DESCRIPTION/RESPONSIBILITIES:
The Senior Analyst reports to the Assistant City Clerk and the City Clerk and conducts activities unique to the Office of the City Clerk. Under direction, performs professional analytic work of considerable difficulty in general administrative matters that may involve assignments in the areas of personnel analyses, budget, fiscal and organizational analyses including general staff analyses. The position requires a detail-oriented person able to work well under pressure, meeting frequent deadlines, handling multiple assignments in a fast-paced, customer-focused environment. Successful applicants must possess strong interpersonal skills with the ability to develop and maintain effective and collaborative working relationships; superior organizational, customer service, written and oral communication skills as they must interact effectively and respond to inquiries from the general public, elected officials, and City staff from throughout the organization. Rarely, evening work may be required.
Key Responsibilities:
* Confers with Assistant City Clerk/City Clerk on the more difficult management/administrative problems, supervises or leads in gathering facts and data for problem resolution; valuates, prepares reports and recommendations for improved departmental operations, services systems or organizational methods.
* Analyzes organizational structures, functions, procedures and practices; provides analyses and recommendations of various kinds and levels of services provided by department, authorized manpower and other budgeted resources.
* Consults with administrative, supervisory and line personnel of department in determining training and educational needs; establishes and monitors in-service training programs, conducts regular safety training programs for supervisory or line personnel
* 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.
Competencies
The ideal candidate will possess the following competencies, as demonstrated in past and current employment history. Desirable competencies for this position include:
* Job Expertise – a full range of knowledge, skills, and abilities of the typical procedures in a City Clerk's Office, including principles and practices of municipal government administration, municipal election law, the Brown Act, Open Government procedures, the Public Records Act, the Political Reform Act, and other legal and administrative procedures relating to municipal records management; demonstrate experience in preparing agendas and minutes, and the use of Granicus or similar systems
* Communication Skills – effectively conveys information and expresses thoughts and facts clearly, orally and in writing; demonstrates effective use of listening skills; displays openness to other people’s ideas and thoughts; open and approachable manner with elected and appointed officials, the media, the public and staff at all levels.
* Customer Service – demonstrates the ability to anticipate customer’s needs and deliver services effectively and efficiently using professional demeanor.
* Leadership – leads by example; demonstrates high ethical standards; remains visible and approachable and interacts with others on a regular basis; promotes a cooperative work environment, allowing others to learn from mistakes; provides motivational supports and direction.
* Meeting Ethical Standards – when confronted with ethical dilemmas, acts in a way that reflects relevant law, policy and procedures, agency values, and personal values; unbiased and have a strong sense of ethics, both personally and professionally.
* Problem Solving – approaches a situation or problem by defining the problem or issue; determines the significance of problem; collects information; uses logic and intuition to arrive at decisions or solutions to problems that achieve the desired outcome.
* Teamwork & Interpersonal Skills – develops effective relationships with co-workers and supervisors by helping others accomplish tasks and using collaboration and conflict resolution skills; views themselves as part of the team in providing timely and quality services to the Mayor and City Council, City departments, and the general public.
Selection Process
The selection process will consist of an evaluation of the applicant's training and experience based on the application and responses to the Job Specific Questions. Only the candidates whose backgrounds best match the position will be invited to proceed in the selection process. Additional phases of the selection process will consist of one or more interviews, one of which may include a practical/writing exercise.
You will be prompted to answer the following job-specific questions during the online application process. Please note that there is a 4,000-character limit, including spaces, for each text response.
1. Have you completed a Baccalaureate Degree, or its equivalent, from an accredited college or university in business or public administration or a closely related field?
2. Do you have at least four (4) years of increasingly responsible experience in general management/administrative, analytic work in the area of budget, fiscal, and/or organizational methods analyses including general staff analytical work? If so, please describe your experience, including where you obtained your experience and the duration in which you performed these duties.
3. Do you have experience with records and document management? If so, please describe, including any experience analyzing, categorizing and condensing information in the preparation of documents, records, and Public Records Act responses. Please include specifics about any paper filing systems and/or electronic content/document management (ECMS/EDMS) systems used (LaserFiche, FileNet, Questys, Sire, Legistar, etc.). If No, please describe your transferable experience, knowledge, skills or abilities that would enable you to fulfill these duties.
4. Do you have experience providing staff support (preparing agendas, minutes, reports, etc.) to a legislative body (City Council or governing board), committee, board, or commission? If so, please describe and include specific information regarding the number of board members, meeting frequency, agenda management and/or streaming media systems used, and any process improvements and/or technology applications you implemented. If No, please describe your transferable experience, knowledge, skills or abilities that would enable you to fulfill these duties.
5. Do you have experience leading large, complex projects? If so, please describe one of these projects. Who did you coordinate with and lead in this project? What were the specific goals and outcomes?
6.Do you have experience in working effectively in a team environment, including working with employees at all levels of the organization? If so, please describe a specific example of a successful team experience, your role and responsibilities, and the techniques you used to develop and maintain excellent working relationships, which resulted in the timely and effective delivery of a product, service, or completion of a project. If No, please describe your transferable experience, knowledge, skills or abilities that would enable you to fulfill these duties.
You must answer all job-specific questions in order to be considered for this vacancy or your application will be deemed incomplete and withheld from further consideration.
If you have questions about the duties of these positions, the selection or hiring processes, please contact charu.thiyagarajan@sanjoseca.gov.
