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POSITION SUMMARY:
Under general direction by the City Manager, this position facilitates the legislative processes of the City, including facilitating of City Council meetings and activities, organizing of the City’s legislative position, performing mandated functions required by State law, and other assignments as directed. Successful performance of this class requires special technical knowledge in such areas as the State Public Records Act, the Brown Act, municipal elections, conflict of interest laws and campaign disclosure reporting requirements, as well as strong office management and communication skills.

GENERAL ACCOUNTABILITIES:

1. Drafts and finalizes City Council meeting agenda, minutes, resolutions and ordinances for City Council meetings.
2. Coordinates assembly and distribution of agenda packets to City Council, the City Manager, City departments and interested member of the public.
3. Arranges and publishes notices of meetings of legislative bodies and maintains record of all Council proceedings.
4. Maintains indexing of all legislative activities by the City Council.
5. Keeps record of all written contracts, deeds, bonds, and annexation material.
6. Conducts annexation proceedings.
7. Provides support to Mayor and Councilmembers in acknowledging communications and preparing proclamations.
8. Maintains and updates the Los Altos Municipal Code.
9. Conducts City elections, answering related questions and assisting the public.
10. Administers requirements of Campaign and Financial Disclosure Act.
11. Develops and administers City Council budget.
12. Manages the recruitment process and filling of vacancies on Commissions and Citizen Committees.
13. Prepares and maintains the Board and Commission Handbook.
14. Administers Oaths of Office and certifies copies of official records.
15. Administers the City-wide Records Retention Policy and Schedule.
16. Serves as official custodian of City records.
17. Processes and responds to PRA requests.
18. Attend Executive and Management Team meetings.

MINIMUM QUALIFICATIONS:

KNOWLEDGE OF:
Record keeping and records management, particularly as it relates to municipalities; city government and structure; federal and state mandated laws and procedures including election laws and procedures involved in preparing for and conducting municipal elections, Brown Act, Political Reform Act and Public Records Act; modern office practices, procedures and equipment. 

SKILL AND ABILITY TO:
Office management and record keeping; supervisory management; working within a political structure, administering a departmental budget; interpreting the Municipal Code working with the Council, Commissions, staff, and public; excellent written and verbal skills; operate standard office equipment; manage multiple projects and perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines and attend night meetings.

EXPERIENCE AND EDUCATION:
Any combination of experience and education that would likely provide the required knowledge, skills and abilities is qualifying. A typical way to qualify is:

EXPERIENCE:
• At least five years of increasingly responsible public sector administrative experience, including experience with elected and appointed officials, citizen committees, and governing bodies.

EDUCATION: 
• Bachelor’s Degree from an accredited college or university with major course work in public administration, business administration, or a related field.

LICENSES OR CERTIFICATES:
• Certification by the International Institute of Municipal Clerks as a Certified Municipal Clerk (CMC) or as a Master Municipal Clerk (MMC) is highly desirable.
• Certification as a Notary Public is desirable with ability to obtain within six months of employment.

IDEAL CANDIDATE POSSESSES THE FOLLOWING CHARACTERISTICS:
Is highly professional, patient, respectful, and ethical; possesses excellent problem-solving skills and a can-do attitude. Communicates effectively and proactively both verbally and in writing. Enjoys working in a small-town atmosphere with an engaged public, including merchants, property owners and residents.

COMPENSATION & BENEFITS
The salary range for this position ranges from $108,484 up to $131,863 annually. Placement within the range will be DOE. 

This position is at will and the full terms and conditions of this position will be subject to an employment contract. 

The benefits package offered by the City includes:

• Retirement: CalPERS retirement plan for Classic members is 2% @ 60 with employee paying a contribution of 7%. PEPRA employees participate on a 2.0% @ 62 plan, with employee paying 6.25% of the retirement contribution. Benefits based on highest three years of compensation. The City does not participate in Social Security.
• Health Plans: Choice of HMO or PPO plans through CalPERS Health with most family plans covered at 100%. Employees who waive coverage may receive stipend of $350 per month.
• Dental/Vision: City also offers a dental and vision reimbursement plan
• Vacation Leave: Management new hires may combine previous years of experience from other public agencies to receive increased accrual rate
• Flexible Spending Plan: Dependent care and health care reimbursement plan available
• Deferred Compensation: Voluntary participation in either Nationwide or ICMA-RC
• Holidays: 10 annual holidays, plus one floating holiday
• Sick Leave: Allowance of 12 days annually
• Management Leave: Allowance of 40 hours each fiscal year
• Cell Phone Allowance: $35 per month
• The City follows a Defined 9/80 schedule with offices closed every other Friday.

