Senior Office Assistant

Job Title : Senior Office Assistant

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

The Senior Office Assistant performs specialized and / or a wide variety of responsible, difficult, and complex general clerical work, including word processing, data entry and organization, processing of invoices, recordkeeping, report preparation, filing, and providing information and assistance to the general public.

There is currently one (1) vacancy in the Planning and Building Agency. The eligible list established from this recruitment may also be used to fill other vacancies throughout the City.

Essential Functions Include But Are Not Limited To

• Prepares, formats, proofreads, and distributes complex correspondence, reports, records, statistical data, and a variety of other documents from rough drafts, general instructions, and a variety of sources frequently involving a high incidence of statistical data and technical terminology.
• Assists the public and outside parties in person, by telephone, and via software applications; furnishes information, explains and interprets established policies, procedures, or regulations; resolves or refers complaints; directs to appropriate locations and / or staff; conducts general transactions, such as processing applications, issuing licenses and permits, and providing copies of public records; and enters and tracks public calls into appropriate databases.
• Establishes, updates, and maintains record systems and databases, including filing and indexing systems; maintains accurate and detailed records; verifies accuracy of information; researches discrepancies; records information; files documents; and applies departmental and program policies and procedures in determining completeness documents, records, and files.
• Monitors and orders office and other related supplies; assists in entering purchase requisitions and purchase orders; receives and reviews vendor invoices; prepares requests for payment; and accounts for money.
• Receives, opens, time stamps, sorts, and distributes internal mail; and prepares and distributes outgoing mail.
• Makes and confirms travel arrangements; types itineraries; requests travel advances; and processes expense reports.
• Maintains calendars and makes meeting arrangements.
• Operates office equipment, such as calculators, copy machines, and personal computers.
• May be assigned to review work of other clerical employees and assist in training new workers.
• May assist in maintaining attendance records and entering payroll data.
• May perform duties of high-level clerical classifications in a training or relief capacity.
• Performs other duties as assigned.

Minimum Qualifications

Experience and Education

One (1) year of responsible general office clerical experience. Minimum qualifications may be met via an equivalent combination of experience and education sufficient to perform the essential job functions. Experience, education, and training must provide the knowledge, skills, and abilities listed below.

Knowledge of : City and department practices, policies, and procedures; modern office practices, procedures, equipment, and clerical techniques; principles and practices of data collection and report preparation; indexing and filing systems; word processing methods, techniques, and programs; general accounting methods, procedures, and terminology; database and spreadsheet applications and programs; business letter writing; recordkeeping; cash handling; English usage, spelling, vocabulary, grammar, and punctuation; and customer service practices and telephone etiquette.

Skill in : Personal computer operation; and MS Office Suite (Word, Excel, PowerPoint, Access and Outlook).

Ability to : Perform responsible clerical support work with accuracy, speed, and minimal supervision; operate job-related software up to an advanced level of proficiency; compose correspondence rapidly and accurately; operate word processing equipment; understand and carry out moderately complex oral and written instructions; perform assignments without close supervision; learn, interpret and explain specific regulations, policies and procedures; maintain moderately complex and confidential records, and prepare reports from such records; use correct grammar and spelling; make accurate and rapid computations and comparisons; make accurate arithmetic computations; organize, maintain, and update office database and records systems; file materials alphabetically, chronologically, and numerically; schedule and coordinate projects; set and adapt to changing priorities; meet critical time deadlines; communicate effectively, both orally and in writing; work effectively with the public in situations requiring tact and poise; work effectively with other employees; and respond to and effectively prioritize a high volume of phone calls and other requests for service.

Special Requirements

Must be willing and able to work evenings, weekends, holidays, and during emergencies, as needed.

Note : Certain positions in this classification throughout the City may require bilingual fluency in English and a second language. For the position in the Planning and Building Agency, bilingual fluency in English and Spanish OR Vietnamese is desired.

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. Stating "See Resume" is not an acceptable substitute for a completed 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 will be 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 :

Written Examination (Tentatively scheduled for November 6, 2025) (Weight of 50%) may include questions on clerical methods, office practices, English usage, interpersonal relations, software, math and other job-related subjects.

Performance Examination (Qualifying) will assess the candidates' proficiency in using Microsoft Office software. The simulation will focus on tasks that a productive user of the software should know how to perform at various levels (Beginner, Intermediate and Advanced).

Oral Interview Examination (Tentatively scheduled for ) (Weight of 50%) 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 achieve a passing score in every component of the selection process in order to be placed on the eligible list. The Human Resources Department may waive one or more examination components. When one weighted examination component is waived, the remaining section will receive a weight of 100%. For positions where bilingual fluency is required, candidates will be given a bilingual oral fluency exam prior to job offer.

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.