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DEFINITION

Under general supervision, plans, organizes, oversees, coordinates, and manages the operations of the City Clerk’s Office, including administration, election management, the legislative function, archiving of public records and public information, and filing officer services; manages the effective use of department resources to improve organizational productivity and customer service; provides complex and responsible support to the City Manager in areas of expertise; and performs related duties as assigned.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from the City Manager.  Exercises no direct supervision over staff.

CLASS CHARACTERISTICS

This is a management classification responsible for planning, organizing, and managing the operations and activities of the City Clerk’s Office. Incumbents are responsible for performing diverse, specialized, and complex work involving significant accountability and decision-making responsibilities, which include division budget administration, program evaluation, and recommendation and implementation of policies, procedures, goals, objectives, priorities, and standards related to the City Clerk programs and services.  Incumbents serve as a professional-level resource for organizational, managerial, and operational analyses and studies.  Performance of the work requires the use of considerable independence, initiative, and discretion within broad guidelines.

Examples of typical JOB FUNCTIONS (Illustrative Only)

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Plans, manages, and oversees the daily functions, operations, and activities of the City Clerk’s Office, including administration, election management, the legislative function, archiving of public records and public information, and filing officer services.
• Participates in the development and implementation of goals, objectives, policies, and priorities for the department; recommends within departmental policy, appropriate service and staffing levels; recommends and administers policies and procedures.
• Participates in the development, administration, and oversight of department budget; determines funding needed for staffing, equipment, materials, and supplies; ensures compliance with budgeted funding.
• Develops and standardizes procedures and methods to improve and continuously monitor the efficiency and effectiveness of assigned programs, service delivery methods, and procedures; assesses and monitors workload, administrative, and support systems, and internal reporting relationships; identifies opportunities and makes recommendations for improvement.

• Coordinates City Clerk's Office activities with those of other departments and outside agencies and organizations; provides staff assistance to the City Manager and City Council.
• Serves as the Clerk of the City Council; attends meetings and oversees the recording of all official proceedings; supervises the preparation of public notifications, agendas, minutes, and other documents; directs the publication, filing, indexing, and safekeeping of all proceedings of the City Council. 
• Administers the public hearing process for the City Council; prepares public hearing packets and notices of hearings in accordance with legal requirements and deadlines.
• Plans, manages, and coordinates municipal elections and special elections; ensures conformance with the California Elections Code, Political Reform Act, and other government codes; serves as filing officer for the Fair Political Practices Commission (FPPC) for campaign disclosure filings; maintains election documents for public inspection; administers and files oaths of office.

• Oversees the Town-wide records management program, document imaging system, and records preservation and destruction; sets and ensures legal compliance retention schedules for Town records; develops and updates records retention policies and procedures; researches Town documents, historical information, and other information as needed; attests, indexes, and files all legislative actions.

• Ensures compliance with the Public Records Act, the Freedom of Information Act, and the Brown Act; reviews and monitors legal requests for records; ensures that all public records are open to inspection at all times during office hours and that every person’s right to inspect any public record of the Town is upheld.

• Codifies and distributes revisions to the Municipal Code.
• Processes liability insurance claims submitted; prepares and maintains accurate forms, files, reports, and related documentation.

• Prepares and presents staff and agenda reports and other necessary correspondence related to assigned activities and services.
• Attends and participates in professional group meetings; stays abreast of new trends and innovations in city clerk functions; researches emerging products and enhancements and their applicability to Town needs.
• Monitors changes in regulations and technology that may affect operations; implements policy and procedural changes after approval.
• Establishes and maintains working and official division files.
• Performs a variety of administrative office support duties such as processing fundraising applications; receiving and distributing subpoenas; verifying and reviewing forms and reports for completeness and conformance with established regulations and procedures; scheduling and coordinating meetings, conferences, and trainings; maintaining websites; processing reimbursements; preparing and maintain employee lists and rosters; and ordering and maintaining office and other related supplies.
• Performs related duties as assigned.

