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Date Posted:            November 18, 2019

Classification:          DIRECTOR, MAINTENANCE, OPERATIONS, AND TRANSPORTATION SERVICES
                                  Open recruitment

Work Schedule:       8 hours per day (8:00AM – 5:00PM);
                                   5 days per week (Monday – Friday);
                                 12 months per year

Salary Range:            Step A            Step B            Step C            Step D            Step E
(monthly)                starting             6 mos          18 mos           30 mos          42 mos
                                 $10,588          $11,197         $11,842         $12,523          $13,242

Benefits:  Total Compensation Package:  Placement on salary schedule.  If a medical plan is selected, the employee will receive a contribution of $1075.00/month toward the selected medical plan (through CalPERS), Delta Dental, and Life Insurance.  The employee pays the balance of their health premiums from their gross earnings on a pre-tax basis.  If a medical plan is not selected, employees will receive a contribution of $300.00/month toward single coverage for Delta Dental, and Life Insurance.  A vision plan (VSP) is also available.  Employees pay the worker contribution to the Public Employees Retirement System (PERS).

Current Vacancy:     Business Services Division; Facilities Services Department;
                                   101 Twin Dolphin Drive; Redwood City, CA  94065-1064

Application Deadline:          Friday, December 20, 2019     (application, résumé, and supplemental application must be received online, or in the Personnel Office by 5:00PM)

Job Summary:  Under the direction of the Deputy Superintendent, Business Services or designee, plan, organize, control, and direct the Maintenance, Operations, and Transportation Services of the County Office including the planning, development, design, installation, operation, analysis, maintenance, and repair of facilities; direct County Office transportation operations, routing, scheduling, and activities to assure safe and timely transportation of special education and other designated students to and from school, home and various community locations, and coordinate communications, contractor services and personnel to meet student transportation needs.  Supervise and evaluate the performance of assigned personnel.

Essential Job Functions:              

• Plan, organize, control, and direct the Maintenance, Operations, and Transportation Services of the County Office
• Manage custodial/maintenance workers at assigned sites; manage reprographics services, pony mail, courier and delivery services, conference facilities, and County Office vehicles
• Plan, organize, and direct County Office transportation operations, scheduling, routing, and activities to assure safe and timely transportation of special education and other designated students to and from school, home and various community locations; monitor, evaluate, and adjust transportation activities in response to student, County Office, and school district needs
• Direct and participate in the development and adjustment of routes and schedules to enhance timeliness and efficiency of transportation activities; oversee the review, verification, and adjustment of schedules in response to school district calendars, address changes, student transfers, school schedule changes, new students, and service requests; assure safety of pick-up and drop-off locations
• Establish school classroom bell-time schedules for regular and extended school year sessions
• Direct and participate in the review, processing, and preparation of route consolidations; utilize a computerized bus routing and scheduling system; initiate queries, manipulate data, and generate computerized routes, consolidations, and schedules
• Plan, organize, direct, and assure proper completion of required daily safety inspections of buses; assure transportation activities comply with applicable laws, codes, rules, regulations, and requirements of the California State Department of Education and the California Highway Patrol
• Participate in the development and preparation of the annual preliminary transportation budget; review and evaluate budgetary and financial data; control and authorize expenditures in accordance with established limitations
• Serve as a technical resource concerning County Office transportation functions; respond to inquiries and provide detailed and technical information concerning related routes, schedules, vehicles, laws, rules, regulations, requirements, policies, and procedures
• Identify facility use requirements; determine space requirements for personnel, equipment, furniture and storage, and calculate available square footage; draw design layouts for school site moves and central office space reorganizations
• Coordinate school site and office relocations
• Participate in the design and planning of Office of Education and school construction and remodeling projects; coordinate projects involving electrical work, plumbing, carpentry, HVAC, and painting; monitor progress of projects and ensure work is competed according to contractor agreements; follow up on deficiencies and sign off on approved additions to work orders
• Establish deferred maintenance priorities, projects, and timelines; prepare bid specifications and cost estimates; secure vendors and service providers
• Conduct safety inspections of buildings and grounds to identify fire, safety, security, and sanitary hazards; coordinate response to emergency custodial and maintenance repair needs; serve on safety committees, and assist in developing and implementing emergency preparedness plans; coordinate Fire Marshal inspections and fire drills; implement corrective actions in response to fire code violations as necessary; maintain alarm and building security systems including access control, incidence response, and computerized reports; ensure facilities meet health and safety requirements
• Serve as Americans with Disabilities Act (ADA) coordinator for facilities; serve as emergency preparedness and response coordinator, life safety officer, and liaison for school districts in areas related to emergency services
• Coordinate response to emergency transportation situations and vehicle problems and malfunctions; review maintenance records to assure proper inspections and maintenance
• Compile information and oversee and participate in the preparation and maintenance of various records and reports related to students, personnel, contracts, mileage, billings, financial activity, and assigned duties; assure mandated reports are completed in accordance with established time lines
• Direct the procurement of products and materials including maintenance equipment, vehicles, transportation supplies, and equipment and capital building projects; prepare bid specifications, conduct bid review and compliance; communicate with various outside vendors, contractors and suppliers to discuss management of bid and contract requirements and provisions, facility construction, and renovation projects, and procurement of services
• Supervise and evaluate the performance of assigned staff; interview and select employees and recommend transfers, reassignment, termination, and disciplinary actions; schedule, assign, and review staff work for compliance with established requirements and procedures; monitor contractor activities to assure compliance with established standards and contract specifications
• Maintain current knowledge of trends, practices, and local, State and Federal programs, laws, codes, regulations, and pending legislature related to assigned activities; direct the modification of functions, policies, and procedures to meet local, State, and Federal requirements as appropriate; provide leadership and direction in developing new and innovative services
• Attend and participate in various meetings, including association, council, and staff meetings as needed
• Operate a variety of office equipment including a computer and assigned software; drive a vehicle to conduct work

