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DEADLINE TO APPLY: Apply by October 2, 2024

THE POSITION:

The ideal candidate for the Senior Secretary position in the City Clerk's Office will be a highly organized and detail-oriented individual, capable of handling a wide range of administrative and clerical duties. They should possess excellent communication skills, both written and verbal, to efficiently interact with members of the public, City officials, and other departments. Strong proficiency in office software, including word processing and spreadsheets, is essential for this role. The candidate will also need to demonstrate a deep understanding of record-keeping and be able to maintain confidentiality with sensitive information. Familiarity with the City's legislative process, Municipal Code, and Public Records Act is a plus. Additionally, the ideal candidate should be a proactive problem solver, with the ability to prioritize tasks and manage multiple projects simultaneously. Experience in taking minutes for a public body and interacting with members of the public is highly desirable.

The Senior Secretary position is a City-wide classification utilized in many departments. The current vacancy is in the City Clerk's Office; however, this list will also be used as vacancies open in other City departments.
 

 

Essential Duties

What you will do: 
Duties may include but are not limited to the following:

• Relieve supervisor or other department staff of administrative support service functions; utilize independent judgement and initiative.
• Act as interdepartmental liaison relating to administrative or project support functions for the office and for compliance with city regulations and practices relating to those functions.
• Perform administrative clerical duties related to area of assignment such as rent review, automated inventory systems or plan review.
• Interpret, apply and explain polices and procedures related to area of assignment; determine eligibility of participation by individuals requesting services related to area of assignment.
• Prepare correspondence and supporting documentation relating to area of assignment; maintain accurate records and files of program activities.
• Plan, assign and review the work of assigned clerical  personnel including providing input on performance evaluations.
• Respond to public inquiries, both on the telephone and in person, and refer to appropriate staff member for more specific information as appropriate; exhibit familiarity with functions of the city.
• Assist in preparing procedures, operating manuals, written material, budgets, forms, charts and/or other documents for internal or external distribution.
• Act as information source to inquiries not requiring the supervisor's attention and otherwise assist in representing the department by telephone and in person.
• Type letters, reports, memoranda and other documents relating to the department or division which may include contracts, proposals, technical documents, statistical and/or special forms, budgets, and charts.
• Compose routine correspondence and memoranda; proofread for accuracy, correct form, content and proper English usage.          
• Collect information from a variety of documents pertinent to assigned department or functional area of responsibility; compile data for reports; prepare routine reports as required.
• Maintain and monitor records and files; follow up on due dates; perform other monitoring functions to ensure timely completion of work.
• May make appointments for staff and maintain daily  calendars; may arrange meetings and conferences for supervisor and/or other administrative staff; prepare material and handle transportation when necessary.
• Perform related duties as assigned.

Link to full job description: Senior Secretary


CORE COMPETENCIES  

Knowledge of:  

• English usage, spelling, grammar, and punctuation.
• Modern office methods, practices, procedures and computer equipment.
• Filing and record keeping systems.
• Business letter and report writing.

Ability to: 

• Understand the organization and operations of the city and of outside agencies as necessary to assume assigned responsibilities.
• Communicate clearly and concisely, both orally and in writing.
• Organize duties and determine priorities in order to meet assigned deadlines.
• Interpret, explain and apply operating policy, rules and procedures of assigned department.
• Establish and maintain basic financial records; make mathematical computations.
• Compile and maintain complex and extensive records and files.
• Type accurately at 50 words per minute.
• Operate a variety of office machines and computer equipment.
• Establish and maintain effective work relationships with those contacted in the course of work.

JOB RELATED AND ESSENTIAL QUALIFICATIONS  

 

Minimum Qualifications

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

Experience: Three (3) years of increasingly responsible secretarial and clerical work. 

Education: Equivalent of the completion of the twelfth (12th) grade.

Supplemental Information

BENEFITS AND REWARDS:

Depending on employee group, some of these benefits may include:

• Alternative Work Schedule and/or Telecommuting 
• Vacation - 80 hours minimum
• 14.5 Paid Holidays
• Generous employer contribution for Health, Dental and Vision coverage
• CalPERS Defined Benefit Retirement Plan (2.5% at 55 for Classic CalPERS members | 2.0% at 62 for New CalPERS members | 3.0% at 50 for Classic Safety members | 2.7% at 57 for New Safety Members) - No Social Security participation.
• Life and Disability Insurance and Paid Leave
• Flexible Spending Accounts
• Tuition Reimbursement
• Health and Wellness Reimbursement
• Professional Development Reimbursement
• 457 Deferred Compensation Plan (employee paid)

 

SELECTION PROCEDURE

Apply - submit a completed City of Hayward job application, license, and responses to the Supplemental Questionnaire, which fully describe the nature of their professional experience and qualifications.