Knowledge of

• Administrative principles and practices, including goal setting, program development, implementation, and evaluation, and budget development and administration.
• Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.
• Applicable federal, state, and local laws, rules, regulations, ordinances, and organizational policies and procedures relevant to assigned area of responsibility.
• Principles, practices, and procedures related to public agency record keeping, municipal elections, and the City Clerk function.
• Functions, authority, responsibilities, and limitations of an elected City Council.
• Automated and manual records management principles and practices, including legal requirements for recording, retention, and disclosure.
• Practices of researching issues, evaluating alternatives, making sound recommendations, and preparing effective staff reports.
• Techniques for effectively representing the Town in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.
• Methods and techniques of preparing reports and general business correspondence.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and Town staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

Ability to

• Plan, organize, oversee, and manage the operations of the City Clerk’s Office.
• Develop and implement goals, objectives, practices, policies, procedures, and work standards. 
• Prepare and administer large and complex budgets; allocate limited resources in a cost-effective manner.
• Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
• Coordinate municipal elections within legal guidelines.
• Oversee and coordinate maintenance of the official records of the Town.
• Prepare official minutes, resolutions, ordinances, and clear and concise reports, correspondence, policies, procedures, and other written materials.
• Independently conduct studies and research projects, evaluate alternatives, make sound recommendations, and prepare effective staff.
• Research, analyze, and evaluate new service delivery methods, procedures, and techniques.
• Effectively represent the department in meetings with governmental agencies, community groups, and various businesses, professional, and regulatory organizations, and in meetings with individuals.
• Establish and maintain a variety of filing, record keeping, and tracking systems.
• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Use tact, initiative, prudence, and independent judgment within general policy and procedural and legal guidelines.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Education and Experience:

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying.  A typical way to obtain the required qualifications would be:

Equivalent to graduation from an accredited college or university with coursework in business administration, public administration, records management, or a related field and five (5) years of increasingly responsible experience in a City Clerk’s office.

Licenses and Certifications:

• Possession of, or ability to obtain, and maintain a valid California Driver’s License.
• Possession of, or ability to obtain and maintain, Certified Municipal Clerk is highly desirable
• Possession of, or ability to obtain, certification as a Notary Public issued by the State of California is highly desirable.

PHYSICAL DEMANDS

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer and to operate a motor vehicle and to visit various Town and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone.  This is primarily a sedentary office classification although standing and walking between work areas may be required.  Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment.  Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information.  Employees must possess the ability to lift, carry, push, and pull materials and objects up to 15 pounds with the use of proper equipment.

ENVIRONMENTAL ELEMENTS

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. 

Applications are being accepted for the position of Communications Dispatcher – Lateral Transfer with the City of South San Francisco.

CONTINUOUS RECRUITMENT: As a continuous recruitment, please ensure timely and complete submission of employment application and supporting documents.

Please note: There is no opening at this time. This recruitment is to establish an eligible list for anticipated future vacancies. This job posting is for lateral-transfer applicants and NOT entry-level applicants.

THE CITY OFFERS AN ATTRACTIVE BENEFIT PACKAGE, AS WELL AS CALPERS RETIREMENT PLAN AND SOCIAL SECURITY PARTICIPATION.

The City of South San Francisco is a General Law city with a population of 68,000 residents that grows to 110,000 during business hours. South San Francisco is strategically located on the west shore of the San Francisco Bay, in northern San Mateo County, 10 miles south of San Francisco. This City is also located along the Bay Area's main transportation routes, included 101, 280, Caltrain, BART, San Francisco Bay Ferry, and the San Francisco International Airport.

The City of South San Francisco is a full-service city with 12 City Departments including Police; Fire; Parks and Recreation; Public Works; Economic and Community Development; City Attorney; Library; Finance; Information Technology; Human Resources; City Clerk; and Office of the City Manager.  The City has a Council-City Manager form of government with more than 460 full-time regular employees.

The City of South San Francisco proudly remains The Industrial City, a reflection of its steel mill and ship building past.  In recent years, the City has been redefined to reflect the innovative, entrepreneurial and industrious spirit, which has made South San Francisco the Biotech Capital of the World.

South San Francisco’s biotechnology cluster is the largest in the world, with roughly 45,000 life science workers, 200 biotech companies, and over 12 million square feet of office/R&D facilities – with an additional 9 million square feet of new R&D facilities in the development pipeline. 