Qualifications:  Any combination of education and experience providing the job knowledge, skills, and ability for successful job performance will be considered for positions in this classification.  Typical qualifications would be equivalent to:

EDUCATION:   Bachelor’s degree in Business Administration, Public Administration, or related field

EXPERIENCE:   Five (5) years of business services and facilities management experience in an educational or governmental setting including two (2) years in a supervisory capacity

LICENSE(S):   1)  Possession of/or ability to attain a Valid Transportation Supervisor certification issued by the Department of Transportation

                       2)  Possession of/or ability to attain a valid California Driver’s License

Specialized Skills and Knowledge:     

• Knowledge of administrative procedures required to maintain a large facilities infrastructure
• Ability to plan, organize and direct the facilities maintenance, operations, transportation services and building projects of the County Office
• Ability to coordinate communications, contractor services, and personnel to meet maintenance, operations, and transportation needs
• Knowledge of management of student transportation operations, routing, scheduling, and activities
• Knowledge of standards, requirements, procedures, and techniques involved in assuring safe and timely transportation of special education and other designated students
• Knowledge of problems and concerns of students with special needs
• Knowledge of facility operations functions including building use and event planning, mail and print shop services, equipment and supply procurement, and facility maintenance
• Knowledge of OSHA building safety statutes and regulations
• Knowledge of applicable laws, codes, regulations, policies, and procedures and local building and safety codes and ordinances
• Knowledge of hazardous materials (HazMat) requirements
• Knowledge of Field Act construction requirements
• Knowledge of green building construction and layout of standards including energy management and recycling
• Ability to interpret, apply, explain, and assure compliance with laws, codes, regulations, policies, and procedures
• Knowledge of methods practices, and procedures involved in writing bid specifications, retaining vendor and contractor services, and contract administration
• Ability to create project plans and proposals, analyze vendor and contractor bids, select service providers, and see projects through to completion; ability to inspect projects completed by contractors and assess accuracy, completeness, and compliance with agreed on performance standards
• Knowledge of budget preparation and control
• Ability to estimate resources required to complete construction, repair, and maintenance projects
• Knowledge of principles and practices of administration supervision, and training
• Ability to manage staff and build high morale and commitment to attaining established goals and objectives
• Knowledge of principles and practices of long-range and strategic planning in an educational setting
• Knowledge of County Office organization, operations, policies, and objectives
• Knowledge of policies and objectives of assigned programs and activities
• Ability to work independently with little direction
• Ability to plan and organize work; ability to meet schedules and time lines
• Ability to analyze situations accurately and adopt an effective course of action
• Knowledge of oral and written communication skills
• Ability to communicate effectively both orally and in writing
• Knowledge of interpersonal skills using tact, patience, and courtesy
• Ability to establish and maintain cooperative and effective working relationships with others
• Knowledge of operation of a computer and assigned software
• Ability to operate a computer and assigned office equipment
• Knowledge of record-keeping and report preparation techniques
• Ability to direct the maintenance of a variety of reports, records, and files related to assigned activities

