POSITION WILL CLOSE AFTER RECEIPT OF THE FIRST 150 APPLICATIONS OR AUGUST 29, 2025, WHICHEVER OCCURS FIRST.

Class specifications are only intended to present a descriptive summary of the range of duties and responsibilities associated with specified positions. Therefore, specifications may not include all duties performed by individuals within a classification. In addition, specifications are intended to outline the minimum qualifications necessary for entry into the class and do not necessarily convey the qualifications of incumbents within the position.

DEFINITION: Under general supervision, performs a wide variety of routine and complex office, clerical, and administrative support tasks and duties in support of the Director of Human Resources; assists the public by providing information personally or directing information requests according to established procedures; sorts, logs, and maintains records and other documents; performs other related duties as required.

DISTINGUISHING CHARACTERISTICS: The Administrative Secretary to the Director of Human Resources is the full working level classification in which incumbents are expected to independently perform the full scope of assigned duties. Incumbents perform a full range of office and administrative support duties, including organization and coordination of workload, maintenance of a calendar, scheduling of appointments, and preparation of documents. This classification is distinguished from the Administrative Secretary by the performance of duties related to the administrative support of the Director of Human Resources.

SUPERVISION RECEIVED/EXERCISED: Receives general supervision from the Director of Human Resources. May provide functional and technical supervision over assigned personnel.ESSENTIAL FUNCTIONS: (include but are not limited to the following) Performs a wide variety of routine and complex office, clerical, and administrative support tasks and duties in support of the Director of Human Resources and other staff members; assists the public by providing information personally or directing information requests according to established procedures.

Performs a wide variety of routine and complex office, clerical, and administrative support tasks and duties; types and posts the Personnel Board agenda; attends Personnel Board meetings; takes minutes; processes and logs all employee performance evaluations; processes a variety of human resources related paperwork, including hiring and separation, DOT drug and alcohol testing, and FMLA paperwork.

Demonstrates an understanding of applicable policies, procedures, and work methods associated with assigned duties; responds to questions and concerns from the general public requiring in-depth knowledge of the Human Resources Department; provides information as appropriate; receives visitors and telephone calls, directing them to the appropriate information source; represents the City to all callers and visitors in a professional and customer friendly manner.

Uses computers to enter and prepare a variety of documents, including general correspondence, reports, memos, and fliers from rough drafts or verbal instructions; operates other automated office equipment; types drafts and a wide variety of finished documents; processes pre-employment candidate paperwork, including I-9 forms, fingerprinting, and physical exams.

Compiles and maintains records and prepares reports; maintains a variety of files; schedules meetings and appointments; maintains a calendar for meetings and other events; arranges travel to meetings and conferences; monitors expenditures; prepares forecasts for various accounts; purchases office supplies; pays all department bills.

Establishes positive working relationships with representatives of community organizations, State/local agencies, City management and staff, and the public.

OTHER DUTIES: (include but are not limited to the following) Processes weekly random drug/alcohol testing; maintain records to be sent annually to the Department of Transportation and California Highway Patrol; processes all DMV pull notice adds and deletes.

Processes emergency photo IDs for employees; coordinates service award selection; schedules and coordinates employee training; reserves facilities for training; sends notices to employees regarding scheduled training; sets up for training.

Gathers monthly newsletter information from all departments; compiles and edits information and adds graphics.

Facilitates new hire orientations; coordinates events, such as flu shots, Employee Development/Wellness Fair, etc.

May be exposed to confidential and privileged information during the course of duties, which should be maintained as such.

Performs Other Related Duties As Required.

PHYSICAL, MENTAL AND ENVIRONMENTAL WORKING CONDITIONS: Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting, and stooping in the performance of daily office activities. The position also requires grasping, repetitive hand movement, and fine coordination in preparing statistical reports and data using a computer keyboard. Additionally, the position requires near and far vision in reading correspondence, statistical data, and using the computer, and acute hearing is required when providing phone and personal service. The need to lift, drag, and push files, paper, and documents weighing up to 25 pounds is also required.

The City of Whittier encourages applications from qualified individuals with disabilities as defined by the Americans with Disabilities Act and California Fair Employment and Housing Act. Individuals who require accommodation in the application or testing process should contact the Human Resources staff at least 5 days prior to the application deadline or 5 days prior to the testing process so that a reasonable accommodation may be made. Persons requesting a reasonable accommodation will be required to provide documentation of such need. Seeking or receiving an accommodation by the City will have no negative impact on an individual's application or employment.QUALIFICATIONS: (The following are minimal qualifications necessary for entry into the classification.) Education and/or Experience: Any combination of education and experience that has provided the knowledge, skills, and abilities necessary for an Administrative Secretary to the Director of Human Resources. A typical way of obtaining the required qualifications is to possess the equivalent of three years of significant, directly related, and progressive administrative and clerical support experience preferably in human resources, and a high school diploma or equivalent, supplemented by coursework in office procedures, typing, filing, word processing, and records management.

License/Certificate: Possession of, or ability to obtain, a valid class C California driver’s license.

KNOWLEDGE/ABILITIES/SKILLS: (The following are a representative sample of the KAS's necessary to perform essential duties of the position.)

Knowledge of: Modern office, administrative, and clerical policies and procedures; City codes and ordinances; basic human resources functions and terminology; complex clerical and administrative tasks; basic principles of mathematics; applicable Federal, State, and local laws, codes, and regulations; methods and techniques of scheduling work assignments; modern office procedures, practices, methods, and equipment, including a computer and applicable software; methods and techniques for record keeping and report preparation and writing; proper English, spelling, and grammar; occupational hazards and standard safety practices.

Ability to: Provide complex clerical support to the Director of Human Resources; read, understand, and review documents for accuracy and relevant information; use applicable office terminology, forms, documents, and procedures in the course of the work; process a variety of human resources related paperwork; maintain complex office and confidential records and files; meet critical deadlines; deal successfully with the public, in person, and over the telephone; courteously respond to community issues, concerns, and needs; perform mathematical calculations quickly and accurately; interpret, explain, and apply applicable laws, codes, and regulations; read, interpret, and record data accurately; organize, prioritize, and follow up on work assignments; work independently and as part of a team; make sound decisions within established guidelines; analyze a complex issue, and develop and implement an appropriate response; follow written and oral directions; observe safety principles and work in a safe manner; communicate clearly and concisely, both orally and in writing; establish and maintain effective working relationships.

Skill to: Operate standard office equipment, including a computer and variety of word processing and software applications.Medical: Applicants will be required as a prerequisite to employment to successfully pass a physical examination, including a drug screen, the cost of which will be paid by the City. Selection/Exam Process: Based on a review of the applications received, the candidates appearing to be the most qualified and meeting the City's particular needs will be invited in writing to the exam process. A candidate must achieve a passing score on each exam to proceed to the next exam. Due to the anticipated large volume of applicants for this position and our limited resources, we will only be able to invite the top candidates to participate in the testing process. Exam Information: (Dates to be determined.) Oral Exam: 100% The provisions of this announcement do not constitute an expressed or implied contract and any provisions contained in this announcement may be modified or revoked without notice. The City of Whittier is an Equal Opportunity Employer

City of Whittier

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Admin. Secretary to the Human Resources Director (7-25)