Application Review - 

A. Minimum qualifications

B. Completion of the supplemental questionnaire 
C. Typing Examination

D. Written Examination

The rating of the supplemental questions may determine application status and/or rank on the eligible list. Applications submitted without all required materials will not be considered.

Job Related Testing -

 

Typing Examination - Tentatively Scheduled for Mid October

Written Examination - Tentatively Scheduled for the Week of October 14, 2024

The examination process will result in a ranked eligible register of candidates for hiring consideration by the department derived from any of the exam processes mentioned above.

Department Interviews - Actual hire depends on success in the departmental selection process.  Include specific or approximate dates here.

Candidates under final consideration for employment with the City should expect to undergo an employment background/reference check that may include, but is not limited to: employment history verification, medical evaluation, confirmation of educational credentials and degrees, licenses including driver's license, registrations, certificates, and other credentials as part of the appointment process. Some positions, depending on the nature of the work, also require a credit check and a review of Summary Criminal History obtained from the State Department of Justice through Live Scan Fingerprinting.
Applicants will be notified electronically via Government Jobs as to their status in the selection process.  It is the responsibility of the applicant to ensure they can receive email notice from Neogov/Government Jobs and the City of Hayward.

  

The City of Hayward reserves the right to modify the selection process as necessary to conform to administrative or business necessity.

APPLICATIONSCandidates are encouraged to apply online at www.hayward-ca.gov under the Current Vacancies tab or at www.GovernmentJobs.com.  Paper applications can be obtained by visiting the Human Resources Department at Hayward City Hall located at 777 B Street, Hayward, CA  94541.  Office hours are Monday through Friday, 8 a.m. to 5 p.m. 

Apply prior to the closing time of the job announcement and allow at least one (1) hour to submit your application if you are a new user to the system.  Our on-line application system is provided by Government Jobs. If you have problems while applying online, please contact the Government Jobs Help Desk at  (855) 524-5627.
 

The City of Hayward is an Equal Opportunity Employer

Is your passion helping people and organizations? Do you have a proven track record of excellence in the Human Resources field? Are you interested in helping to drive culture and create an innovative and engaged workforce within a growing community?

The City of Newark is now recruiting for a Human Resources Technician. The Human Resources Technician is often responsible for first impressions of the City to potential job candidates, employees, and the general public. They are responsible for providing accurate and timely information and are expected to wow our employees and other customers with exemplary personal service. Technicians support all of the Human Resources functions, including recruitment and selection, employee engagement, employee development, workers' compensation, benefits, performance management, talent acquisition, employee relations, and classification and compensation. While working as a generalist in all areas, they can also specialize in a few areas that match their skills, passion, and professional growth interests.

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

Experience:

• Three (3) years of progressively responsible human resources technical or administrative work.

Training:

• Possession of a high school diploma or equivalent. College-level course work is desirable. 

License and Certificate:

Possession of a valid driver license and a satisfactory driving record throughout employment.

The City of Berkeley invites you to apply for the position of Assistant to the City Attorney! In this role, you will provide highly responsible and specialized administrative and analytical and support within the City Attorney’s Office. You'll perform sensitive, complex, and difficult analytical work as a member of the City Attorney’s staff, including providing analytical support on issues that have significant city or community implications.

Duties may include budget preparation and administration, contract negotiation and administration, and policy research and analysis. You may also provide more routine administrative support to the City Attorney as needed.

The Assistant to the City Attorney has considerable latitude to exercise independent judgment, particularly when representing the City Attorney’s Office in meetings with other agencies, boards, commissions, and community groups.

MINIMUM QUALIFICATIONS

A typical way of gaining the knowledge, skills, and abilities for this classification is:
Equivalent to graduation from an accredited college or university with major course work in business administration, public administration, or related field and four (4) years of increasingly responsible analytical experience that included the development and administration of programs. Government experience desirable.

Must be willing and able to attend evening meetings. Specified positions may require possession of a valid California driver's license and a satisfactory driving record.

APPLICATION PROCESS

Applicants must submit a completed application and responses to the supplemental questionnaire. Please note that resumes are not a substitute for a completed application.