Physical Requirements:  Applicants must possess the physical abilities outlined below with or without accommodation.  San Mateo County Office of Education will consider reasonable accommodation requests.

• Hearing sufficient to understand verbal communications over the phone and in person
• Speech sufficient to exchange information
• Hand dexterity sufficient to operate a computer keyboard
• Sight sufficient to read manuals and building blueprints
• Mobility sufficient to move through crawl spaces and climb ladders inspect work projects
• Ambulatory ability sufficient to traverse buildings and grounds
• Stamina sufficient to sit or stand for long periods of time

Examination Process:  The examination process for this classification will consist of:

1. A scored rating by a screening panel of application materials, including supplemental questionnaire and résumé, for education, training, experience, completeness, and accuracy
2. An oral board examination (anticipated date- January 23, 2020)

Only the highest qualified candidates will be invited to attend the examinations.

Applicants will be notified of screening and examination results by e-mail or letter.

Personnel Commission

101 Twin Dolphin Drive 

Redwood City, CA  94065

650-802-5300

classifiedjobs@smcoe.org

http://www.smcoe.org/employees-and-employment/personnel-commission

Proof of citizenship or legal status will be required upon offer of employment.

San Mateo County Office of Education provides equal employment opportunity to all qualified persons.  The recruitment, testing, and hiring of all personnel will be without regard to race, ancestry, national origin, age, color, creed, religion, sex, gender identity or expression, sexual orientation, marriage status, medical condition, physical or mental disability, genetic characteristics, or veteran status.

The City of San Dimas is located midway (about  25 miles) between Los Angeles and San Bernardino at the base of the San  Gabriel Mountains.  Superior access to the 10, 57 and 210 freeways offers a centralized location from which to enjoy Southern California’s many excellent cultural, recreational and shopping activities.  San Dimas is a blend of community amenities, wonderful parks and open space including Bonelli Regional Park,  Raging Waters and a network of neighborhood parks and trails, an abundance of community events and activities and attractive development and retail centers. San  Dimas has a rich history and the City takes pride in preserving and showcasing that history.  One of its greatest assets is its small-town feel, with approximately 33,000 residents, while still providing an abundance of employment and retail opportunities for its residents and the surrounding communities. 

San Dimas was incorporated in 1960 with a Council-Manager form of government.  Its citizens receive a full range of services through the combined efforts of the City’s four primary departments (City Manager/Administrative Services, Parks & Recreation, Public Works and Community Development) and the contract services of Los Angeles County and other agencies and contractors.  The City is supported by 68 full-time and in peak season approximately 100, part-time employees. 

A City of San Dimas application must be submitted and may be completed online by visiting the City website at www.sandimasca.gov.  Questions may be directed to Human Resources at (909) 394-6211 or kfrey@sandimasca.gov.  Applications must be received no later than Friday December 13, at 4:30 p.m.  A resume may be attached to the application, but does not substitute for a completed City application.

Plans, directs and manages the staff and operations of the Facilities Maintenance Division. Develops, implements, administers and monitors systems, programs, policies and procedures for the Division. Oversees, organizes and manages the maintenance and repair of recreational facilities and city buildings for the Facilities Division. Develops policy recommendations, communication and maintenance plans, funding mechanisms and approaches to service delivery. Manages staffing and budget for the division, coordinates assigned activities with other divisions, outside agencies and the general public; provides highly responsible and complex staff assistance to the Director of Parks and Recreation; and performs other related duties as required.

