Administrative Secretary

City of Santa Rosa
June 10, 2021
Santa Rosa, CA
Job Type


SALARY:$27.17 - $32.95 Hourly
$4,709.33 - $5,711.25 Monthly

OPENING DATE:   06/09/21 CLOSING DATE:   06/23/21 11:59 PM 

Take your career to the next level while providing critical administrative services for our community. Become an Administrative Secretary with the City of Santa Rosa!Two positions currently available!
The Benefits of City Employment
In addition to offering a challenging, rewarding work environment and excellent salary, the City of Santa Rosa provides a generous suite of benefits, including retirement through CalPERS, a competitive leave accrual package, your choice of three health plans, a flexible spending program, employer contributions to a Retiree Health Savings plan, and top of the line employer paid vision and dental coverage. More information regarding benefits associated with this position can be found in the   Unit 4 MOU   and on our   Miscellaneous Employee Benefits Page.
Our Ideal Candidate
The highly competitive candidate will be a productive, self-motivated team player with strong editorial, recordkeeping, time management skills. A high level proficiency in Microsoft Office Suite is also very desirable. In addition, the ideal candidate will possess:

  • Excellent oral and written communication skills
  • Effective and creative problem-solving abilities
  • A flexible and collaborative work style
  • A strong customer focused work ethic

Please complete a thoughtful, thorough Supplemental Questionnaire submission.   As part of the selection process, your responses to these questions will be scored using criteria specific to this position. Responses such as "See Resume" may be cause for examination disqualification. 
About the Positions
While the eligible list from this recruitment may be used to fill future vacancies, there are currently two full-time positions we are actively recruiting for, one in the Finance Department and one in Recreation and Parks Department. Candidates who wish to be considered for future vacancies are strongly encouraged to apply.
General Duties
Administrative Secretaries provide advanced, senior-level administrative support to their assigned department, board, or commission. Responsibilities may include supervising other support service staff. Depending on the department and duties assigned, Administrative Secretaries may be assigned Confidential (not represented by an employee association or union) or Non-Confidential status. Typical duties include:

  • Preparing a wide variety of reports, letters, memoranda, statistical charts, and other materials 
  • Independently perform all of the office support work
  • Research, compile and analyze data for special projects
  • Participate and assist in preparing comprehensive reports and compiling budget requests 
  • Implement and assist in developing office procedures and policies 

About the Position in Finance
The Administrative Secretary position in Finance provides direct administrative support to the Chief Financial Officer and the Deputy Director of Finance.  Of critical importance is fulfilling the role of Recording Secretary for the Measure O and Long-Term Financial Policy and Audit subcommittees, coordinating the Finance Department's City Council agenda, and serving as the Department's point of contact for public records requests.
On occasion, this position may be asked to support the efforts of the Chief Communications & Intergovernmental Relations Department and of course, indirect support to others in the Finance Department.
About the Position in Recreation and Parks
The Administrative Secretary position in Recreation and Parks oversees the Finley Community Center customer service counter, provides direct support to the Deputy Director - Recreation, and serves as an administrative lead for other Division administrative staff.
In addition, this position provides backup support to the Board of Community Services, and processes regular Council Agenda Items for the Division. 
Knowledge of: Principles of supervision and training; modern office procedures and practices; organization, procedures, and operating details of a department or division; correct punctuation, spelling, and grammatical usage; basic business arithmetic; modern office equipment, including computers and word processors; filing, indexing, and cross-referencing methods; financial record keeping and reference sources.
Ability to: Type at a speed of not less than 50 net words per minute; work under tight deadlines; learn department policies, procedures, organization, and operating details; understand the organization and operation of the City and of outside agencies; understand, interpret and apply a body of technical information beyond assigned department policies and procedures; comprehend and make inferences from written material; produce written documents using proper punctuation, grammar and spelling; plan and assign work and train other support services employees; communicate effectively both orally and in writing; communicate orally face to face and using a telephone; work cooperatively with other departments and outside agencies; may be required to take dictation at a speed of not less than 90 words per minute.
Experience and Education: Any combination equivalent to experience and education that could likely provide the required knowledge and abilities would be qualifying. A typical way to obtain the knowledge and abilities would be:
Experience - Sufficient experience performing responsible office support duties to demonstrate possession of the knowledge and abilities listed above, including one year of experience comparable to that of a Senior Administrative Assistant in the City of Santa Rosa.
Education   - Equivalent to completion of the twelfth grade. Completion of clerical or business training programs is highly desirable.

License or Certificate: Individuals must be physically capable of operating a motor vehicle safely and possess a valid, Class C, California Driver License, OR be able to demonstrate the ability to travel on scheduled or unscheduled visits to various locations in the City which may or may not be reachable by public transportation. 
Selection Process
The selection process may include a minimum qualifications assessment, application and supplemental questionnaire scored review, an initial interview, and a final selection interview. 

The initial interview may include a skills exam. For more information about this exciting opportunity, please contact Jami Ross, Human Resources Analyst, at .

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