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Executive Assistant

Executive Assistant to the City Manager*

Annual Salary:

Executive Assistant :                                     $65,928 — $80,904

Executive Assistant to the City Manager: $74,040 — $90,864

Application Deadline: 5pm on Friday, November 8, 2019

*Limited 2-year term with full benefits

The Position

The Executive Assistant performs a variety of highly responsible, complex and confidential clerical, technical administrative and secretarial duties for a department or division. This position is the advanced journey-level class in the City’s clerical support job series.  Under the direct supervision of the Department Director, the Executive Assistant will provide administrative support to a department or division in areas such as budget preparation and management, personnel, department programs or functions, as well as providing responsible secretarial support to management and professional staff which requires frequent use of tact, discretion, initiative and independent judgment. 

The Executive Assistant position can be assigned to any department in the City.  Currently, there are vacancies in the Fire Department, Public Works Department, and City Manager’s Office.  The City Manager’s Office position is a limited two-year term position.  The Executive Assistant to the City Manager works under the direction of the City Manager and general supervision of the Assistant City Manager.  This position requires a high degree of proficient communication, secretarial, managerial, organizational and analytical skills and knowledge of the operations, policies, functions, and organizational relationships of the City Manager's Office.

Ideal Candidate

The ideal candidate will be a dynamic individual who demonstrates professionalism while performing semi–skilled, skilled, and administrative work for the departments and will have a strong work ethic, maturity, and commitment to customer service excellence.  The successful candidate will have the ability to prioritize multiple tasks in a fast-paced environment, and utilize excellent time management skills to follow through in a timely manner.  Performance expectations will be determined by the Department Director, and will include the ability to work independently as well as with a team; have initiative to ask questions, take direction, make proposals, work collaboratively, and take responsibility; excellent judgment and strong listening, written and verbal communication skills; ability to clearly organize and maintain files and documents, both digital and printed; and, dedication to being ethical, trustworthy and respectful of differing views and opinions. 

Minimum Qualifications

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

· Graduation from high school or equivalent. An Associate’s Degree or advanced clerical training is highly desirable but not required

· Minimum of three (3) years of related experience in a high level secretarial position with responsibility for providing administrative support to executive and/or political personnel

Special Requirements

· Ability to obtain and maintain a valid California state driver’s license

· Final candidates may need to provide proof of typing accurately at speeds up to 60 words per minute

Knowledge, Skills and Abilities

The ideal applicant will possess knowledge of office administrative and secretarial practices and procedures such as business letter writing; organization and function of city government, including the role of elected officials and appointed board and commission members; correct English usage including, spelling, grammar, punctuation and vocabulary; office management techniques and budgeting principles and practices. The ideal candidate will also have skills in operating tools and equipment necessary to perform the job, as well as the ability to provide varied, responsible and confidential secretarial and administrative support for a department or division leader and administrative staff; interpret, apply and explain complex policies and procedures; use tact, discretion, initiative and independent judgment within established guidelines; research, compile and summarize a variety of informational materials; compose correspondence independently or from brief instructions; accurately record and maintain records; establish and maintain effective working relationships with employees, supervisors, other departments, elected officials and the general public; recommend solutions and adopt effective courses of action; plan, organize, and schedule priorities in the office; communicate effectively verbally and in writing; and some positions may be required to type accurately at speeds up to 60 words per minute.

Excellent Benefits

· Enrollment in CalPERS retirement program (2.7%@55 for classic members, 2%@62 for new members)

· Medical, dental and vision benefits provided with employee contribution

· Life insurance equal to one year’s annual salary provided at no cost

· Opportunity for bilingual incentive pay up to 2.5% of salary

· Deferred compensation matching up to $300 annually calculated on a bi-weekly basis

· Long-term disability insurance provided at no cost

· Home loan assistance program

· Credit Union membership

· Section 125 Flexible Benefit Plan

· Tuition Reimbursement

How to Apply

Applications may be submitted online at www.calopps.org. After an initial screening of applications, those candidates that best meet the Department’s needs will be invited to participate further in the recruitment process.  *Executive Assistant to the City Manager is a limited 2-year term position.

Applications must be submitted by

5:00pm on Friday, November 8, 2019

The City of San Bruno is an Equal Opportunity Employer (EOE) and as such does not discriminate on the basis of age, race, color, sex, gender, religion, ancestry, physical or mental disability, marital status, sexual orientation, or national origin in its employment actions, decisions, policies and practices.  If you require special accommodations, please contact us to discuss your needs.