The duties listed below are intended only as illustrations of the various types of work that may be performed.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this position.

1. Manages, assesses and oversees the maintenance of City buildings and facilities through the use of a systematic maintenance management plan. Prepares, administers, and monitors the Facilities division budgets; forecasts additional funds needed for staffing, equipment, materials, and supplies.
    
2. Ensures that assigned facilities are in compliance with Federal, State and Local government, health, safety and occupational standards.
    
3. Develops and recommends policies, procedures, and fees and schedules for services and facilities.
    
4. Ensures continuous improvement and innovation of facility maintenance and programs by examining best practices, soliciting feedback from staff, collecting data from customers and the community, and reviewing market trends.
    
5. Prepares, monitors and analyzes the effectiveness of the Facility Maintenance Division’s budget, expenditures and performance metrics. Develops funding request for capital improvement projects as needed to ensure proper facility needs.
    
6. Attends public meetings and prepares and/or edits a variety of reports for submission to the City Council, Parks and Recreation, and Senior Commission.
    
7. Assists in the development of Department goals, objectives and performance metrics.
    
8. Keeps abreast of current technology, trends and changes to regulations in the field of maintenance management.
    
9. Selects, trains, evaluates, and supervises subordinate personnel. Implements staff development and effective customer service.
    
10. Coordinates use of facilities with other Parks and Recreation Department sections, City Departments and outside organizations.
     
11. Maintains records and prepares and presents oral and written reports concerning facilities activities.
     
12. Manages contract maintenance agreements and ensures compliance with work standards and specifications.
     
13. Represents the Facilities Division on boards, committees and commissions; meet with commissions, community organizations, outside agencies and the public to discuss Facilities program agendas and community needs.
     
14. Responds to emergency situations as required.

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

While performing the duties of this job, the employee is regularly required to stand sit, walk; talk or hear, both in person and by telephone; use hands to finger, handle, feel or operate standard office equipment; and reach with hands and arms.  The employee frequently walks and stands and occasionally lifts and carries records and documents that weigh 20 pounds or less.

Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus.

Mental Demands

While performing the duties of this class, the incumbent is regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve complex problems; use math and mathematical reasoning; perform highly detailed work under changing, intensive deadlines, on multiple concurrent tasks; work with constant interruptions; and interact with officials and the public.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this class.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee works in both field and office settings where the noise levels are quiet to moderately loud, although normally under 85 decibels.

Work in both indoor and outdoor recreation facilities; sustained posture in a seated position for prolonged periods of time.  Flexibility of work hours; must be available to attend evening, weekend meetings and programs and to respond to emergency situations.

Interested persons who feel they meet the desirable qualifications should submit a completed City application. Not every applicant is interviewed.  Selected qualified applicants will be invited to appear before an oral interview board.  Application appraisal, oral interview(s) and written test shall constitute 100% of the selection process.
 

The City of San Dimas advises the public, employees and job applicants that it does not discriminate on the basis of race, religious creed, color, national origin, ancestry, physical handicap, medical condition, marital status, sex, age or any non-merit based factor in admission to, treatment of or employment in its programs and activities.

In compliance with the Americans with Disabilities Act (ADA), The City of San Dimas will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective employees and incumbents to discuss potential accommodations with the employer. EOE (Equal Opportunity Employer)

About the Position

The City Manager’s Office is recruiting for an Assistant to the City Manager position to serve as the City’s Capital Budget Coordinator.  This is an unclassified, salaried position, which means that the position is not part of the Civil Service system.  This management position is not represented by a bargaining unit.  This is a permanent at-will position with the City Manager’s Office reporting to the Deputy Budget Director.

