Union Administrative Jobs in Riverside, CA (NOW HIRING)

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 confidential and responsible highly skilled and complex technical, clerical, secretarial, and administrative support activities for the Human Resources Department and Executive Director of Human Resources, including handling administrative details, coordinating day-to-day office operations, and providing information and assistance to the public and staff. The ideal candidate is able to manage a high-volume workload, takes a proactive approach, maintains confidentiality and professionalism, and effectively supervises support staff and coordinates scheduling. This is an in-office position and is not eligible for telecommuting. Government or public sector experience is highly desirable, but not required.

Responsibilities include:

• Greeting visitors, screening callers, securing information, and answering questions in accordance with department policies and procedures; referring parties to appropriate individuals; and serving as the department receptionist, as needed.
• Acting as a liaison in disseminating information and coordinating matters between the Executive Director of Human Resources and other departments and outside parties; making appointments, coordinating calendars, and scheduling events and meetings.
• Providing support related to labor relations, employee relations, Equal Employment Opportunity (EEO) and California Civil Rights Department (CRD) matters, and other confidential personnel matters, including gathering and analyzing related data, preparing reports and documents, and assisting in the administration of labor agreements and provisions.
• Opening and disbursing department mail; preparing paperwork for the Executive Director of Human Resources' review and signature.
• Conducting research and compiling data and information; preparing and typing human resource related memoranda, correspondence, reports, forms, presentations, and spreadsheets, often of a highly sensitive and confidential nature, either independently or in accordance with oral and written instructions, including budget and labor relations related documents; taking and transcribing dictation, including meeting minutes; and ensuring document accuracy, completeness, and compliance with City standards, policies, and procedures.
• Sending notification to employees and supervisors on employees released to perform union activities; tracking and preparing invoices on release hours and bills unions; and maintaining and distributing union agreements.
• Preparing and processing requisitions and purchase orders; tracking purchases; reviewing invoices and processing payments; maintaining petty cash account, reimbursing expenses, and preparing related cash reports; managing and reconciling department credit cards; and monitoring expenditures with budget.
• Assisting with department public records requests; ensuring requests are responded to appropriately and timely; coordinating and conferring with Human Resources Department, City Attorney's Office, and Clerk of the Council staff to ensure accuracy of documents and release of information falls within established policies and procedures.
• Organizing, maintaining, and updating a variety of confidential human resource documents, files, and records, including departmental personnel records; assisting with the destruction of records in accordance with adopted retention schedules and destruction guidelines; preparing files for purging; arranging for electronic file storage; and creating, maintaining and updating filing and tracking systems.
• Ordering and receiving office supplies; working with vendors to ensure item quality and timeliness of deliveries.
• Making conference and travel arrangements, preparing trip folders, and reconciling expenses.
• Recommending, developing, implementing, and interpreting departmental policies, procedures, and systems to ensure efficient departmental operations.
• Training, coordinating, supervising, and evaluating the work of assigned office support staff.
• Managing department parking, resolving employee parking issues, and overseeing parking validations.
• Maintaining and renewing maintenance contracts on office equipment; troubleshooting and resolving copier and printer problems; and coordinating technical repairs.
• Providing backup support for other administrative support staff as needed.
• Relieving the Executive Director of Human Resources of routine administrative activities.
• May coordinate and input department payroll.
• May assist in the administration of Personnel Board proceedings.
• May administer the City's employee longevity service award program.
• Performs other duties as assigned.

Three (3) years of experience performing complex and highly responsible clerical and administrative duties, two (2) years of which must have been at a secretarial level, and some lead supervisory experience. Education equivalent to graduation from high school. Minimum qualifications may be met via an equivalent combination of experience and education sufficient to perform the essential job functions. Experience and education must provide the knowledge, skills, and abilities listed below.

Knowledge of: Principles and practices of office administration and management; labor negotiations processes; employee relations; labor relations; human resources administration; pertinent federal, state, and local public sector laws, codes, and regulations, including California Public Records Act; principles of supervision, training, and performance evaluation; public information principles and techniques; basic principles of mathematics; fiscal recordkeeping; principles and practices of data collection, business letter writing, and report preparation; word processing methods, techniques, and programs; proper English usage, grammar, and punctuation; principles of communication and public speaking; effective customer service techniques; record management practices and procedures; indexing and filing systems; proper cash handling; safe driving principles and practices; customer service practices and telephone etiquette; and modern office practices, procedures, methods, and equipment, including computers and office software applications.

Skill in: The use of personal computers and business software applications, including Microsoft Word, PowerPoint, Outlook, and Excel; the operation of modern office equipment; and interacting with others in a professional manner.

Ability to: Type at a corrected speed of 50 wpm; understand, interpret, and apply Citywide and departmental codes, policies, procedures, and memoranda of understanding, and applicable federal, state, and local policies, laws, and regulations; perform complex clerical work with speed and accuracy; manage schedules and calendars; select, supervise, train, and evaluate staff; collect, compile, and maintain data and files; perform arithmetic calculations accurately; prepare clear and concise correspondence and other written materials; communicate tactfully, clearly, and concisely, both orally and in writing; make sound decisions within established policy and procedural guidelines; follow written and oral directions appropriately; work independently and as part of a team; coordinate a wide variety of tasks in a timely manner; maintain appropriate, accurate, and effective recordkeeping; maintain confidentiality of private or sensitive information; properly manage cash; operate office equipment, including computer equipment and office software applications; and establish and maintain effective working relationships with other City employees, the public, and those contacted in the scope of work.

Special requirements include:

Possession and retention of a valid driver's license, or alternative transportation that reasonably meets operational needs is required for this position. Must be willing and able to work evenings, nights, weekends, and holidays, as needed. Municipal or other public sector government experience is highly desirable. Associate's degree or higher in office administration, business administration, public administration, or a related field is highly desirable.

Receives general supervision from the Executive Director of Human Resources. Exercises general supervision over clerical support staff.

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.

You must attach a cover letter to be considered for this position. Those applicants possessing the most pertinent qualifications will be invited to continue in the selection process, which will include:

Written Examination: (Tentatively Scheduled for week of August 17, 2026)(Weight of 50%) will evaluate candidates' knowledge, skills, and abilities in relation to those factors which are essential for successful performance on the job. This examination may include questions in the following areas: arithmetic, charts and tables, English usage, office practices, punctuation and capitalization, spelling, supervision, and vocabulary.

Oral Interview (Tentatively scheduled for week of September 7, 2026)(Weighted 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%.

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.