Associate Management Analyst/

Management Analyst

(Flexibly Staffed Position – Can be filled at appropriate level DOE/Qualifications)

$5,491 - $6,674 (Associate Management Analyst)

$6,040 - $7,342 (Management Analyst)

Plus excellent benefits

DEADLINE:    Apply by Friday, November 1, 2019 for first consideration

The City of San Rafael is seeking a full-time Associate Management Analyst/Management Analyst to work within the City Manager’s Office.

This position is a single, flexibly staffed position and may be filled at any level in the management analyst series.  Depending upon the candidates experience and qualifications, the position may be filled at the Associate Management Analyst or Management Analyst level.    

Associate Management Analyst is the entry level classification in the Management Analyst series.  This class is designed for professional level, administrative positions performing complex, analytical work.  Incumbents receive general supervision while performing tasks of moderate difficulty.  This classification is designated as confidential and incumbents may become involved in activities associated with, or perform duties relating to, the collective bargaining process. 

Management Analyst is the journey level classification in the Management Analyst series.  This classification is designated confidential and is designed for professional level, administrative positions performing complex, analytical work and is expected to function independent of ongoing supervision. 

ESSENTIAL DUTIES AND RESPONSIBILITIES (include the following):

Associate Management Analyst:

• Plans, organizes, coordinates and implements day to day program assignments independently.
• Conducts research, collects data, and analyzes work procedures and policies; interprets data from various internal and external data sources to evaluate and make recommendations for improving the effectiveness of assigned programs.
• Analyzes federal and state laws and regulations as they relate to assigned programs and develops and implements changes as necessary based on this analysis.
• Develops program manuals, comprehensive reports, handouts, flyers, newsletters, and other documents for communicating program information.
• Serves as a department website content developer and reviewer and participates on the City’s technology team.
• Drafts and publishes authorized social media posts consistent with City messaging and responds to citizen inquiries on behalf of the Department.
• Plans and coordinates civic engagement events.
• Coordinates and participates in training of other personnel.
• Interacts with other city staff, city council, community representatives, and citizens regarding programs.
• Uses personal computer to type reports, memos, emails, etc., and to maintain statistical data.
• Performs related duties as required.

Management Analyst:

• Plans, organizes, coordinates and implements day to day program assignments independently. 
• Conducts research, and analyzes work procedures, policies, etc. to evaluate and improve the effectiveness of assigned programs.
• Analyzes federal and state laws and regulations as they relate to assigned programs and develops and implements changes as necessary based on this analysis.
• Develops program manuals, handouts, flyers, etc.
• Coordinates and participates in training of other personnel.
• Prepares comprehensive written reports regarding program activities.
• Interacts with other city staff, city council, community representatives, and citizens regarding programs.
• Uses personal computer to type reports, memos, etc., and to maintain statistical data.
• Performs related duties as required.

KNOWLEDGE/ABILITY/SKILLS TO:

Associate Management Analyst:

• Knowledge of principles and practices associated with administration, organization, and management.
• Knowledge of research methods, techniques, statistical and other work measures.
• Knowledge of modern office software programs including but not limited to Microsoft word, Outlook and Excel.
• Knowledge of quality improvement processes and performance measurement techniques for public sector services and programs.
• Ability to work independently in the completion of assignments.
• Ability to analyze and evaluate data.
• Ability to prepare and present clear and concise reports, both orally and in writing.
• Ability to establish and maintain effective working relationships with others.
• Ability to provide effective functional or project leadership.
• Ability to effectively plan, organize and prioritize work.
• Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures or governmental regulations.
• Ability to write reports, business correspondence, and procedure manuals.
• Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
• Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry.
• Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Management Analyst:

• Knowledge of principles and practices associated with administration, organization, and management.
• Knowledge of research methods, techniques, statistical and other work measures.
• Ability to work independently in the completion of assignments.
• Ability to analyze and evaluate data.
• Ability to prepare and present clear and concise reports, both orally and in writing.
• Ability to establish and maintain effective working relationships with others.
• Ability to provide effective functional or project leadership.
• Ability to effectively plan, organize and prioritize work.
• Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
• Ability to write reports, business correspondence, and procedure manuals. 
• Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
• Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry.
• Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.  Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Associate Management Analyst:

• Bachelor’s degree in public/business administration, finance, accounting, public policy or related field.
• Responsible analytical experience may be substituted for the required education on a year-for-year basis.

Management Analyst:

• Bachelor’s degree in public/business administration or related field, AND
• Four years of experience in program administration.

OTHER REQUIREMENTS:

• Valid California driver’s license.

