• A relationship builder and connector.  Someone who can quickly forge strong, trusting relationships with diverse sets of people, and readily inspires others to action.
• Leadership through consensus.  Someone who is an approachable consensus-builder, but is also capable of independent and decisive thought and action.
• A keen sense of ethics.  Someone who recognizes the importance of personal and organizational integrity, and someone comfortable raising and discussing ethical issues with the goal of "doing what's right," not "being right."
• Innovative and flexible.  Someone able to see beyond what currently exists, and is constant in their pursuit of realistic game-changing breakthroughs for the Huntington Beach organization and community.
• Objective accountability about outcomes.  Someone who makes data-driven decisions and stays laser-focused on truly audacious goals while balancing the day-to-day needs of the organization.
• A strategic problem-solver.  Someone able to break large challenges into smaller, manageable pieces, and then works to identify trends and prioritizes solving the root cause of issues.
• Intellectual curiosity.  Someone who is an excellent listener, and who applies strong critical thinking skills and business judgement to complex issues.
• A polished and professional demeanor.  Someone who will take great pride in representing the Huntington Beach community, and one who will serve as an ambassador for the City.
• A Positive Attitude.  Someone who understands that even the best laid plans can go wrong, and has the self-confidence to course-correct with positivity and grace.

JOB SUMMARY

Under general supervision, performs a variety of secretarial, clerical, and administrative support duties for assigned division within a department; provides information and assistance to the public, other employees, and management staff; and assists in coordinating and scheduling department activities.

SUPERVISION RECEIVED AND EXERCISED

Reports to:    Department/Division Head or as assigned by Department Director

Supervises:   May lead other administrative and/or clerical staff

DISTINGUISHING CHARACTERISTICS

• Provides administrative and secretarial support to one or more professional, management or other staff in a division within a department
• Receives, screens, and routes visitors and telephone calls; provides information which regularly requires judgment and interpretation of policies and procedures related to the assigned functional area and department
• Attends board, commission, community group, staff and other meetings; takes notes and transcribes minutes; assembles and prepares agenda packets; disseminates information to relevant parties
• Composes, reviews, edits, and assembles correspondence, memos, reports, forms, and other documents, including those of a confidential nature, to ensure completeness, accuracy, and compliance with policies and procedures for assigned staff and projects as assigned
• Establishes and maintains routine and complex databases and filing systems which may contain confidential and sensitive files and documents
• Receives, date stamps, reviews, and distributes incoming correspondence and mail; responds to correspondence as appropriate
• Maintains calendars, schedules meetings and appointments, and makes travel and meeting arrangements
• Monitors and purchases departmental supplies; processes invoices for payment; monitors expenditures; and assists with department’s budget preparation
• May maintain department personnel files and payroll records; may process personnel transactions
• Trains, coordinates, leads, and assists in the evaluation of the work of assigned office support staff or temporary personnel
• Recommends, develops, implements, and interprets departmental policies, procedures, and systems to ensure efficient office and departmental operations
• Provides backup support for other administrative support staff as necessary
• Reports to work as scheduled; may work a variety of schedules including evenings, weekends, and holidays as required
• Maintains a regular and consistent attendance record
• Travels to offsite locations within and outside the City
• Performs other related duties as assigned

MINIMUM QUALIFICATIONS:
 Any combination of education, training, and experience that would likely provide the knowledge, skills, and abilities to successfully perform in the position is qualifying.  A typical combination includes:
 
Knowledge of: 
- Modern office procedures, methods, and equipment including computers standard Office software (Microsoft Office applications)
- English usage, spelling, grammar, and punctuation
- Techniques of business letter writing and report preparation
- Principles and procedures of filing and record keeping
- Methods and techniques of public relations and customer service
- Basic principles and practices of fiscal, statistical, and administrative research and report preparation
- Basic principles of lead supervision and training
- Operations, services, and activities of an assigned department or division
- Basic arithmetic and budget administration
- Accounts payable and account receivable