EQUAL OPPORTUNITY EMPLOYER
Prior to hire, candidates will be required to successfully complete a pre-employment process, including employment verification and a complete background investigation. A conviction history will not necessarily disqualify an applicant from appointment; however, failure to disclose a conviction will result in disqualification or termination. Candidates with a disability who may require special assistance in any phase of the application or testing process should advise the Human Resources Division upon submittal of application. Documentation of the need for accommodation must accompany the request. The City of Los Altos is an Equal Opportunity Employer (EOE).

APPLICATION PROCEDURE
A completed City application, cover letter and resume must be received no later than Thursday, April 11, 2019.

SELECTION PROCESS
The applicants most closely matching the City’s desired qualifications and organizational needs will be invited to participate in the interview process.

PHYSICAL AND MENTAL DEMANDS
PHYSICAL DEMANDS
While performing the duties of this class, an employee is frequently required to walk and stand. An employee is regularly required to sit; talk or hear, both in person, in public meetings and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment and computers; reach with hands and arms; kneel or crouch; and lift up to 30 pounds. Specific vision abilities required by this class include close vision and the ability to adjust focus. 

MENTAL DEMANDS
While performing the duties of this class, an employee is regularly required to use written and oral communication skills; read and interpret information and documents; analyze and solve problems; perform highly detailed work on multiple, concurrent tasks; work under intensive deadlines and with constant interruptions; and interact with City staff, elected officials, other public and private organizations, the media and the public.

WORK ENVIRONMENT
An employee is this class works under typical office conditions, and the noise level is usually quiet. While performing the duties of this class, an employee is regularly required to use written and oral communication skills; read and interpret information and documents; analyze and solve problems; perform highly detailed work on multiple, concurrent tasks; work under intensive deadlines with constant interruptions; and interact with City staff, elected officials, other public and private organizations, the media and the public.

LIMITATIONS AND DISCLAIMER
The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position.

All job requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.

DESCRIPTION/RESPONSIBILITIES:

Working with the City Clerk, the Assistant City Clerk has a wide-range of duties and responsibilities involving the day-to-day delivery of support services for Mayor and City Council, Department operations, and active engagement with members of the public and the City organization.  Duties include:

- Overseeing human resources administration for Office of the City Clerk and the Mayor and Council offices including recruitment, selection, timekeeping, supervision, performance development, employee recognition, employee relations, and safety and training for an efficient and effective workforce;

- Overseeing budget and fiscal administrative services for the Office of the City Clerk, Mayor, and City Council, three Boards and Commissions and several Citywide appropriations;  Responsibilities include budget preparation, expense tracking, revenue and cash collections, accounts payable, purchasing and procurement and contract administration for appropriations totaling over $23 million dollars;

- Managing Arena Community Fund and other grant programs for the Mayor and City Council;

- Public Records management;

- Managing compliance with various ethics regulations and public disclosure requirements;

- Conducting municipal elections; conducting employee elections for the nomination of Council-appointed representatives to the Civil Service Commission and Retirement Boards; conducting elections among retirees for the nomination of Retirement Board representatives;

- Ability to represent the Office of the City Clerk in developing and maintaining effective working relationships with Mayor and City Council offices, City departments, and the public regarding the City's legislative and administrative processes to accomplish a variety of tasks including meetings, special events and projects;

- Effective written and oral communications skills;

- Ability to manage multiple projects and tasks simultaneously, often under tight deadlines;

- Knowledge of the City's operating policies, procedures and processes to provide exceptional administrative support and customer service to all internal and external customers.

The City of Sunnyvale’s Office of the City Manager – City Clerk Division is seeking a highly energetic and organized individual to serve as the Deputy City Clerk.  Become part of a hardworking and dynamic team of quality and high performing employees.

The City Clerk Division maintains an automated agenda management system, manages Boards and Commissions throughout the City and serves as a resource to represented departments.  In addition, the Clerk’s office is responsible for records management, notary services, FFPC/conflict of interest and elections.

The Deputy City Clerk provides administrative support to the City Clerk, including system administration of electronic systems, preparation of City Council minutes, and attendance at City Council meetings as needed.  The position supports the records management program and provides training and support to Boards and Commissions program staff and members.

