Executive Secretary to the Police Chief (UC)

Description

The City of Santa Ana is looking for individuals who are results-oriented, possess great attitude, demonstrate creativity and innovation, work efficiently, show a record of success and have a passion for public service. Having highly talented employees provides the best service to our community.

Under general supervision of the Chief of Police, performs highly responsible executive support activities of a highly confidential nature. May supervise office staff and perform other related duties as required.

Essential Functions Include But Are Not Limited To

Performs a full range of secretarial and administrative support duties including but not limited to the following: Interviews and secures information from callers, arranges conference calls, answers questions, and resolves complaints or refers them to appropriate resource person. Serves as the Police Department contact and liaison between department staff, other departments, the public, outside agencies, city officials, government officials, and representatives from businesses and organizations. Conducts tours of the Police Department. Collects, copies, organizes, and files various documents. Composes correspondence and memoranda, writes reports, and maintains a calendar of activities, meetings and various events for the Police Chief. Coordinates and schedules meetings and press conferences. Makes travel arrangements. Prepares agendas and records and transcribes minutes of various meetings, dictated letters and memoranda. Coordinates employee ceremonies, orders and distributes related items. Maintains confidentiality and security of information and materials of a classified or confidential nature. Acts as a technical resource on the editing of public documents such as letters, reports, brochures, and flyers. Maintains the Chief's personal files and personnel files of all staff under his command. Operates a personal computer, and uses applicable software to access state law enforcement automated information systems, to produce a variety of correspondence, memoranda, reports and other materials. Opens and routes all mail for Chief's office. May supervise the work of clerical staff. Performs other functions as assigned.

Minimum Qualifications

Three years of experience in performing progressively responsible clerical work, or any combination of experience and education which provides the knowledge, skills and abilities listed below:

DESIRABLE KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of: Business English, office practices.

Skill in: operation of a personal computer and other office machines.

Ability to: Skill in the use of advanced features of Microsoft Office, use a personal computer, employ sound judgment, supervise other clerical personnel, maintain satisfactory relationships with other employees, meet and relate to the public effectively, and handle highly confidential material.

HIGHLY DESIRABLE
Bilingual ability in English and Spanish or Vietnamese is highly desirable

Selection Process

All applicants are required to complete and submit a City application form online and answer the supplemental questionnaire. Resumes or faxed copies will not be accepted in lieu of the City online application. To apply, click on the "Apply" link located at the top of this page. New users must create an account first. Click on this link for instructions on how to set up your account and apply for the first time: Online Employment Application Guide .

Applications and answers to the supplemental questionnaire will be thoroughly reviewed by the Human Resources Department.* Those applicants possessing the most pertinent qualifications will be invited to continue in the selection process which will include:

Performance Examination : (Qualifying) (tentatively scheduled for April 4 - 7, 2025) will assess candidates' proficiency in using Microsoft Word 2016 software. The simulation will focus on tasks that a productive user of the software should know how to perform at an advanced level. The examination will be conducted online through the testing platform eSkill.

Oral Interview Examination: (Weight of 100%) (tentatively scheduled April 17, 2025) will evaluate the candidates' experience, training, education and abilities in relation to those factors which are essential for successful performance on the job. Candidates must receive a minimum passing score on the oral exam for this position in order to be placed on the eligible list.

Note: Following the completion of the aforementioned civil service recruitment process, the Police Department will receive the names of candidates eligible for hiring consideration and will contact candidates directly to schedule selection interviews with the SAPD Senior Management Team.

Candidates must achieve a passing score in every component of the selection process in order to be placed on the eligible list.

Prior to selection, a thorough or updated police background investigation will be conducted. A medical exam may also be required.

The City of Santa Ana is an equal opportunity employer. If you consider yourself a person with a disability, you may contact us regarding providing reasonable accommodation

*updated 3/21/25 (AM)

Please visit the following website to view the summary of comprehensive benefits!

Summary of Benefits

(under CASA)

NOTE: A more complete set of specifications for this classification may be found on the City's website or on file in the Human Resources Department. The provisions of this bulletin do not constitute an expressed or implied contract. Any provision contained in this bulletin may be modified or revoked without notice. The types and levels of employee benefits provided, including City contribution toward benefit costs, are subject to change as a result of periodic contract settlements between recognized employee associations and the City of Santa Ana.

Closing Date/Time: 4/3/2025 11:59 PM Pacific

• 

• City of Santa Ana

• 714-647-5340

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