Applications are available in alternative formats (audio-format, braille, large print, electronic text, etc.) upon request to ada@berkeleyca.gov. Please allow 10 days for production of the material in an alternative format.

EXAM PROCESS

The exam process will include, but may not be limited to:

• Application review for minimum qualifications
• Oral Board Interview (week of October 28, 2024)

Tests may consist of any combination of written, oral or other exercises or assessment procedures that test content and may include, but are not necessarily limited to, typing, math, reading, writing and analytical skills; problem solving ability; computer and software proficiency, or any other job-related knowledge, skill, ability or qualification. The City may, without notice, change or eliminate any assessment component as needs dictate. Applicants passing all examination phases will have their names placed on an employment eligible list that hiring departments will use to conduct final selection interviews tentatively scheduled for mid-November 2024.

Reasonable Accommodations: The City is committed to making reasonable accommodations in the examination process and in the work environment. Individuals requesting reasonable accommodations in the examination process must submit a request in writing to hr@berkeleyca.gov at the time of application.

DEFINITION

Perform a wide range of administrative and office support activities for the department and/or managers and supervisors to facilitate the efficient operation of the organization.  The incumbent should be organized, detail oriented, accurate and adept with various computer software.  Perform routine correspondence, field public inquiries, maintain departmental files consistent with the Town’s records retention policy; schedule appointments and meetings, procure supplies, assist with data entry and provide support related to the review, production, and distribution of staff reports.  

SUPERVISION RECEIVED AND EXERCISED

Receives direction from assigned management personnel. May exercise technical supervision over other clerical positions.

ESSENTIAL JOB DUTIES

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

• Perform administrative support to the Development Services Department, calendar management, formatting, copying, collating, compiling, binding and distributing simple and complex reports
• Author, type, format and edit letters, memoranda, staff reports, marketing materials, and public notifications and other documents.
• Administrative Support for Development Services Committees and Commissions.
• Compile and maintain complex, extensive paper, and electronic records, reports and files; act as a resource for other employees on the material in files and records maintained or processed.
• Assist with analysis as needed such as entering data and creating charts in Excel spreadsheets or entering data in the enterprise-wide financial software.
• Order and maintain office supply inventories and ensure office equipment in working order.
• Determine and manage priorities for multiple tasks to meet assigned deadlines.
• Open, sort and distribute incoming correspondence or mail.
• Schedule and coordinate meetings as required.
• Work cooperatively with other departments, outside agencies, and the public
• Assist in the authoring, editing, compilation and mailing of public notifications
• Provide administrative support in the updating, review and editing of marketing and outreach materials for the Development Services Department.
• Maintain professional appearance of departmental common areas.
• Understand the organization and operations of assigned department and Town as necessary to carry out responsibilities
• Understand and apply operating rules and procedures of department and Town
• Performs duties within OSHA standards
• Other duties as assigned

QUALIFICATIONS

Knowledge of:           

• Proficient knowledge of Adobe Acrobat and MS Office including Outlook, Word, Excel, PowerPoint, and Access.
• Working knowledge of enterprise-wide financial software preferred
• Bookkeeping principles and procedures; business mathematics
• Strong command of English language; spelling, grammar, and punctuation
• Type accurately at 45 words per minute

Ability to:      

• Communicate clearly and effectively in both oral and written form
• Understand and follow a variety of oral and written instructions with minimal supervision
• Apply operating rules and procedures of assigned department
• Establish and maintain effective work relationships with colleagues
• Maintain financial records and general filing systems
• Understand and perform routine accounting procedures
• Be proficient with and able to assimilate upgrades to a variety of computer software programs; operate standard office equipment and machines.
• Manage multiple tasks, meet deadlines and work under time constraints
• Consistently perform accurate, detailed work

EXPERIENCE AND EDUCATION

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

Experience:

Four years (4) of experience performing duties comparable to those of an Office Assistant, including one year of standard bookkeeping duties.

OR

Two years (2) of experience performing standard clerical duties, including usage of Microsoft Office Suite.

Education:     

The equivalent of the successful completion of twelfth grade; college degree preferred.

The Housing Authority of the City of Alameda is looking for a team-oriented professional to work as a Housing Specialist II (HS II) in the Housing Program Department. This position will focus on the Family Sufficiency Program (FSS) including coordination of activities, counseling, and evaluation of participants in the Family Self-Sufficiency program; provides or arranges for training programs, conducts orientations, evaluations, and appraisals of clients, collect data, file reports, provide technical assistance to the Housing Programs & Family Self-Sufficiency and other Authority staff; and housing assistance, including eligibility determination, landlord relations, coordination of activities, and counseling and evaluation of participants in the program.  