South San Francisco enjoys a high quality of life with an extensive public parks system, active library and learning programming and a dynamic, engaged community making South San Francisco a great place to live, learn, work and play. 

THE DEPARTMENT:

The City of South San Francisco has 83 sworn and 35 civilian positions. The Department’s philosophy is one of participative management, with a high degree of emphasis on training and education. It employs team and community-oriented policing and problem-solving concepts and recognizes the importance of staying contemporary with technological advances. The Department acknowledges that the responsibility for public safety and the quality of life in our neighborhood is a responsibility share with the whole community. 

A new state-of-the-art Police Department building and 9-1-1 Communications Center is currently being built across road from the current police building.  Construction is progressing on-schedule, with no delays for COVID-19 concerns.  The building is slated to be completed in August 2021, with a move-in shortly thereafter.  The new Police Building includes a large training room for defensive tactics, a dedicated indoor firearms range, and progressive construction incorporating the latest in Police Station design concepts.  The 9-1-1 Communications center will have the latest communications and dispatching technologies to provide improved service and response to South San Francisco residents. 

SSFPD Recruitment Video

Please note: This is a DISPATCHER II LATERAL OPPORTUNITY for those EXPERIENCED in PUBLIC SAFETY DISPATCH (911). ONLY those with PUBLIC SAFETY DISPATCH experience need apply.

THIS IS A CONTINUOUS RECRUITMENT

Experience:

· One year of public safety dispatch experience comparable to that of a Dispatcher I in the City of San Mateo. 

· Experience within the last three years is highly desirable.

· Completion of the California POST Basic Police Dispatch Academy is highly desirable.

· Bi-lingual skills are highly desirable.

Training:

· Equivalent to completion of the twelfth grade 

The San Mateo Dispatch Center is a division of the Police Department and dispatches for 118 officers in two agencies.  The San Mateo Dispatch team is known throughout the County for its professionalism and desire to serve the public.  San Mateo dispatchers handle in excess of 50,000 calls for service each year, 300,000 telephone calls, 40,000 9-1-1 calls, while also handling over 2 million radio transmissions.

The Department has implemented an on-line reporting system and is continually evaluating other progressive alternative reporting forms to optimize technology.  The Dispatch Center provides contract dispatch services to the City of Brisbane and is currently seeking to expand that role as a regional dispatch services provider.  With a new police building, the City of San Mateo’s dispatch center is  the County’s newest state-of-the-art dispatch center.

The City of Menlo Park currently has an excellent opportunity for experienced Communications Dispatchers. Shift work including weekends and holidays is required.

Communications Dispatchers are responsible for receiving and dispatching emergency and non-emergency calls for the Police Department and City.  Responsibilities are centered on extensive contact with the public over the telephone, in both emergency and non-emergency situations to receive, transmit, and provide factual information and assistance.  All activities are performed within specified legal guidelines.  Incumbents are expected to work independently and exercise judgment and initiative.

A job description, including examples of typical job functions and qualifying knowledge, skills, and abilities, is available by clicking on the Job Description link.

The City of San Mateo is currently taking applications for the position of Dispatcher I. 

This is a continuous recruitment.  Applicants are added to the employment list as they meet the minimum qualifications. 

Experience:

Some telephone or dispatcher experience is highly desirable. 

Bi-lingual skills are highly desirable.

Training:

Equivalent to graduation from high school.

Currently Dispatcher’s hours are scheduled under the 4-10 work schedule.  Employees work ten hours per day, four days per week and shift work is required.  Work schedules will vary and overtime may be required.

The City of Burlingame is accepting applications for the position of  Per Diem Communications Dispatcher

This application is for Part-Time employment only.

Our diverse family of employees welcomes you to apply. We are a small city that gets a lot done, and each member of our team is vital to our success as an organization.

We recently asked our employees what they enjoyed most about working for the City of Burlingame, and their responses fell into five general categories:

• Colleagues
• Community
• Location
• The Work
• The Benefits

Browse the Burlingame Welcome Brochure for more information about why employees love  working here or view our City of Burlingame is a Great Place to Work Video: 

Welcome Brochure 

City of Burlingame is a Great Place to Work Video

For more detailed information regarding the minimum qualifications and essential functions of the position, please review the Communications Dispatcher job description.

