Executive Secretary – Employee Relations

About the role

The City of Anaheim Human Resources Department seeks a highly dynamic and experienced Executive Secretary to support the Employee Relations Division.

The Employee Relations Division is a fast-paced, high-volume unit within the Human Resources Department that provides complex, professional support in the areas of labor relations, classification and compensation, employee performance management, workplace investigations and disciplinary review, and leaves and disability management.

Responsibilities

• Provide high level administrative support to the Deputy Human Resources Director and support the Employee Relations Division of the Human Resources Department;
• receive, respond, and direct communication to the appropriate personnel, including screen inquiries, take messages;
• maintain and coordinate calendars for the Deputy Human Resources Director and schedule and coordinate meetings for the Employee Relations Division.
• Generate and update reports, lists, and information in project management applications and spreadsheets;
• compose and send general correspondence;
• monitor contracts and statistical information.
• Compose routine and non-routine correspondence requiring use of independence and judgment based upon knowledge of the functions and procedures of human resources and employee relations, for review by the supervisor;
• coordinates flow of correspondence and other material;
• process highly confidential information;
• proofread documents for accuracy and spelling.
• Compile and analyze information for narrative and statistical reports pertaining to a variety of human resources and employee relations matters;
• locate sources of information, devise forms to serve data and determine proper format for finished report, using interpretative judgment as to content;
• prepare reports and routine staff reports from conducted research.
• Aid in preparing responses to public records requests and material for collective bargaining tables and City Council meetings.
• Directly support the Employee Relations division and prepare, compile, and review collective bargaining materials;
• Prepare and provide notices to bargaining units;
• Assist in reviewing and finalizing Memorandum of Understanding following labor negotiations.
• Receive, open, date stamp and screen mail;
• Arrange mail in priority order;
• Assemble background information and distribute to appropriate personnel;
• Process outgoing mail.
• Relieve personnel in the Employee Relations Division of administrative details, such as arrange meetings, contact others to obtain or transmit information, compile information for supervisor's use and interpreting policies, rules and practices to other employees, the public, and other jurisdictions;
• Research information requiring interpretive judgment and tally and compile information for reports;
• Complete special projects and assignments exercising independent judgment.
• Maintain the calendar of meetings of personnel in the Employee Relations Division, using judgment to schedule meetings and determine priorities;
• Use discretion to coordinate schedules and make travel arrangements.
• Compile all required information and prepare agendas, as necessary, and attend meetings.
• Document, coordinate, and track all follow-up items through completion.
• Develop filing systems for record storage and retrieval;
• Maintain files in accordance with the City’s retention program;
• Create file folders, file, organize, and maintain all files of the Employee Relations Division, which also include files for purchases, budget accounts and inventory and requisitions office supplies;
• Maintain records of staff attendance and absences, compile and submit periodic reports for payroll purposes.
• Maintain reports to track citywide merit and probation dates;
• Prepare timely merit and probation notices to City department liaisons and follow-up until completion.
• May be responsible for staff payroll, to include input, reconciliation, and distribution of paychecks;
• Input data into various automated systems, such as payroll, budget, and business tax;
• Verify and balance accuracy.
• May assist in preparing and monitoring the budget of the Employee Relations Division.

Qualifications

• Perform related duties and responsibilities as required.
• Experience in: Performing extensive, responsible administrative support and work.
• Knowledge of: Comprehensive knowledge of business English, spelling, grammar, syntax and punctuation; business math; basic principles of supervision and training; record keeping methods; principles and methods of business correspondence; business telephone etiquette; general operation and practices of an administrative office; general methods of budget preparation and financial record keeping; modern supervisory practices and principles.
• Ability to: Type at a net corrected speed of 50 words per minute; transcribe minutes; read, understand and apply complex materials; proofread and detect errors in typing, spelling, grammar, syntax and punctuation; maintain and modify filing systems; establish record keeping systems; compose effective correspondence; receive confidential human resources and employee relations information and maintain confidentiality; perform difficult administrative work; plan and organize work to meet deadlines; plan and carry-out difficult administrative assignments; represent the Employee Relations Division of the Human Resources Department using good judgment, poise, tact and diplomacy; may assign and review the work of others, train and/or orientate other clerical employees; establish and maintain effective relationships with those contacted in the course of work.
• Licenses/Certifications Required: Possession of a valid California Driver's License by date of appointment.