AHA reserves the right to use applications received from this advertisement to fill Program Assistant positions in other departments for up to one year.

To be considered for this career opportunity, submit an application form (located on the AHA website) and the required supporting documents. This position closes on 5:00 PM on Friday, October 4, 2024. Applications will be reviewed as they are received.

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

DEFINITION:

Plans, organizes, and supervises the Property and Evidence Section within the Police Department; performs and supervises a wide variety of duties involving the intake, storage, maintenance and distribution of property, evidence and supplies held by the police department.

CLASS CHARACTERISTICS:

The Property and Evidence Supervisor is a single position within the Police Department responsible for facilitating the safe and secure storage of all property and evidence under the department’s control. The position functions with a degree of autonomy that distinguishes it from the Property and Evidence Specialist classification, which primarily functions as a support position.  

EXAMPLES OF DUTIES (illustrative only)

Duties may include, but are not limited to:

• Assign, schedule, train and supervise the operation of the Property and Evidence Section.

• Receive, record, seal, store, and maintain strict security control of all incoming evidence and property acquired by the Police Department.

• Assist in the development of policies and procedures for the storage, security, processing and transferring of property and evidence stored by the Police Department.

• Conduct regular audits and inventories.

• Assist in maintaining chain-of-evidence records of evidential property and as required, testify in court.

• Transport property to and from the Police Department, court, and other locations including off-site storage, in a safe manner consistent with property and evidence handling best practices.

• Participate in the selection of staff.

• Approve time-off/leave/overtime.

• Respond to inquiries relating to property by telephone or at the public counter.

• Build and maintain positive working relationships with co-workers, other city employees and the public using principles of good customer service.

• Prepare, proofs and processes, and disseminate correspondence, memoranda, reports, proposals, forms, and other documentation relating to the Property and Evidence Section.

• Compile monthly statistical reports on work performed, interpret data, and prepare additional reports as required.

• Assist in preparation of the Property and Evidence Section budget.

• Coordinate the auction of unclaimed property.

• Provide leadership to develop and retain highly competent, customer-service oriented staff through training, employee development, coaching, mentoring, and day-to-day supervisory practices, which supports the department’s mission and values in assigned areas of responsibility.

• Use computer systems to perform continuous updates in evidence management databases for all evidence received, released and disposed; and computerized records management systems and court programs to determine the status of court cases; names of suspects, associated persons and interested parties; and the disposition of cases.

• Train Police Department staff on the proper packaging and submission of evidence; maintain detailed statistics on the number and type of evidence transactions.

• Attend training sessions on proper procedures for firearms safety, infectious disease control, hazardous materials awareness, occupational exposure to blood borne pathogens, evidence tracking and control systems, general forensic laboratory, and evidence collection, packaging, and sealing.

• Coordinate the 4th of July fireworks confiscation and destruction with Cal-Fire.

• Perform a variety of other duties as assigned.

The City of Berkeley's Police Department is recognized as one of the most progressive and innovative law enforcement agencies in the country, and continually strives to develop programs which focus upon increased service to the community in conjunction with enhanced effectiveness in combating crime. 

The City of Berkeley is seeking qualified candidates who are interested in becoming Police Officers. As a Police Officer Recruit, you will attend a California Peace Officer Standards and Training (POST) certified police academy to receive education and training in all aspects of law enforcement such as laws of arrest, search and seizure, crime prevention, community relations, first-aid, physical conditioning, self-defense, handling of weapons and other related duties. Upon graduation from the academy, the Police Recruit is sworn in as a Police Officer and assumes the duties of that position.

Click the following links for more information about this exciting career opportunity:
Police Officer Flyer
Join Berkeley PD | Police Officer Jobs
Video of us in action

 

MINIMUM QUALIFICATIONS

A typical way of gaining the knowledge, skills, and abilities for this position is completion of 60 college semester units. Previous volunteer or paid experience in a law enforcement support area is desirable.
 