The City of Sunnyvale provides an excellent benefits package. A complete application consists of a City application and responses to the supplemental questionnaire.  The final filing date is April 1, 2019 at 5:00 pm. or upon receipt of 100 complete and qualified applications. For complete information regarding this current opportunity, please visit: https://Sunnyvale.ca.gov and click on JOBS.

Pay Rate:  $36.40 - $46.45 Hourly

PUBLIC ADMINISTRATION/HR INTERN

TEMPORARY, PART-TIME, NON-BENEFITED

Hours: Up to 30 hours per week June- September

Salary: $12.00- $15.00 per hour

Application Deadline: Friday, March 29, 2019 at 5:00 p.m.

The City of Campbell has an internship opportunity for an upper class college student, recent college graduate or graduate school student. The intern will have the opportunity to gain insight into local government through placement in the City Manager’s Office which includes the divisions of the City Clerk’s Office and Human Resources. This internship offers valuable, real-world job experience and enables the intern to be exposed to a wide variety of programs and services while enhancing writing, presentation, research and analysis, and critical thinking skills.

TYPICAL DUTIES/PROJECTS

Assist with programs and projects, including, but not limited to, city budgeting, citywide policy development, interdepartmental coordination, intergovernmental relations, city information and outreach, customer service, telecommunications, and a variety of special projects.

Assist with preparing informational materials (including graphics and photography), press releases, proclamations, resolutions, correspondence and presentations.

Conduct surveys and compile data; perform research and statistical analysis and prepare related reports, manuals and policies.

Prepare correspondence and data-gathering from various cities.

Perform a variety of analysis for reports which may include the use of surveys.

Assist with records management which includes utilizing document imaging system, file maintenance, and record distribution.

Other duties may include assisting with Freedom of Information Act compliance which includes logging requests, coordinating and compiling responsive documents, and assisting in the final review process.

File confidential HR paperwork

Update the organizational chart

Create New Hire folders

Assist with recruitments  

Make copies as needed

DESIRED KNOWLEDGE, SKILLS AND ABILITIES

Interest in working in local government.

Knowledge of modern principles of organization, administration and management.

Highly proficient in the use of Microsoft Word, Excel and PowerPoint.

Ability to research, compile, analyze and interpret data.

Ability to express oneself clearly and concisely, both orally and in writing.

Ability to establish and maintain effective working relation with others and work in a team-oriented environment.

Ability to interface and work in a diverse working environment.

 TRAINING AND EXPERIENCE

Upper class college students, recent college graduates, or graduate school students, with majors in public administration, political science, business administration, human resources or other closely related fields are encouraged to apply.

 How to apply:   City employment applications may be obtained from the City of Campbell Human Resources Division, 70 N. First Street, Campbell, CA 95008; by visiting the City’s website at www.cityofcampbell.com or on www.calopps.org.  Applications must be received by Friday, March 29, 2019 at 5:00 p.m.

Prior to hire, candidates will be required to successfully complete a pre-employment process, including employment verification and a Department of Justice (DOJ) fingerprint check. A conviction history will not necessarily disqualify an applicant from appointment; however, failure to disclose a conviction will result in disqualification or termination.

 Candidates with a disability who may require special assistance in any phase of the application or testing process should advise the Human Resources Division upon submittal of application. Documentation of the need for accommodation must accompany the request. The City of Campbell is an Equal Opportunity Employer (EOE).

For more information and to apply, please visit:

https://www.governmentjobs.com/careers/Cupertino

CITY ADMINISTRATION COLLEGE INTERN

Administration Department

APPLICATION CLOSING DATE:

Monday April 1, 2019 at 5:00 p.m.

The City of Gilroy is recruiting two (2) college interns to work in the City Administrator’s Office in the Administration Department. The interns will participate and work with the Administration staff on a variety of tasks with opportunities to participate on special projects to provide support in areas of environmental sustainability, legislative affairs, community engagement, marketing, real estate, city planning, and economic development.

Salary:

This is an educational and work experience unpaid volunteer opportunity.

Duration:

Beginning as early as May 1, 2019 and ending as late as September 30, 2019.

This unpaid volunteer internship is part-time. Volunteers are expected to commit to approximately 25 hours per week.

The official start and end date of the internship will be determined at the time of hire. Volunteer hours would fall between 8:00 a.m. to 5:00 p.m. from Monday to Friday.

Education and Requirements:

1. Applicants who are majoring in Business, Journalism, Communications, Political Science, Public Administration, or a related area of study may apply for this internship and should be one of the following:

• A current college student in a Bachelor’s program.
• A college graduate who obtained a Bachelor’s degree within the last year.
   