Ability to: 
- Prepare and maintain accurate and clear written documents such as reports, records, memoranda, forms and correspondence
- Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities
- Effectively represent the City to outside individuals and agencies to accomplish the goals and objectives of the division and department
- Learn, interpret, explain and apply departmental  policies and procedures; and pertinent federal, state, and local laws, codes, and regulations
- Provide lead supervision and training to assigned clerical staff
- Type/keyboard at a speed necessary for successful job performance
- Implement and maintain standard filing systems
- Research, compile, and prepare a variety of reports
- Work independently in the absence of supervision
- Maintain confidential information, records and reports
- Operate and use modern office equipment including a computer and various software packages
- Understand and follow oral and written instructions
- Communicate clearly and concisely, both orally and in writing
- Establish and maintain effective working relationships with those contacted in the course of work
- Learn web publishing programs and applications 

Education: High school diploma or equivalent certificate. Supplemental business college course work or specialized training is desirable.
 
Experience: Three (3) years of progressively responsible clerical and secretarial experience. Lead and/or supervisory experience is desirable. Experience in a public agency supporting a governing body or commission is preferred.
 
Licenses/Certifications: A valid California driver license with an acceptable driving record required at time of appointment and during course of employment.

SPECIAL CONDITIONS
Employees regularly assigned/required to drive a city or personal vehicle in the course and scope of work shall be required to participate in the DMV Employer Pull Notice program.
 
Public Employee Disaster Service Worker: In accordance with Government Code Section 3100, all Huntington Beach city employees are required to perform assigned disaster service worker duties in the event of an emergency or a disaster.

• An online application must be completed in its entirety. 
• All applications will be closely reviewed for relevant experience, education and training.  
• Applicants must clearly demonstrate meeting education and experience qualifications and respond completely to supplemental questions or they may be subject to exclusion from further consideration. 
• Depending upon the applicant pool, all applicants meeting the minimum qualifications will NOT necessarily be selected to participate in the hiring process.
• Applicants whose qualifications BEST meet the City's needs will be invited to participate in the assessment process, which will include a virtual oral board examination (weighted 100%) - tentatively scheduled for March 4 or March 5, 2021.
• Depending upon the size of the applicant pool, the assessment process may also include other job-related tests (Pass/Fail) either prior to or following the oral board examination.
• Candidates successful at obtaining a passing score on all components of the assessment process will be placed on the employment eligible list(s) from which hires may be made. The employment eligible list(s) may be valid for one year, unless exhausted sooner.
• Prior to making a final selection, additional interviews may be conducted with the top candidate(s) -tentatively scheduled for the weeks of March 8 or 15, 2021.
• Upon a conditional offer of employment a pre-placement medical evaluation, drug screen (select positions), TB Screening and California Department of Justice (DOJ) Live Scan fingerprinting must be completed with acceptable results. Other background reports may also be conducted depending on the position. 
• Upon hire, employee is subject to further reporting from DOJ via subsequent arrest notification.
• IMPORTANT: In-house candidates who do not apply by the closing date of the promotional recruitment may apply to the "open" recruitment. However, they will compete based on the standards established for the "open" recruitment and if successful, will place on the "open" eligible list.

The incumbent must be able to meet the physical requirements of the job class and have mobility, balance, coordination, vision, hearing and dexterity levels appropriate to the duties to be performed.
 
Work is performed in a general office environment, requiring sitting for prolonged periods of time; standing and walking to retrieve work files or to other departments or office locations; leaning, bending and stooping to perform work behind a desk or to retrieve information; pushing, turning or twisting to move chair or body from desk; reaching to place or retrieve files or open file drawers or cabinets; light grasping to hold a writing instrument or documents; firm grasping as needed to lift and carry work files or operate office equipment; finger dexterity to type on a computer keyboard. Must be able to actively listen to receive instruction, and verbally communicate information in order to engage with customer base, staff, and others, in person and via telephone.   Work may necessitate some lifting, carrying, pushing and/or pulling of objects and materials up to 25 pounds.   
 
Reasonable accommodation(s) for an individual with a qualified disability will be considered on a case-by-case basis.