The physical demands described here are the representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  While performing the duties of this job, the employee is regularly required to sit.  The employee frequently is required to use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.  Employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.  Vision abilities required include close vision and ability to adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  While performing the duties of this job, the employee regularly works in indoor conditions and regularly works near video display.  The noise level in the work environment is usually quiet.

APPLICATION AND SELECTION PROCESS:

City of San Rafael application is required.  Resumes do not substitute for the City application.  Candidates should detail related education and experience on the application since this information will be used to determine who will be invited to participate in the next phase of the examination process.  The examination process may include any or all of the following:  Application appraisal, oral board examination, and written examination.  The passing point for the oral and/or written examination final score will be 70%.  Prior to appointment, candidate must pass a background check, DMV check, pre-employment physical/drug screen, and fingerprinting.  To file an application, go to www.calopps.org.  Select “Member Agencies”.  Select “City of San Rafael”.  For more information on the City of San Rafael, go to www.cityofsanrafael.org.  Follow this link to submit your application: https://www.calopps.org/san-rafael/job-19931735

Reasonable Accommodation:  The City of San Rafael will make reasonable accommodations in the exam process to accommodate disabled applicants.  If you have a disability for which you require an accommodation, please contact us at 415-485-3474 no later than seven (7) calendar days

The Mayor's Office is seeking an enthusiastic, organized, and knowledgeable person to join the Mayor's Office of Strategic Initiatives and Budget as a Strategic Partnerships Manager. This role will work closely with our key partner, the San José Public Library Foundation and will have a dotted line reporting role to the Foundation. This role serves as a key leadership team member and active participant in strategic decisions. Working closely with the Director, the Strategic Partnerships Manager will design and implement a comprehensive development plan and cultivate individual and institutional philanthropic support. This person will develop a communication strategy and collateral that demonstrate the impact of strategic initiatives and support fund development efforts. They will also serve as a key policy advisor to Mayor for issues related to Education, Workforce Development, Service/Volunteerism, and Performance. The Manager has primary responsibility for raising $300,000 through individual gifts and collaborating with the Director of Strategic Partnerships and SJPLF Executive Director to secure institutional gifts (foundation grants, corporate sponsorship, government grants).

Essential Duties and Responsibilities:

• Create compelling effective content and fundraising collateral, coordinates production, designs mailing lists, meets deadlines, and tracks results for all fundraising campaigns.
• Writing grants and reports for foundations, corporations and government (local, state and federal).
• Maintain templates for flyers, press releases, PSAs, sponsorships, and more.
• Handle multiple edits/updates/changes.
• Conducts new funder prospecting efforts by researching sources, performing analysis of fit, and writing letters of inquiry and gift proposals.
• Research opportunities for corporate sponsorships and grants, initiates relationships, and monitors progress and fulfillment.
• Establish a process for social media distribution of key Mayoral and SJPLF initiatives. This includes the maintenance and execution of a regular calendar and cadence of posting across all platforms.
• Develop and execute regular posts to all current and future social media platforms – this includes promoting key initiatives, tracking trends and news cycles, and engaging with partners where appropriate on Twitter, Facebook, Instagram, and LinkedIn.
• Work with partners and internal stakeholders to orchestrate participation in outside social media campaigns.
• Execute on paid social media campaigns and provide learnings and analysis on data outcomes.
• Understand metrics for tracking and regularly track, analyze, and report on social media analytics across all social platforms.
• Collaborates with the Library’s marketing team on donor-related collateral and multi-platform communications to ensure clear and consistent messaging

This is a full-time, exempt position with a high degree of autonomy and opportunity for growth. Salary will be based on a candidate's unique combination of skills, training, and experience.

The City of Marysville is excited to recruit for the Fire Administrative Assistant position!  Below is the job description for a better understanding of the position and the skill set desired.                                                                                        

JOB SUMMARY

Under limited direction, the Fire Administrative Assistant performs a variety of responsible, confidential, and complex administrative support duties for a department head; completes technical and functional duties of a clerical nature; interacts frequently with the public and provides information or directs questions and requests to the appropriate staff; and performs a variety of administrative support functions for the fire department as required.

Receives general or limited supervision from assigned supervisor.  Exercises no direct supervision over staff.  May provide technical and functional supervision to lower level staff.

