Senior Secretary - Planning Services
City of AnaheimDescription
The City of Anaheim Planning & Building Department seeks a dynamic Senior Secretary to support the Planning Services Division. The primary function of this position will be related to the administration (notices, agendas, minutes, etc.) of Anaheim's Planning Commission. Attendance and facilitation of all Planning Commission meetings is required, which are held biweekly in the evening starting at 5:00pm. Under moderate supervision, the Senior Secretary will also provide complex secretarial support to management staff, reliving managers of administrative details involved in the day-to-day operation in their specific functions/program areas, along with providing general secretarial support and other similar secretarial duties for the Division as deemed necessary. Candidates must possess experience performing advanced journey level secretarial and complex clerical work. The incumbent must also be a dependable team player who is highly organized and who can manage multiple tasks with competing deadlines. This position requires exceptional interpersonal skills with the ability to conduct oneself in a professional manner with both internal and external customers. Previous board or commission work experience is desirable but not required. Essential Functions
Below are the primary duties of a Senior Secretary. You may view the full job description by clicking this link.
When assigned to any area:Provide services to internal and external customers while maintaining a professional demeanor; take and respond to phone calls and in-person inquiries, screen inquiries and take messages; schedule appointments; answer questions requiring interpretation, judgment and a thorough understanding of policies and procedures, searching for and abstracting technical data, as appropriate.
Compile information for a variety of narrative and statistical reports, locate sources of information, devise forms to serve data and determine proper format for finished report; prepare reports and routine staff reports from conducted research.
Utilize specialized software and database programs as required by department functions to access, update, track and maintain variety of routine to specialized records and information; review, compile, track 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.
Schedule meetings and conferences; prepare materials and agendas; maintain calendars, schedules appointments and make travel arrangements for one or more managers.
Record minutes at meetings; may transcribe from dictation; prepare and distribute minutes of meetings as required; follow-up on action items as assigned.
Maintain, review, reconcile and submit departmental personnel, time keeping and payroll records.
Perform accounting, budgeting and financial record keeping functions by monitoring and tracking petty cash; processing refund requests; processing credit card payments; receiving, reviewing and processing invoices and request for payment; tracks department expenditures; reconcile budgets to expenses; identify discrepancies and verify corrections as appropriate.
Perform related duties and responsibilities as required.
When assigned to support a City Commission:
Perform assigned tasks based on preset calendar; perform commission responsibilities biweekly. Post legal and public notices.
Prepare the Council Chamber or meeting rooms prior to commission meetings; set up audio equipment. Assist with equipment and track and tally votes; record commission session during scheduled meetings.
Finalize and post action agenda to City website; distribute action agenda to City Clerk's office, City Manager's Office, Mayor/City Council, and division staff.
- Finalize and prepare resolutions for distribution to staff.
Qualifications
Experience and Training Guidelines: Any combination of experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities are as follows:
Experience: Performing advanced journey level secretarial and complex, clerical work.
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; 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; supervise staff; conduct performance evaluations; 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.
- Environmental Conditions: Due to the nature of work assignments, the incumbent typically works in an office environment. However, some assignments may require the incumbent to visit outdoor or indoor field work sites to accomplish tasks.
- Physical Conditions: Due to the nature of work assignments, the incumbent must have the ability to speak clearly; hear conversation in person, over the telephone, and on tape recordings; vision to read written and typed materials; have manual dexterity to operate a variety of office equipment and a computer keyboard; and lift and carry items weighing up to 25 pounds.
Supplemental Information
IMPORTANT APPLICATION INFORMATION AND INSTRUCTION
Applications will be accepted on a continuous basis until a sufficient number of qualified applications have been received. The deadline for the first review of applications is on Friday, December 26, 2025 at 5:00pm. Applicants are encouraged to apply early. Applicants that apply after the first review are not guaranteed to be considered for this recruitment. This recruitment may close at any time without notice after the first review date.
The selection process may 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.
Equal Opportunity Employer