Key Responsibilities

This position is responsible for the following:

• Manages the capital budget process, including, but not limited to, budget development, revenue and expenditure tracking and monitoring, financial status reporting, and capital revenue forecasting for approximately 50 funds at a combined annual budget of approximately $1.3 billion.
• Coordinates capital budget activities across all City departments, develops annual capital budget training manuals/instructions and leads city-wide trainings.
• Working collaboratively with City departments, solves capital budget issues and oversees capital funds management for inclusion in various budget documents such as the Annual Report, Mid-Year Budget Review, City Manager’s Budget Request and Five-Year Forecast, Proposed and Adopted Capital Budget and Five-Year Capital Improvement Program.
• Administers the Hyperion capital budgeting software system for the production of various Capital Program budget documents.
• Leads the update and administration of the organization's Hyperion capital budgeting software system; researches and understands reporting requirements and ensures that systems are modified to meet these requirements; establishes best practices for system use, and ensures that these practices are used throughout the organization; and trains departmental staff as needed.
• Coordinates memorandum review activities and provides staff support for budget/fiscal implications for all City Council memoranda.
• Monitors economic-sensitive information affecting City capital funds.
• Serves as a liaison for capital budget issues for various workgroups/committees.
• Effectively supervises and motivates a team of Budget Office staff to ensure timely and accurate completion of assignments. 
• Ensures alignment of the Capital Program with City Council priorities, policies, and budget principles and City Manager directives and budget guidelines.
• Authors, reviews, and edits budget documents, reports, memoranda and briefing materials.
• Studies City organizations, operations and services to make recommendations to improve quality and effectiveness of service delivery. 
• Completes high-level special projects.
• Resolves and facilitates major issues which are confidential, controversial or of major significance to the organization.
• Represents the Budget Office or City Manager’s Office as assigned at public events including community groups, City Council sessions, Committee meetings, and Planning Commission budget review. 

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

TO VIEW JOB ANNOUNCEMENT, CLICK JOB PDF OR JOB ANNOUNCEMENT URL BELOW.

PEOPLE FIRST – Conduct fair, accurate and transparent elections to increase public participation and confidence
 

The San Mateo County Registration & Elections Division is seeking seasonal Election Worker - Office Specialists to assist in the upcoming March 3, 2020 Presidential Primary Election. The Elections Division is a fast-paced environment; this is an excellent opportunity to work with a group of dynamic, well-organized and highly efficient individuals committed to the democratic process. 
 
We are currently seeking dedicated and hard-working individuals for the temporary, full-time position of Office Specialist to be hired into: 

1. Vote Center Trainer
2. Vote Center Tech Support 

Vote Center Trainer 

• Training Vote Center Representatives on how to use voting equipment to assist voters 
• Supervising Vote Center staff and communicating with headquarters 
• Identifying uniquely skilled staff for special assignments 

Vote Center Tech Support 

• Helping to test equipment that will be used at Vote Centers 
• Visiting Vote Centers and testing connections 
• Troubleshooting equipment issues in the field 

NOTE: This is an extra-help, at-will assignment, paid on an hourly basis. Extra help employees are not guaranteed permanent status at the end of the assignment. Overtime is expected. Hourly wage starts at: $25.23.

PEOPLE FIRST – Conduct fair, accurate and transparent elections to increase public participation and confidence 
 

The San Mateo County Registration & Elections Division is seeking seasonal Election Worker Office Assistants to assist in the upcoming March 3, 2020 Presidential Primary Election. The Elections Division is a fast-paced environment; this is an excellent opportunity to work with a group of dynamic, well-organized and highly efficient individuals committed to the democratic process. 

We are currently seeking dedicated and hard-working individuals for the temporary, full-time position of office assistant to be hired into one of five areas: 

Clerical Support/Vote by Mail 

• Data entry 
• Assembling election supplies 
• Assembling and processing of Vote by Mail ballot packets 
• Counting ballots 
• Operating voting equipment 

Customer Service/Phone Bank 

• Assisting voters in finding election material and understanding their voting opportunities over the phone 

Outreach Services 

• Demonstrating voting equipment 
• Registering voters 
• Presenting information about the upcoming election 

Voting Equipment 

• Helping function test voting equipment 
• Assisting in delivery and pickup of voting equipment at Vote Centers 

Supplies 

• Inventorying and packing/unpacking Vote Center supplies 
• May also help with delivering supplies to Vote Centers

Fluency in Spanish, Mandarin and/or Cantonese, Tagalog/Filipino, or Korean preferred in areas 1 - 3 but not required. 