The City of Menlo Park currently has an excellent opportunity for experienced Communications Dispatchers. Shift work including weekends and holidays is required.

Communications Dispatchers are responsible for receiving and dispatching emergency and non-emergency calls for the Police Department and City.  Responsibilities are centered on extensive contact with the public over the telephone, in both emergency and non-emergency situations to receive, transmit, and provide factual information and assistance.  All activities are performed within specified legal guidelines.  Incumbents are expected to work independently and exercise judgment and initiative.

A job description, including examples of typical job functions and qualifying knowledge, skills, and abilities, is available by clicking on the Job Description link.

The Town of Hillsborough is seeking highly motivated, positive, and people-oriented candidates for part-time per diem Communications Officer positions in the Police Department. Shift coverage is needed on daytime and overnight shifts. This position is only open to candidates with one or more year(s) of experience as a Public Safety Dispatcher in California in the previous five (5) years.

Per Diem Communications Officer

GENERAL PURPOSE

Under general supervision, receives and transmits routine and emergency telephone and radio traffic;

dispatches and coordinates police, fire, public works and other municipal staff and equipment via multi-frequency two-way radio; maintains and processes a variety of communications reports, records, and radio logs; and does related work as required.

CLASS CHARACTERISTICS

Communications Officer II

This classification has primary responsibility for staffing the Town’s public safety dispatch communication center. Under most circumstances, the training and experience for this position would occur by having prior experience working for another police department as a Communications Officer for a period of at least one year.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Communications Officer II typically performs, but is not limited to, the duties noted below on a regular basis:

• Receives and handles incoming telephone and voice radio calls for police, fire, ambulance, and public works

• Secures and records information as to exact locations and circumstances using radio or other equipment to dispatch appropriate units to the emergency scene.

• Maintains radio contact with local units on assignment and directs and coordinates with staff from other agencies on a mutual-aid basis, as needed.

• Operates a multi-channel two-way radio, telephones, teletype, office equipment and software systems.

• Performs numerous duties simultaneously.

• Prioritizes calls for service as well as other work-related tasks such as assisting with schedule, monitoring email account or assisting with social media.

• Maintains radio logs and records other information as required.

• Maintains resource files for computer aided dispatch system.

• Serves as trainer to newly hired dispatchers on as needed basis.

• Assist with providing state-mandated training on relevant matters to other department staff, as directed.

• Oversees and performs work related to the warrant process.

• Maintains dispatch center work area and equipment in clean and working condition

• Performs related duties and responsibilities as assigned.

QUALIFICATIONS

Knowledge of:

· Standard office methods and practices

Ability to:

• Think clearly and act quickly in emergency situations.
• Gather, analyze, and evaluate information, independently assessing and disseminating the information clearly to field units

• Understand and carry out oral and written directions.
• Establish and maintain cooperative relationships with those contacted in the course of the work.
• Speak in a clear and understandable voice, using good English and proper enunciation.
• Appropriately prioritize calls for service and related tasks.
• Communicate effectively in writing, orally, and with others to assimilate, understand, and convey information in a manner consistent with job functions.

• Represent the Town, the department, or the organizational unit effectively in contacts with representatives of other agencies, Town departments and the public.

• Take a proactive approach to customer service issues.
• Make process improvement changes to streamline procedures.
• Work in a safe manner, following Town safety practices and procedures.
• Maintain confidentiality regarding sensitive information.

Skill in:

• Learning the operation of radio equipment and related information systems.
• Operating the computer aided dispatch system effectively.
• Entering and retrieving data from a computer with sufficient speed and accuracy to perform the assigned work.

• Type at an acceptable level of speed and accuracy to perform the duties satisfactorily,
• Performing numerous tasks properly and simultaneously, with ease.

EDUCATION AND EXPERIENCE

Education:
Equivalent to graduation from high school

Graduation from or enrollment in a POST accredited Dispatch Academy.

Experience:
One or more year(s) of experience as a Public Safety Dispatcher in California in the past five years.

License or Certificate:

Must possess and maintain a valid California Class C driver’s license and have a satisfactory driving record.

