Community Development Commission Secretary

Job Description:

Community Development Commission Secretary

Description

Description

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. Performs responsible and complex clerical and secretarial work, and routine administrative activities in support of the City’s Community Development Agency and Housing Authority, including the following boards and commissions: Community Development Commission, Workforce Development Board, Arts and Culture Commission, Successor Agency and Oversight Board, Workforce Development Board - Santa Ana Youth Council, or Rental Housing Board. This journey level classification exists only in the Community Development Agency and provides clerical and administrative assistance to boards and commissions specifically associated with this agency. The classification specializes in supporting the assigned appointed boards and commissions, as opposed to supporting the agency’s executive director. Incumbents work autonomously and in collaboration with other board parties involved; they use independent judgment in making decisions in accordance with regulations and department practices, policies, and procedures.

Essential Functions Include But Are Not Limited To

• • Prepares, processes, and posts board and commission legal and public notices in accordance to City and state legal requirements.
  • Coordinates, prepares, and finalizes meeting agendas.
  • Makes board meeting preparations; assists with setting up board and commission meetings and venues.
  • Attends meetings; takes and prepares minutes; and organizes, maintains, and posts board and commission records.
  • Coordinates the preparation and placement of City Council, Successor Agency, and other division agenda items with the City Clerk’s Office and City Attorney’s Office.
  • Prepares post-meeting correspondence and performs other time sensitive follow-up duties.
  • Maintains board and commission attendance and other records; assists in the organization and maintenance of official documents and records.
  • Provides information to commission and board members, the public, and other interested parties regarding board and commission meeting procedures and inquiries; assists in interpreting and explaining related requirements, regulations, guidelines, policies, and procedures.
  • Prepares routine correspondence and other documentation.
  • Coordinates calendars, schedules, and meetings; and maintains confidentiality, as appropriate.
  • Performs clerical and administrative support duties.
  • Performs higher-level administrative and secretarial duties in a relief capacity.
  • May supervise assigned clerical staff; participates in the selection, training, evaluation, and discipline of employees.
  • Performs other related duties as assigned.

Minimum Qualifications

Minimum qualifications may be met via an equivalent combination of experience, education, and training sufficient to perform the essential job functions. Experience and education must provide the knowledge, skills, and abilities listed below. EXPERIENCE AND EDUCATION

• Experience: Three (3) years of responsible clerical experience, two (2) of which must have been at a secretarial level, preferably including extensive experience taking minutes at formal business meetings or meetings of a board, commission, or similar public body.
• Education: High school diploma or General Educational Development (GED) certification.

Special Requirements:

• Possession and retention of a valid driver’s license, or ability to use alternative transportation that meets operational needs.
• Must be willing and able to work early mornings, evenings, and nights for board and commission meetings and as needed.

KNOWLEDGE, SKILLS, AND ABILITIES Knowledge of:

• Pertinent federal, state, and local public sector laws, codes, and regulations, including board and commission by-laws and the Brown Act.
• Public meeting notice requirements.
• Techniques of preparing business meeting minutes.
• Principles of communication.
• Proper English usage, grammar, and punctuation.
• Word processing methods, techniques, and programs.
• Document writing, formatting, and techniques.
• Basic math.
• Customer service principles and practices.
• Office practices, procedures, and equipment.
• Basic principles and practices of supervision and training.
• Records management practices and procedures.

Skill in:

• The use of personal computers and business software applications, including Microsoft Word, PowerPoint, Outlook, and Excel.
• The operation of modern office equipment.

Ability to:

• Understand, interpret, and apply Citywide and departmental codes, policies, and procedures, and applicable federal, state, and local policies, laws, and regulations, including board and commission by-laws and the Brown Act.
• Take summary minutes of business conducted at board and commission meetings and hearings.
• Operate office equipment.
• Operate word processing software up to an advanced level of proficiency.
• Perform complex clerical work.
• Keyboard rapidly and accurately.
• Communicate tactfully, clearly, and concisely, both orally and in writing.
• Follow written and oral directions appropriately.
• Work independently and as part of a team.
• Effectively train, supervise, evaluate, and discipline subordinates.
• Maintain confidentiality of private and sensitive information.
• Prepare clear and concise technical correspondence and other written materials.
• Proofread and detect errors in typing, spelling, grammar, syntax, and punctuation.
• Coordinate a wide variety of tasks in a timely manner.
• Establish and maintain appropriate, accurate, and effective recordkeeping.
• Establish and maintain effective working relationships with board and commission members, other City employees, the public, and those contacted in the scope of work.

SUPERVISION RECEIVED AND EXERCISED

• Received: Receives general supervision from the Administrative Services Manager or other management staff.
• Exercised: May supervise clerical staff.

WORKING CONDITIONS

• Environmental Conditions: Work is generally performed in a standard office setting. Occasional travel to different sites is required.
• Physical Conditions: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, twist, and walk; to lift and carry up to twenty (20) pounds; push and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination, including the use of a computer keyboard; and to utilize sight, hearing, speaking, reading, writing, and math ability to exchange information.

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:

Performance Examination (Tentatively scheduled for March 02, 2026: (Qualifying) 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 various levels (Beginner, Intermediate and Advanced).

Writing Skills Examination (Tentatively scheduled for March 02, 2026: (Qualifying) will evaluate the candidates' ability to effectively communicate in writing.

Oral Interview Examination (Tentatively scheduled for March 24, 2026: (Weight of 100%) 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%.
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.

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

Summary of Benefits

(under SEIU)

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: 2/23/2026 11:59 PM Pacific

Salary:

$58,560.00 - $78,552.00 Annually