The election worker is classified as an office assistant. The hourly wage for the election worker is $19.88.
 

NOTE: This is an extra-help, at-will assignment, paid on an hourly basis. Extra help employees are not guaranteed permanent status at the end of the assignment. Overtime is expected. 

PEOPLE FIRST – Conduct fair, accurate and transparent elections to increase public participation and confidence 

The San Mateo County Registration & Elections Division is seeking seasonal Election Vote Center Representatives (Office Assistant I) to assist in the upcoming March 3, 2020 Presidential Primary Election. Vote Centers have replaced polling places as in-person voting sites and offer additional services over a longer period of time. This position requires the ability to operate a computer and computer applications/software quickly and accurately. 

 We are currently seeking dedicated and hard-working individuals for the temporary, full-time position of Vote Center Representative to be hired for the following duties: 

Several, but not all, Vote Center Representatives require fluency in Spanish, Mandarin and/or Cantonese, Tagalog/Filipino or Korean 

1. Use a computer to verify voter eligibility. 
2. Provide information about the upcoming election. 
3. Guide voters on use of electronic ballot marking devices. 
4. Operate/troubleshoot voting equipment. 
5. Provide in-person customer service including assisting voters to register to vote and assisting voters in casting a ballot. 
6. Issue ballots. 
7. Maintain accurate files and records. 

Vote Centers will be open for four to eleven days. Those hired can expect to work approximately 7 – 15 days including training. 

Vote Center Representatives will work 5 days per week and 8 hours per day. This assignment will include weekends and potentially 2 or more evenings. On Election Day, Vote Center Representatives will work from 6:30 a.m. - 9:00 p.m. or later if necessary. 

Vote Center hours are 8:30 a.m. to 5:30 p.m. daily during the period of operation, including weekends and holidays, and 6:00 a.m. to 9:00 p.m. on Election Day, March 3, 2020. These positions may require evening work assignments. 

NOTE: This is an extra-help, at-will assignment, paid on an hourly basis. Extra help employees are not guaranteed permanent status at the end of the assignment. Hourly wage starts at: $19.88.

PEOPLE FIRST – Conduct fair, accurate and transparent elections to increase public participation and confidence 
 
The San Mateo County Registration & Elections Division is seeking seasonal Elections Warehouse Technicians/Field Technicians to assist in the upcoming March 3, 2020 Presidential Primary Election. The Elections Division is a fast-paced environment; this is an excellent opportunity to work with a group of dynamic, well-organized and highly efficient individuals committed to the democratic process. 

We are currently seeking dedicated and hard-working individuals for the temporary, full-time classification of office assistant to be hired into one of the following areas: 
 
Elections Warehouse Technician

• Testing functions of electronic voting equipment 
• Staging heavy equipment containers for delivery
• Inventorying and moving voting equipment and Vote Center supplies
• Assisting in delivery and pickup of voting equipment at Vote Centers 
• Assisting in delivery of spare equipment and supplies to Vote Centers

Elections Field Technician

• Testing functions of electronic voting equipment 
• Assisting in delivery, connection and testing of voting equipment at Vote Centers 
• Troubleshooting voting equipment at Vote Centers
• Assisting in delivery of spare equipment and supplies to Vote Centers
• Driving regularly to each Vote Center on an assigned route to make sure that all equipment is properly functioning

The Elections Warehouse Technicians and Elections Field Technicians are classified as an Office Assistant. The hourly wage for these positions is $19.88.
 
NOTE: This is an extra-help, at-will assignment, paid on an hourly basis. Extra help employees are not guaranteed permanent status at the end of the assignment. Overtime is expected. 

