Senior Secretary - Planning Services

Overview

City of Anaheim Planning & Building Department seeks a dynamic Senior Secretary to support the Planning Services Division. The primary function of this position will relate 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 5:00 pm. Under moderate supervision, the Senior Secretary will also provide complex secretarial support to management staff, relieving managers of administrative details involved in day‑to‑day operation in their specific functions/program areas, and providing general secretarial support and other duties as deemed necessary.

Candidates must possess experience performing advanced journey level secretarial and complex clerical work. The incumbent must be a dependable team player, highly organized, and able to manage multiple tasks with competing deadlines. This position requires exceptional interpersonal skills with the ability to conduct oneself professionally with both internal and external customers. Previous board or commission work experience is desirable but not required.

• 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; search for and abstract technical data as appropriate.
• Compile information for narrative and statistical reports, locate sources of information, devise forms to serve data, and determine proper format for finished reports; prepare reports and routine staff reports from conducted research.
• Utilize specialized software and database programs to access, update, track, and maintain a variety of routine and specialized records and information; review, compile, track, and check data from sources; research, develop, maintain, and update specialized and custom forms, logs, files, schedules, lists, records, and reports; design, develop, and maintain spreadsheets requiring data interpretation and manipulation.
• Schedule meetings and conferences; prepare materials and agendas; maintain calendars, schedule appointments, and make travel arrangements for one or more managers.
• Record minutes at meetings; transcribe from dictation if needed; prepare and distribute minutes of meetings; 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: monitor and track petty cash; process refund requests and credit card payments; receive, review, and process invoices and request for payment; track department expenditures; reconcile budgets to expenses; identify discrepancies and verify corrections as appropriate.
• Perform related duties and responsibilities as required.

• 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.

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,…