2. Pass a background check, including a Department of Justice criminal record check for employment.

PLANNING DIVISION COLLEGE INTERN

COMMUNITY DEVELOPMENT DEPARTMENT

APPLICATION CLOSING DATE:

Monday April 1, 2019 at 5:00 p.m.

The City of Gilroy is recruiting (2) two college interns to work in the Planning Division of the Community Development Department. The intern will participate and work with the Planning Division staff on a variety of tasks.

Salary:

$17.21 - $19.12 per hour (for students in a Master Program)

$12.75 - $16.57 per hour (for students in a Bachelor Program)

Duration:

Beginning as early as May 1, 2019 and ending as late as September 30, 2019 when school is not in session. There is potential for the internship to continue past September.

During summer and when school is not in session for up to 11 weeks, this positon can be full-time (up to 40 hours per week) or part-time (up to 25 hours per week).  If the position is extended past 11 weeks, or once school is in session, the position is part-time only.

The official start and end date of the internship will be determined at the time of hire. Work hours are generally Monday – Friday between   8:00 a.m. to 5:00 p.m. Interns may be assigned to attend some evening, weekend and off-site meetings or events.

RECORDS MANAGEMENT & ARCHIVES COLLEGE INTERNS

CITY CLERK’S OFFICE / ADMINISTRATION DEPARTMENT

APPLICATION CLOSING DATE:

April 1, 2019 at 5:00 p.m.

The City of Gilroy is recruiting for two college interns to work in the City Clerk’s Office in the Administration Department. The interns will participate and work with the City Clerk’s office staff performing statutory research and collecting information for the City’s records retention policy, will conduct records inventory, identify digital archiving solutions, and research gamification for the transcription of historical documents to assist in developing the City Historian webpage.

Salary:

This is an unpaid educational and work experience volunteer opportunity.

Duration:

Beginning as early as May 1, 2019 and ending as late as September 30, 2019

This unpaid volunteer internship is part-time. Volunteers are expected to commit to approximately 15 to 25 hours per week. 

The official start and end date of the internship will be determined at the time of hire. Volunteer hours would fall between 8:00 a.m. to 5:00 p.m. from Monday to Friday.

Intern Learning Objectives:
 

• Familiarity with legal requirements and principles involved in records management and the role of the record-keeper in institutional compliance and risk management.
• Develop expertise in the basic concepts and principles used to identify, evaluate select, organize, maintain and provide access to records of current and future value.
• Understanding of the system of standards and structures endorsed and utilized by record keeping professionals, particularly focused to governmental agencies.
• Application of fundamental management theories and principles to the administration of records and recordkeeping.

Education and Requirements:

1. Applicants who are majoring in Library & Information Science, Archives & Records Administration, or a related area of study may apply for this internship and should be one of the following:

• A current college student in a Bachelor’s or Master’s program.
• A current college student entering a graduate program.
• A college graduate who obtained a Bachelor’s degree within the last year.

2. Pass a background check, including a Department of Justice criminal record check for employment.

The City of Sunnyvale is seeking a Permit Center Manager to oversee Permit Center operations. The ideal candidate will possess technical expertise in the building codes, have strong organizational and administrative skills, be solutions oriented, will provide direct lead to four full-time staff members and develop collaborative relationships with staff throughout the City. Consistent with the focus on service is the timely processing of permits and development plans and scheduling of inspections made more challenging by a strong economic environment with unprecedented levels of development activity.  
 
Key work items for the next two years include: 1) the implementation of a permit tracking system that integrates building, planning, fire prevention, engineering, housing and code enforcement activities; 2) enhancement of the City's green building program; 3) managing a permit center counter, maintain staffing and training during the sixth straight year of record breaking development activity including a wide variety of development and reinvestment projects throughout the community; and 4) participating in citywide initiatives and projects with bold sustainable innovation.

The City of Sunnyvale provides an excellent benefits package. A complete application consists of a City application and responses to the supplemental questionnaire due by 5pm on Monday, March 25, 2019.  The position is open continuous and can close at any time. For complete information regarding this current opportunity, please visit: Sunnyvale.ca.gov and click jobs.

Salary: $118,875.00 - $139,852.00 Annually

To view the full announcement for this exciting opportunity, please visit the City of San José’s employment page by clicking on the link below.

Then click on the “Management Recruitments” link. 

City of San José Employment Page