Secretary (20532655)

DEADLINE TO APPLY: August 15, 2024, at 11:59PM

 

The Position 

You are:
The City of Hayward is recruiting to fill a vacancy for the position of Secretary. As a Secretary for the City, you will be able to perform secretarial and clerical duties in collaboration with your respective department to help essential City functions. The current vacancy is in the Development Services Department-Building Division; however, this list will be used as vacancies open in other City departments. Additionally, this list may be utilized to fill vacancies at the Administrative Clerk I/II level. Job descriptions and salaries for each of the positions are as follows:

Secretary: Job Description here. Monthly Salary: $5,796.27 - $6,978.40
Administrative Clerk II: Job Description here. Monthly Salary: $5,082.13 - $6,035.47
Administrative Clerk I: Job Description here. Monthly Salary: $4,473.73 - $5,487.73

An ideal secretary in this role should have excellent written and verbal communication skills, along with the ability to proactively work autonomously. They also should have the ability to be discrete and respectful of confidentiality, as they may sometimes deal with sensitive information concerning staff and building projects. Additionally, the ideal candidate will be organized with a strong attention to detail, the skill to be versatile, and the flexibility to work within changing priorities and personalities.
 

DEFINITION 

To perform a wide variety of responsible secretarial and clerical duties for an assigned division.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from management personnel, and may receive technical and functional supervision from a higher level secretarial position.

 

 

Essential Duties

What you will do: 
 

1. Duties may include, but are not limited the following:

2. Respond to public inquiries, both on the telephone and in person, and refer to appropriate staff member for more specific information as appropriate; exhibit familiarity with functions of the city.

3. Assist in preparing procedures, operating manuals, written material, budgets, forms, charts and/or other documents for internal or external distribution.

4. Act as information source to inquiries not requiring the supervisor's attention and otherwise assist in representing the division telephone and in person.

5. Type letters, reports, memoranda and other documents relating to the division which may include contracts, proposals, technical documents, statistical and/or special forms, budgets, and charts.

6. Compose routine correspondence and memoranda; proofread for accuracy, correct form, content and proper English usage.

7. Collect information from a variety of documents pertinent to assigned division; compile data for reports; prepare routine reports as required.

8. Maintain and monitor records and files; follow up on due dates; perform other monitoring functions to ensure timely completion of work.

9. May take and prepare meeting minutes as necessary.

10. Perform related duties as assigned.

CORE COMPETENCIES 

Knowledge of: 

• English usage, spelling, grammar and punctuation.
• Modern office methods, practices, procedures and computer equipment.
• Business letter writing.
• Basic record keeping principles and procedures.

 Ability to: 

• Perform assigned secretarial duties with speed and accuracy.
• Understand and explain division policies and procedures.
• Communicate clearly and concisely, both orally and in writing.
• Type accurately at a speed of 50 words per minute.
• Compile information and maintain records.
• Establish and maintain effective working relationships with those contacted in the course of work.

 

Minimum Qualifications

 

JOB RELATED AND ESSENTIAL QUALIFICATIONS 

You have: 

Any combination that would likely provide the required knowledge and abilities to perform the duties of this position would be qualifying.  A typical way to obtain them would be:

Experience:
Two years of responsible secretarial and clerical experience.

Training:
Equivalent to the completion of the twelfth grade.

 

Supplemental Information

 

BENEFITS AND REWARDS:

Depending on employee group, some of these benefits may include:

• Alternative Work Schedule 
• Vacation - 80 hours minimum
• 14.5 Paid Holidays
• Generous employer contribution for Health, Dental and Vision coverage
• CalPERS Defined Benefit Retirement Plan (2.5% at 55 for Classic CalPERS members | 2.0% at 62 for New CalPERS members | 3.0% at 50 for Classic Safety members | 2.7% at 57 for New Safety Members) - No Social Security participation.
• Life and Disability Insurance and Paid Leave
• Flexible Spending Accounts
• Tuition Reimbursement
• Health and Wellness Reimbursement
• Professional Development Reimbursement
• 457 Deferred Compensation Plan (employee paid)

 

SELECTION PROCEDURE 

 

 

Apply - Candidates must submit a completed City of Hayward job application and responses to the Supplemental Questionnaire which fully describe the nature of their professional experience and qualifications.  Applications submitted without all required materials will not be considered.

Application Review - Based on the information provided, employment applications will be reviewed for minimum qualifications.   

Application Review - Based on the information provided, employment applications will be reviewed for minimum qualifications.  

Job Related Testing -Those best qualified may be invited to the next phase of the process, which may include an oral, practical, written examination and/or supplemental questionnaires reviewed by subject matter experts. 

 

Online Typing Exam hosted virtually by the City of Hayward: Dates TBD

In-Person Written exam is tentatively scheduled for the week of August 26th, 2024.

The examination process will result in a ranked eligible register of candidates for hiring consideration by the department derived from any of the exam processes mentioned above. 

Department Interviews - Actual hire depends on success in the departmental selection process. 

Candidates under final consideration for employment with the City should expect to undergo an employment background/reference check that may include, but is not limited to: employment history, confirmation of educational credentials and degrees, licenses including driver's license, registrations, certificates, and other credentials as part of the appointment process. Some positions, depending on the nature of the work, also require a credit check and a review of Summary Criminal History obtained from the State Department of Justice through Live Scan Fingerprinting.

Applicants will be notified electronically via Government Jobs as to their status in the selection process.  It is the responsibility of the applicant to ensure they can receive email notice from Neogov/Government Jobs and the City of Hayward.

 

 

APPLICATIONSCandidates are encouraged to apply online at www.hayward-ca.gov under the Current Vacancies tab or at www.GovernmentJobs.com.  Paper applications can be obtained by visiting the Human Resources Department at Hayward City Hall located at 777 B Street, Hayward, CA  94541.  Office hours are Monday through Friday, 8 a.m. to 5 p.m. 

Apply prior to the closing time of the job announcement and allow at least one (1) hour to submit your application if you are a new user to the system.  Our on-line application system is provided by Government Jobs. If you have problems while applying online, please contact the Government Jobs Help Desk at  (855) 524-5627.
 

If you are unsuccessful in this recruitment, you are highly encouraged to look at City of Hayward's current vacancies and apply to any and/or all positions that you meet the minimum qualifications for. 
 

The City of Hayward is an Equal Opportunity Employer

 

Agency

City of Hayward

Address

777 B Street

Hayward, California, 94541

Phone

510-583-4500

Website

http://www.hayward-ca.gov