Executive Secretary - Employee Relations

The City of Anaheim Human Resources Department seeks a highly dynamic and experienced Executive Secretary to support the Employee Relations Division. The Division is a fast‑paced, high‑volume unit within the Human Resources Department that provides complex, professional support in labor relations, classification and compensation, employee performance management, workplace investigations and disciplinary review, and leaves and disability management. Ideal candidate: The ideal candidate will possess a proactive, results‑oriented work ethic with impeccable organizational skills, maintain confidentiality, and demonstrate strong verbal and written communication. The candidate must be able to multitask and remain professional under pressure while supporting multiple human resources functions. Experience in a public sector Employee/Labor Relations environment is highly desirable. Applicants are encouraged to apply early. Applicants who apply after the first review date of July 14, 2026 are not guaranteed to be considered for this recruitment. This recruitment may close at any time without notice after the first review date. Responsibilities Provide high‑level administrative support to the Deputy Human Resources Director and the Employee Relations Division; screen inquiries, take messages, and direct communication to appropriate personnel. 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 independence and judgment; proofread documents for accuracy and spelling. Compile and analyze information for narrative and statistical reports on human resources and employee relations matters; prepare reports from conducted research. Assist 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; assemble background information and distribute to appropriate personnel; process outgoing mail. Relieve personnel in the Employee Relations Division of administrative details, including arranging meetings, compiling information for supervisors, researching information, and completing special projects with independent judgment. Maintain the calendar of meetings of personnel in the Employee Relations Division, coordinate schedules, and make travel arrangements. Prepare agendas, document, coordinate, and track all follow‑up items through completion. Develop and maintain filing systems for record storage and retrieval in accordance with the City’s retention program. Maintain reports to track citywide merit and probation dates; prepare timely merit and probation notices; follow up until completion. Assist with staff payroll, including input, reconciliation, and distribution of paychecks; verify data accuracy in payroll, budget, and business tax systems. Assist in preparing and monitoring the budget of the Employee Relations Division. Perform related duties and responsibilities as required. Qualifications and Experience Extensive, responsible administrative support experience. Comprehensive knowledge of business English, spelling, grammar, syntax, and punctuation; business math; principles of supervision and training; record‑keeping methods; business correspondence; telephone etiquette; office operation; budget preparation; and modern supervisory practices. Typing speed of at least 50 words per minute; ability to transcribe minutes; strong proofreading skills. Ability to maintain and modify filing systems, establish record‑keeping systems, compose effective correspondence, and handle confidential information with discretion. Strong organizational, planning, and time‑management skills; ability to plan and carry out difficult administrative assignments; represent the Employee Relations Division with poise, tact, and diplomacy. License / Certification Required Possession of a valid California Driver’s License by the date of appointment. Selection Process The selection process will consist of a minimum of a skills examination and an oral interview. Background and Reference Check Successful candidates will undergo a reference and background check (including a conviction record), a post‑offer pre‑employment medical examination with a drug/alcohol screening, and must provide documentation for identity and work authorization. #J-18808-Ljbffr City of Anaheim