SPECIAL REQUIREMENTS

Essential duties require the following physical skills and work environment:

Physical Skills: Able to use standard office equipment, including a computer; mobility to work in a typical office setting to use standard office equipment; sit, stand, walk, kneel, crouch, stoop, squat, twist, and maintain sustained posture in a seated position for prolonged periods of time; vision to read printed materials and a computer screen; hearing and speech to communicate in person, over the telephone, and radio; lift and carry 35 pound boxes, files, and materials.

Work Environment: Work in a standard dispatch center environment.

Ability to: Travel to different sites and locations; locations; drive safely to different sites and locations; maintain a safe driving record; handle public information emergency situations.

Department: Police

FLSA Status: Non-exempt

The Town of Hillsborough is looking for an experienced Dispatcher/Communications Officer

GENERAL PURPOSE

CLASS CHARACTERISTICS

Communications Officer II

ESSENTIAL DUTIES AND RESPONSIBILITIES

Communications Officer II typically performs, but is not limited to, the duties noted below on a regular basis:

• Receives and handles incoming telephone and voice radio calls for police, fire, ambulance, and public works

• Secures and records information as to exact locations and circumstances using radio or other equipment to dispatch appropriate units to the emergency scene.

• Maintains radio contact with local units on assignment and directs and coordinates with staff from other agencies on a mutual-aid basis, as needed.

• Operates a multi-channel two-way radio, telephones, teletype, office equipment and software systems.
• Performs numerous duties simultaneously.
• Prioritizes calls for service as well as other work-related tasks such as assisting with schedule, monitoring email account or assisting with social media.
• Maintains radio logs and records other information as required.
• Maintains resource files for computer aided dispatch system.
• Serves as trainer to newly hired dispatchers on as needed basis.
• Assist with providing state-mandated training on relevant matters to other department staff, as directed.
• Oversees and performs work related to the warrant process.
• Maintains dispatch center work area and equipment in clean and working condition
• Performs related duties and responsibilities as assigned.

QUALIFICATIONS

Knowledge of:

· Standard office methods and practices

Ability to:

• Think clearly and act quickly in emergency situations.
• Gather, analyze, and evaluate information, independently assessing and disseminating the information clearly to field units

• Understand and carry out oral and written directions.
• Establish and maintain cooperative relationships with those contacted in the course of the work.
• Speak in a clear and understandable voice, using good English and proper enunciation.
• Appropriately prioritize calls for service and related tasks.
• Communicate effectively in writing, orally, and with others to assimilate, understand, and convey information in a manner consistent with job functions.

• Represent the Town, the department, or the organizational unit effectively in contacts with representatives of other agencies, Town departments and the public.

• Take a proactive approach to customer service issues.
• Make process improvement changes to streamline procedures.
• Work in a safe manner, following Town safety practices and procedures.
• Maintain confidentiality regarding sensitive information.

Skill in:

• Learning the operation of radio equipment and related information systems.
• Operating the computer aided dispatch system effectively.
• Entering and retrieving data from a computer with sufficient speed and accuracy to perform the assigned work.

• Type at an acceptable level of speed and accuracy to perform the duties satisfactorily,
• Performing numerous tasks properly and simultaneously, with ease.

EDUCATION AND EXPERIENCE

Education:
Equivalent to graduation from high school

Graduation from or enrollment in a POST accredited Dispatch Academy.

Experience:
Successful completion of a dispatch training academy and successful completion of the in-house training program. Time worked in another agency's dispatch center may be used in lieu of attendance at a Dispatch Academy.

License or Certificate:

Must possess and maintain a valid California Class C driver’s license and have a satisfactory driving record.

SPECIAL REQUIREMENTS

Essential duties require the following physical skills and work environment:

Physical Skills: Able to use standard office equipment, including a computer; mobility to work in a typical office setting to use standard office equipment; sit, stand, walk, kneel, crouch, stoop, squat, twist, and maintain sustained posture in a seated position for prolonged periods of time; vision to read printed materials and a computer screen; hearing and speech to communicate in person, over the telephone, and radio; lift and carry 35 pound boxes, files, and materials.

Work Environment: Work in a standard dispatch center environment.

Ability to: Travel to different sites and locations; locations; drive safely to different sites and locations; maintain a safe driving record; handle public information emergency situations.

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