DISTINGUISHING CHARACTERISTICS

This class is the advanced journey level class of the Administrative classification series that performs the most difficult and responsible types of duties assigned to classes within this series.  Responsibilities include performing specialized and technical office support duties to the assigned department or division(s) to ensure efficient service provision.  Responsibilities require the frequent use of tact, discretion, confidentiality, and independent judgement as well as a knowledge of departmental and City activities.  The work involves frequent contact with the public.  This class distinguished from the Administrative Clerk series by the comprehensiveness of its job functions, and the specialized knowledge exercised in the performance of job duties.

EXAMPLES OF ESSENTIAL FUNCTIONS

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.

Essential functions may include, but are not limited to, the following:

• Perform a wide variety of routine to complex administrative and clerical duties, and confidential duties for a department head or designee.  Support departmental or divisional operations, including filing, preparing records and monthly reports, accounts payable, ordering and maintaining office and other related supplies.
• Checks and tabulates standard mathematical or statistical data; may summarize such information and prepare periodic reports.
• Responsible for routine purchasing and budget duties; maintain financial, statistical, and/or operational reports and records as applicable.
• Screens calls, visitors, and mail; respond to for information assists and directs the public and callers to appropriate locations/staff; represents the City in a professional and customer friendly manner.
• Create and maintain confidential documents related to operations, personnel and other matters.
• Interpret City policies, rules and regulations related to assigned work.
• Weed abatement and fire prevention administrative duties.
• Prepare comprehensive reports, compile annual budget requests, recommend expenditure requests for designated accounts and monitor as appropriate.
• Perform duties related to department personnel administration including coordinating employee orientation, calculating and tracking time sheets and payroll, coordinating department recruitment activities, and processing Personnel Action Forms.
• Research, compile, and analyze data for special projects and various reports.
• Assist in the support of administration in preparing agenda items, staff reports, assembling background material, attending meetings to take minutes, and typing minutes of meetings as assigned.
• When applicable, provide technical and functional supervision as appropriate to lower level staff; recommend organizational procedural changes concerning clerical activities. 
• Make travel arrangements, maintain appointment schedules and calendars, arrange meetings and conferences, and schedule facilities reservations as necessary.
• Operate a variety of office equipment including word processing equipment and use a variety of software programs as appropriate.
• Types, originates, formats, proofreads, and distributes a variety reports, letters, and memoranda, including agenda items, bid documents, and documents associated with departmental projects.  As appropriate, respond to letters and general correspondence of a routine nature.
• Initiate and maintain a variety of files and records.
• Process various business and special use permits and licenses pertaining to the fire department.  
• Assist in the coordination of fire functions for various sanctioned City events.
• Maintains attendance and punctuality that is observant of scheduled hours on a regular basis.
• Performs other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES (position requirements at entry)

Knowledge of:

• Practices and policies related to personnel record keeping.
• City government organization, functions, policies, rules, and regulations.
• English usage, spelling, grammar, punctuation and basic statistics.
• Modern office methods, procedures, and computer equipment and software.
• Business letter writing and arithmetic.
• Organization, procedures, and operating details of the department assigned.
• Filing and records keeping practices.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.

Ability to:                                                                                                         

• Perform a wide variety of difficult and responsible administrative, secretarial and clerical work with limited supervision.
• Communicate clearly, logically, concisely, and persuasively, both in writing and orally.
• Complete assigned tasks relying on broad descriptions of objectives, rather than on extensive, separate instructions requiring frequent supervision.
• Prioritize workload effectively to meet deadlines under changing conditions.
• Observe, identify and problem solve office operations and procedural issues for the public and with staff.
• Compile and maintain complex and extensive records and reports.
• Maintain confidential data and information.
• Handle multiple projects and meet critical deadlines.
• Exercise a high level of judgment relative to confidential personnel and administrative matters. Exercise discretion and maintain confidentiality.
• Establish, maintain, and foster effective, cooperative working relationships with individuals and groups encountered.
• Use computers and peripherals effectively in the accomplishment of assignments.

MINIMUM QUALIFICATIONS (requirements at entry)

Any combination of education, training, and experience which provides the required knowledge, skills, and abilities to perform the job is qualifying.  A typical way to obtain the knowledge and abilities would be:

Education

A high school diploma, or equivalent.

Experience

Three years of increasingly responsible journey level secretarial and clerical experience involving frequent public contact.

PHYSICAL DEMANDS

These functions may be performed with or without reasonable accommodation:

Must possess ability to work in a standard office setting and use standard office equipment, including a computer, 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 work area and walking between work areas may be required.  Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter keyboard, or calculator and to operate standard office equipment.  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 weighing up to 10 pounds.

WORK ENVIRONMENT

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.  Work is frequently disrupted by the need to respond to in-person and telephone inquiries. Employees may interact with upset staff and/or public.  Work days can be stressful based on this being a public safety entity and work product deadlines.