City Clerk

CITY CLERK

(Salary Range:  $6,803 - $9,700/month)

One Full-time Position in the Sausalito Administration Department

Application Deadline:  Friday, December 6, 2019 by 5:00 p.m.
Interviews to be Scheduled:  Friday, December 13, 2019

THE COMMUNITY AND CITY GOVERNMENT:  Sausalito is a beautiful, San Francisco Bayfront city of 7,226 residents within 2.2 square miles that serves a visitor population that may be several times the size of the year round population.  The blend of historical buildings, wooded hillsides, sweeping Bay and San Francisco views nestled against the Golden Gate National Recreation Area combine to make Sausalito a community of unparalleled charm and natural beauty.  Sausalito is a General Law City incorporated in 1893 and has a City Council/City Manager form of government.  The City provides a full range of services including Administration, Finance, Police, Public Works, Parks and Recreation, and Community Development.  The City Council and staff value positive relationships with the residents, businesses, visitors and outside agencies.

DEFINITION:  Under administrative direction, plans, organizes, manages, and provides administrative direction and oversight for all functions and activities of the Office of the City Clerk, including administration, election management, the legislative function, archiving of public records and public information, municipal code and filing officer services; coordinates assigned activities and works collegially with other City departments, officials, outside agencies, and the public; fosters  cooperative working relationships among City departments  and with  State and  Local intergovernmental and regulatory agencies and various public and private groups; provides highly responsible and complex administrative support to the City Manager and the City Council; and performs related work as required.

Job Characteristics:  This is a single-position classification that is responsible for the administration and daily operations of the City Clerk’s Office functions and activities, including short- and long-term planning and development and administration of departmental policies, procedures, and services.  This class works closely with the City Manager and City Council in a variety of administrative, coordinative, analytical, and liaison capacities.  Successful performance of the work requires extensive knowledge of public policy, and municipal functions and activities, including the role of an elected City Council, and the ability to develop, oversee, and implement projects and programs in a variety of areas.  Responsibilities include coordinating the activities of the Office of the City Clerk with those of other departments and outside agencies and managing and overseeing the complex and varied functions of the department.  The incumbent is accountable for accomplishing departmental planning and operational goals and objectives and for furthering City goals and objectives within general policy guidelines.

Typical duties for the position include:  (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.

• Assumes full management responsibility for all programs, services, and activities of the Office of the City Clerk, including administration, providing information to the public, election management, and records management.
• Develops, directs, and coordinates the implementation of goals, objectives, policies, procedures, and work standards for the Office of the City Clerk.
• Assists in the development, administration, and oversight of the assigned budget; directs the forecast of additional funds needed for staffing, equipment, materials, and supplies; directs the monitoring of and approves expenditures; directs and implements adjustments as necessary.
• Selects, trains, motivates, and directs assigned personnel; evaluates and reviews work for acceptability and conformance with appropriate standards, including program and project priorities and performance evaluations; provides or coordinates staff training; works with employees on performance issues; implements discipline and termination procedures; responds to staff questions and concerns.
• Contributes to the overall quality of the Office’s service by developing, reviewing, and implementing  policies  and  procedures  to  meet  legal  requirements  and  the City’s needs;  continuously monitors and evaluates the efficiency and effectiveness of service delivery methods and procedures; assesses and monitors the distribution of work, support systems, and internal reporting relationships; identifies opportunities for improvement; directs the implementation of change.
• Coordinates Office of the City Clerk’s activities with those of other departments and outside agencies and organizations; provides staff assistance to the City Manager and City Council; prepares and presents staff reports and other necessary correspondence.
• Plans, manages, and conducts 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 and advises candidates of the intricacies of running for public office.
• Oversees the operations of the City-wide records management program, document imaging system, and records preservation and destruction; sets and ensures legally compliant retention schedules for City records; develops and updates records retention policies and procedures; researches City documents, historical information, and other information as needed; attests, indexes, and files all legislative actions.
• Maintains custody of the City Seal, ensuring authentication of only approved documents.
• Serves as Public Records Coordinator; 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 always open to inspection during office hours and that every person’s right to inspect any public record of the City is upheld.
• Serves as the Clerk of the City Council; attends meetings and oversees the recording of all official proceedings; prepares public notifications, agendas, minutes, and other documents; ensures the publication, filing, indexing, and safekeeping of all proceedings of the City Council.
• Administers the public hearing process for the City Council; supervises the coordination of public hearing  packets  and  public  notices  of  hearings  in  accordance  with  various  government  code requirements and legal deadlines.
• Serves as Filing Officer for the Political Reform Act.
• Manages the codification and distribution of revisions to the Municipal Code.
• Administers and manages a variety of functions in the Office of City Clerk including claims management, and processing of subpoenas.
• Relieves City Manager and City Council members of a variety of administrative details by assisting with administrative assignments including developing, composing, typing, editing, and proofreading a variety of complex documents; maintains calendars and makes meeting arrangements; schedules meetings between City Manager and City Council members and other groups or organizations.
• Represents the Office of the City Clerk to other City departments, elected officials, and outside agencies; explains and interprets departmental programs, policies, and activities.
• Attends and participates in professional group meetings and committees; stays abreast of new trends and innovations.
• Monitors  changes  in  laws,  regulations,  and  technology  that  may  affect  the Office of the City Clerk  operations; implements policy and procedural changes as required.
• Responds to difficult and sensitive public inquiries and complaints and assists with resolutions and alternative recommendations.
• Performs other duties as assigned.
   

