with other divisions to follow up and close the Public Records requests. Perform accounting and financial reporting and tracking for the processing of consultant invoices; create data tracking and reporting systems; manage, organize, log, and determine appropriate review workflow in order to distribute to appropriate approving staff; review and ensure documents are in compliance with contract; process invoices with accounting policy and procedures; research and follow-up on open invoices. Coordinate, manage and submit awarded construction project information to ensure compliance with the Department of Industrial Relations (DIR) requirements through the on-line program; maintain information for tracking records; notify Contract Administration staff of assigned DIR project numbers; manage labor compliance correspondence and assist with background research. Receive, review, maintain required contractor and consultant insurances; work with appropriate staff to review logs and to compose and provide routine correspondence and follow up on upcoming expired insurances. Provide assistance in resolving administration and program issues; identify problem areas and issues; conduct research to find alternative solutions; make recommendations, assist in implementation of recommendations. File materials into and retrieve materials from established filing systems and develop standard office filing system for record storage and retrieval. Compose correspondence requiring use of good judgment based upon a thorough knowledge of the functions and procedures of the unit for review by supervisor. Schedule meetings and conferences; prepare materials and agendas; maintain calendars, schedules appointments and make travel arrangements for one or more managers. Proofread materials for clerical accuracy and spelling, syntax, grammar and clarity using judgment in making editorial changes. May provide technical or direct supervision over clerical and/or part time employees; maintain records of staff attendance and absence; maintain, review, reconcile and submit departmental personnel, timekeeping and payroll records. Schedule meetings and conferences; prepare materials and agendas; maintain calendars, schedules appointments and make travel arrangements for one or more managers. Perform related duties and responsibilities as required.


Experience: Performing journey level secretarial and clerical work of moderate difficulty.

Knowledge of: Office administrative and management practices and procedures; principles and practices of communication; methods, practices, documents and terminology used in financial and accounting recordkeeping; advanced uses of word processing, spreadsheet, database and other standard software to create complex documents and materials requiring the interpretation and manipulation of data; English usage, spelling, grammar and punctuation; basic math; professional business office and telephone etiquette.

Ability to: Effectively work as a team member, continuously maintain a professional demeanor; use deductive reasoning with constant interruptions from staff and customers; type at a net corrected speed of 50 words per minute; interpret, read, understand and apply moderately difficult materials; proficiently operate a computer terminal using related software and computer programs; work independently; exercise discretion, sound judgment and maintain confidentiality; organize and prioritize work for multiple staff with continuous and conflicting deadlines; work under pressure; maintain and modify filing systems; compose correspondence; perform mathematical calculations; communicate clearly and effectively, both orally and in writing; establish and maintain effective professional and confidential relationships with those contacted in the course of work.

License/Certification Required: Possession of a valid California Driver’s License by date of appointment.

Supplemental Information

This is a part-time position usually averaging 30 hours per week. Scheduling is flexible but candidates must be available during normal business hours Monday to Friday, 8AM to 5PM. A minimum number of hours is not guaranteed.


Applications will be accepted until
, December 6,
5:00PM. Applicants are encouraged to apply early. Applications will not be accepted after this deadline.

The selection process will consist of a minimum of skills examination and oral interview.

The eligibility list established from this recruitment may also be used to fill the current and/or additional vacancies throughout the City.

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.

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