Communications Specialist

Open To All Applicants

SALARY RANGE:  $7,546 - $9,049 PER MONTH

Apply by Monday, October 21, 2019 by 4:30 p.m. for manual submissions; 5:00 p.m. for online submissions.

Posted: October 7, 2019

This is an excellent opportunity for an innovative communications and marketing professional to be part of creating new programs at a high-profile organization with the dual mission of providing high-quality drinking water and protecting one of the North Bay’s most pristine watersheds.

SUMMARY: Under the direction of the Communications and Public Affairs Manager, the Communications Specialist develops and implements comprehensive communications and public outreach programs; creates content for the District’s website, social media, and digital programs; assists with the planning and production of marketing collateral; and develops branding, community outreach events and presentations to promote understanding and awareness of the District’s mission, vision and goals. The Communications Specialist is part of a high-performing team that informs,  educates and engages a wide range of stakeholders, including the general public, community leaders, customers, and internal staff.
 

THE DISTRICT: The District is a medium-sized, municipal, water agency with a Board of Directors/General Manager form of government, 240 full-time employees and a $105,000,000 combined annual operating and capital budget for FY 2020.  Annually, the District delivers water to 190,000 residents and businesses in the central and southern portions of Marin County and has stewardship responsibilities for 21,000 acres of pristine watershed lands on Mt. Tam.   
 

EXAMPLES OF DUTIES

· Develops, produces and maintains effective collateral, including factsheets, brochures, newsletters, bill inserts, annual reports, advertising content, and materials related to special projects and initiatives;

· Designs and maintains effective content for the District’s website, digital e-newsletter, and social media accounts to increase awareness and build affinity to grow the District’s audience and reach across platforms;

· Assists in developing and implementing effective and innovative community outreach programs to increase awareness of the District’s initiatives, programs, projects, and services;

· Writes effective press releases, public service announcements, and media advisories as needed;

· Researches, interprets, and synthesizes complex information from various departments, including conservation and operational initiatives, to create clear, accurate and engaging messaging for various platforms;

· Produces relevant photos and videos for news media or District  use as needed;

· Communicates in a professional manner with staff, customers, the general public, private businesses, community groups and local, state and federal agencies as needed;

· Plans, schedules, makes arrangements for, and participates in District-sponsored tours, conferences, and other events as assigned;

· Organizes, coordinates, and promotes public hearings, meetings, and other  community/public-oriented presentations and events as  needed;

· Coordinates and executes the production of a variety of publications, presentations, videos, exhibits and similar materials for district events, including typography, illustrations, layouts, formats, and other printing and graphics requirements;

· Responds to questions from the public in person, by telephone, in writing or via email and social media as needed;

· Assists in the management and promotion of the District’s style guide and branding to ensure a consistent brand message across departments;

· Assists with coordinating outside vendor services such as printers, graphic designers, event venues, public relations and advertising consultants, and public opinion research firms as needed; and

· Performs related duties as assigned.

Sonoma-Marin Area Rail Transit (SMART) is the Bay Area's newest transit system. We are seeking a Marketing and Communications professional with strong attention to detail, graphic design skills, and knowledge of Adobe Photoshop. The Community Outreach Coordinator, under the supervision of the Communications and Marketing Manager, provides support for all of SMART’s public outreach, marketing and communications programs. The Community Outreach and Marketing Coordinator will assist with creating and implementing programs to increase awareness of SMART including: the development and implementation of effective social media and digital programs; assisting the Communications and Marketing Manager on marketing programs and materials; developing high-quality content for both online and printed materials; coordinating multiple projects and events; and other associated tasks. The Community Outreach and Marketing Coordinator may also serves as the agency representative for assigned projects, which includes responding to public inquiries, assisting with outreach meetings and events and coordinating activities and reports related to SMART’s rail and bicycle/pedestrian project.

Please see the job description and announcement below.

Please click the links below for complete details regarding this opportunity.

Under administrative direction the City Clerk/Communications Coordinator directs, plans, organizes and oversees all activities of the City Clerk. Functional areas of responsibility include administrative support to City Manager and City Council; administrative and logistical support to City Council meetings; official records management; municipal elections; legal notices; municipal code and filing officer services.    

The Selection Process

The process will first consist of a review of application materials, including supplemental questionaire responses, for experience, education, training, completeness and accuracy. Highly suitable and qualified candidates will be invited to continue in the selection process. The specifics of the selection process will be communicated to the candidates selected.