QUALIFICATIONS:

Must have working knowledge of:

• Administrative principles and practices, including goal setting, program development, implementation, and evaluation, and supervision of staff.
• Principles, practices, and procedures related to public agency record keeping, municipal elections, and the City Clerk function.
• Functions, authority, and responsibilities of a City Council.
• Automated and manual records management principles and practices, including legal requirements for recording, retention, and disclosure.
• Applicable Federal, State, and local laws, rules, regulations, ordinances, and organizational policies and procedures relevant to assigned area of responsibility, including Public Records Act, the Freedom of Information Act, and the Brown Act, FPPC procedures and regulations, and election laws and procedures.
• Record keeping principles and procedures.
• Modern office practices, methods, and computer equipment and computer applications related to work.
• English usage, grammar, spelling, vocabulary, and punctuation.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.

Ability to:

• Develop and implement goals, objectives, policies, procedures, work standards, and internal controls for assigned program areas.
• Provide administrative and professional leadership and direction to the City Clerk’s Office and the City.
• Prepare and administer budgets; allocate limited resources in a cost-effective manner.
• Interpret, apply, explain, and ensure compliance with Federal, State, and local laws, rules, regulations, policies, and procedures.
• Plan, organize, direct, and coordinate the work of technical and administrative personnel; delegate authority and responsibility; select, train, motivate, and evaluate the work of staff.
• Research, analyze, and evaluate new service delivery methods, procedures, and techniques.
• Coordinate municipal elections within legal guidelines.
• Oversee and coordinate maintenance of the official records of the City.
• Prepare official minutes, resolutions, ordinances, clear and concise reports, correspondence, policies, procedures, and other written materials.
• Conduct complex research projects, evaluate alternatives, make sound recommendations, and prepare effective technical staff reports.
• Establish and maintain a variety of filing, record keeping, and tracking systems.
• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
• Operate modern office equipment including computer equipment and specialized software applications programs.
• Use English effectively to communicate in person, over the telephone, and in writing.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Requirements:  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:

Education and Experience:

Equivalent to graduation from an accredited four-year college or university with major coursework in pubic or business administration, or a related field, and five (5) years of increasingly responsible experience in a City Clerk’s or Deputy City Clerk’s office, including three (3) years of experience providing administrative support to executive-level managers.

Licenses/Certifications Required:

• Possession of, or ability to obtain, a valid California Driver’s License by time of appointment.
• Possession of a Certified Municipal Clerk (CMC) certification is highly desirable.

PHYSICAL DEMANDS

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and to visit various City 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 in 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 25 pounds.

Application deadline – 5:00 p.m. on FRIDAY, DECEMBER 6, 2019

Apply online at www.calopps.org/city-of-sausalito

For questions about job openings or any topic related to Human Resources, please contact

Susan S. Paterson, Human Resources Manager, at spaterson@sausalito.gov or (415) 289-4130.

The City of Sausalito is a drug free workplace.
E.O.E./A.D.A.