ONLINE APPLICATION PROCESS: Applicants must completely fill out the City of Whittier application form and supplemental application AND attach the required typing certificate.

The current opening is in the Parks, Recreation and Community Services Department. Under direction, the Administrative Secretary performs the more difficult and complex administrative duties assigned to the Secretary series in support of a department head; performs a variety of complex clerical and administrative support work in relieving a department head and other staff in the Department as directed, of routine office duties and record keeping procedures; takes and transcribes dictation and prepares correspondence requiring in-depth knowledge of specialized subject matter; may supervise clerical personnel; performs other related duties as required.

Performs the more difficult and complex administrative duties assigned to the Secretary series in support of a department head; performs a variety of complex clerical and administrative support work in relieving the department head and other staff in the Department as directed, of routine office duties and record keeping procedures; takes and transcribes dictation and prepares correspondence requiring in-depth knowledge of specialized subject matter; supervises clerical personnel.

Serves as a board, commission, or committee secretary; attends night meetings; takes and prepares meeting minutes; sets priorities and meets deadlines; prepares agendas; establishes and implements departmental office practices, forms, and procedures.

Assists the public by answering telephones and receiving visitors at the counter; demonstrates an in-depth understanding of applicable policies, procedures, and work methods associated with assigned duties; responds to questions and concerns from the general public; represents the City to all callers and visitors in a professional and customer friendly manner.

Uses computers to enter, prepare, and proofread drafts, labels, forms, envelopes, and a variety of documents, including general correspondence, reports, legislative documents, and memos; gathers data and keeps necessary records to support administrative decision making; establishes and maintains a variety of records and files; researches files for information requested by departmental staff or as necessary for the preparation of reports or conduct of other office business; maintains and processes a variety of documents and records, including timesheets, performance evaluations, personnel forms, purchasing forms, and claim vouchers.

Handles routine administrative tasks associated with sub-components of departmental programs; coordinates bid processes; performs grant administration.

Maintains files; orders office and other various supplies and equipment; sorts and distributes mail received by departmental staff.

Arranges travel for conferences and seminars; maintains various calendars specific to the assigned department.

Establishes positive working relationships with representatives of community organizations, State/ local agencies, City management and staff, and the public.

Participates in budget preparation; assists in monitoring expenses and/or revenues relative to the budget; prepares complex worksheets and tables from standardized data and makes arithmetical calculations.

May provide supervision, direction, and training to subordinate clerical and/or secretarial staff.

Physical, Mental, and Environmental, Working Conditions: Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting, and stooping in the performance of daily office activities. The position also requires grasping, repetitive hand movement and fine coordination in preparing statistical reports and data using a computer keyboard. Additionally, the position requires near and far vision in reading correspondence, statistical data, and using the computer, and acute hearing is required when providing phone and personal service. The need to lift, drag, and push files, paper, and documents weighing up to 25 pounds is also required.

The City of Whittier encourages applications from qualified Individuals with disabilities as defined by the Americans with Disabilities Act and California Fair Employment and Housing Act. Individuals who require accommodation in the application or testing process should contact the Human Resources staff at least 5 days prior to the application deadline or 5 days prior to the testing process so that a reasonable accommodation may be made. Persons requesting a reasonable accommodation will be required to provide documentation of such need. Seeking or receiving an accommodation by the City will have no negative impact on an individual's application or employment.

Education and/or Experience: Any combination of education and experience that has provided the knowledge, skills, and abilities necessary for an Administrative Secretary. A typical way of obtaining the required qualifications is to possess the equivalent of three years of significant, directly related, and progressive clerical experience, a high school diploma or equivalent, supplemented by coursework in office procedures, typing, word processing, shorthand, filing and records management.

License/Certificate: Possession of, or ability to obtain, a valid class C California driver's license may be required.

Knowledge of: Standard office and administrative policies and procedures; City codes and ordinances related to assigned department; records processing and maintenance procedures and systems; preparation of complicated documents requiring in-depth specialized knowledge; methods and techniques of supervision, training, and motivation, basic principles of mathematics; applicable Federal, State, and local laws, codes, and regulations; methods and techniques of scheduling work assignments; standard office procedures, practices, and equipment; modern office equipment, including a computer and applicable software; methods and techniques for record keeping and report preparation and writing; proper English, spelling, and grammar; and occupational hazards and standard safety practices.

Ability to: Provide complex and difficult administrative support to a department head; relieve assigned department head of administrative detail; handle routine administrative tasks associated with sub-components of departmental programs; read, understand, and review documents for accuracy and relevant information; use applicable office terminology, forms, documents, and procedures in the course of the work; read, understand and explain specific documents; maintain accurate office files; compose correspondence or documents; meet critical deadlines; deal successfully with the public, in person, and over the telephone; courteously respond to community issues, concerns, and needs; attend evening meetings as required; supervise, train, and evaluate staff; perform mathematical calculations quickly and accurately; interpret, explain and apply applicable laws, codes, ordinances and regulations; read, interpret, and record data accurately; organize, prioritize, and follow up on work assignments; work independently and as part of a team; make sound decisions within established guidelines; analyze a complex issue and develop and implement an appropriate response; follow written and oral directions; observe safety principles and work in a safe manner; communicate clearly and concisely, both orally and in writing; and establish and maintain effective working relationships.

Skill to: Operate an office computer and a variety of word processing and software applications.

Prior to hiring, candidates will be required to submit proof of U.S. Citizenship or employment authorization if not a U. S. Citizen.

Medical:

Applicants will be required as a prerequisite to employment to successfully pass a physical examination, including a drug screen, the cost of which will be paid by the City.

Selection/Exam Process:

The person selected will be expected to perform all the functions of the position. Based on a review of the applications and the supplemental applications received, the candidates appearing to be the most qualified and meeting the City's particular needs will be invited in writing to the exam process. A candidate must achieve a passing score on each exam to proceed to the next exam.

Exam Information: (Dates to be determined.)

Panel Oral Interview: 100%