Administrative Assistant - Public Works

Administrative Assistant

The City of Anaheim Public Works Department seeks an Administrative Assistant to provide highly complex secretarial support to the Public Works Director. The Administrative Assistant will perform highly skilled administrative staff functions in support of the business operations of the department, such as editing staff reports and presentations, preparing customer correspondence, completing research and special projects as assigned, and ensuring prompt and responsive customer service. Candidates must possess excellent communications skills, interpersonal skills that support and encourage a team-oriented work environment, strong organizational skills, and a pro-active approach to assigned responsibilities. Must demonstrate an ability to provide extensive administrative support to high level executives.

Below are the main duties of an Administrative Assistant. You can review the full job description by clicking on this link.

Assist the Public Works Director by planning and organizing general business operations of the department; formulate, affect, interpret and / or implement management policies or operating practices, policies and procedures to expedite workflow and processes and to facilitate the implementation of policies and programs.

Work with other departments, including department heads and elected officials, to accomplish department and citywide tasks and goals.

Compose correspondence requiring use of judgment based upon a thorough knowledge of the functions and procedures of the unit either independently or assisting a manager.

Conduct research and make recommendations in the development of department policies, procedures and goals; implement changes as required.

Assist staff in working with the Finance Department and City Attorney's office in the creation of documents or the implementation of procedures.

May take stenographic minutes of public hearings and / or official business meetings conducted and compose minutes.

May ensure that legal notices and hearing publications are prepared and posted according to state laws and city ordinances.

Create or complete forms, schedules, reports, lists, general correspondence, manuscripts, complex agendas, charts, graphs, contracts and statistics.

Assemble departmental City Council agenda packet, bringing forward notes and continued items and gathering additional background materials.

Maintain personnel files of departmental staff and be responsible for processing various personnel and HR documents.

Supervise Engineering clerical support and work with other divisions' clerical staff to ensure the proper functioning of administrative services.

Perform related duties and responsibilities as required.

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 highly responsible administrative-level secretarial work at an executive office level.

Knowledge of : Sound Administrative processes; process and procedure development techniques; sound knowledge of the business operations of the assigned department; files and records management processes and regulations; data collection and analysis techniques; principles of office management; advanced principles and methods of business correspondence and report preparation; modern supervisory principles and practices; general methods of budget preparation and financial record keeping, English usage, spelling, grammar, syntax and punctuation; business math; and business telephone etiquette. When assigned to the City Attorney's Office : Legal terminology and the forms and documents used in legal secretarial work; legal procedures and practices involved in composing, processing and filing a variety of legal documents; standard legal references and their contents.

Ability to : Effectively manage and organize the work of a professional administrative office; read, understand and apply complex materials; proofread and detect errors in typing, spelling and punctuation; establish and maintain complex filing systems; perform highly skilled secretarial and when appropriate, legal secretarial work; collect, interpret and exercise judgment in organizing data and compiling reports; initiate and compose correspondence; receive confidential information and maintain confidentiality; operate a computer with accuracy; type at a net corrected speed of 50 words per minute; establish and maintain effective relationships with those contacted in the course of work.

Applications will be accepted until October 24, 2025 at 5 : 00PM. Applicants are encouraged to apply early. Applications will not be accepted after this deadline. The selection process may consist of a written skills examination and an oral interview. 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