Other requirements include:

• Must be free from any disqualifications for employment, including felony convictions.
• Must be legally authorized to work in the United States under federal law.
• Must be 21 years of age or older at time of appointment.
• Must be fingerprinted for purposes of search of local, state, and national fingerprint files to disclose a criminal record.
• Must be of good moral character, as determined by a thorough background investigation.
• Must be a high school graduate, pass the General Education Development Test or other high school equivalency test approved by the State Department of Education that indicates high school graduation level, pass the California High School Proficiency Examination, or have attained a two-year, four-year, or advanced degree from an accredited college or university.
• Must be found to be free from any physical, emotional, or mental condition, including bias against race or ethnicity, gender, nationality, religion, disability, or sexual orientation, that might adversely affect the exercise of the powers of a peace officer.
• Must possess a valid California driver's license and have a satisfactory driving record. 
• Must be able to meet physical, psychological and background standards. 
• Must be willing to work evening, night, weekend and holiday shifts. 
• Must be able to obtain required POST certification and maintain firearms qualification.

APPLICATION PROCESS

Applicants must submit a complete application and responses to the supplemental questionnaire. Please note that resumes are not a substitute for a completed application. 

Applications are available in alternative formats (audio-format, braille, large print, electronic text, etc.) upon request to ada@berkeleyca.gov. Please allow 10 days for production of the material in an alternative format. 

 

EXAM PROCESS

The exam process will include, but is not limited to: 

• Application review for minimum qualifications and required documents
• Written Exam: POST PELLETB
• Performance Exam: Physical Abilities Test (PAT)

The written exam and performance exam will be administered on the same day. See the job announcement for upcoming City of Berkeley exam dates. 

If you are unable to attend the City of Berkeley exam dates, you may register and take your exams with The Academy. The Academy charges a non-refundable materials fee of $10 for the written exam, $25 for the practice PAT, and $100 for the official PAT. After taking the exams and receiving passing scores, please attach your scores to your application.

POST will not authorize you to take the exam within 30 calendar days of having taken your last POST written exam. Please refer to the POST website for additional information.

Applicants may waive the written exam only by submitting a California POST Entry Level Law Enforcement Test Battery (PELLETB) T-score of 48 points or higher. We will accept California POST T-scores from other agencies provided the test was taken no more than one year prior to the date of application. Applicants must submit, on agency letterhead, a letter that states that the individual has taken the California PELLETB written exam. The letter must contain the total T-score and the date of the test. For information on where the PELLETB test is offered, please visit www.theacademy.ca.gov/tests.

Applicants may waive the performance exam only by submitting a California POST physical agility certificate, known as the Work Sample Test Battery (WSTB), with a score of 325 or higher.  The 1.5-mile run is not a requirement.  The test should not be dated no more than one year prior to the date of application.

Tests may consist of any combination of written, oral or other exercises or assessment procedures that test content and may include, but are not necessarily limited to, typing, math, reading, writing and analytical skills; problem solving ability; computer and software proficiency, or any other job-related knowledge, skill, ability or qualification. The examination process and dates are subject to change. The City may, without notice, change or eliminate any assessment component as needs dictate. Applicants passing all examination phases will have their names placed on an employment eligible list that hiring departments will use to conduct final selection interviews.

Reasonable Accommodations: The City is committed to making reasonable accommodations in the examination process and in the work environment. Individuals requesting reasonable accommodations in the examination process must submit a request in writing to hr@berkeleyca.gov at the time of application. 

The City of Berkeley invites you to apply for the position of Accounting Office Specialist II. In this role, you will be responsible for performing a variety of fiscal and accounting support tasks within complex accounting systems and utilizing automated accounting systems and spreadsheet applications.

Departments and divisions that may hire an Accounting Office Specialist II include: Finance, Accounting, Revenue Collections, Planning, Transportation, Parks, Public Works, and Health, Housing & Community Services.

This recruitment will create an eligible list that will be used by hiring departments to fill future temporary and/or career positions in the next 12 months.

MINIMUM QUALIFICATIONS

A typical way of gaining the knowledge, skills, and abilities for this position is: 
Equivalent to graduation from high school and two (2) years of accounting clerical support experience. College-level accounting coursework may substitute for the required experience, on the basis of twelve (12) semester or sixteen (16) quarter units equaling one year of experience.

Successful completion of college-level courses in accounting and budgeting and internal certificates of competencies in accounting, labor distribution and accounting software are highly desirable.

Must be able to travel to various locations within and outside of Berkeley to meet program needs and to fulfill the job responsibilities. When driving on City business, maintenance of a valid California driver's license and satisfactory driving record is required. 

APPLICATION PROCESS

Applicants must submit a completed application and responses to the supplemental questionnaire. Please note that resumes are not a substitute for a completed application. 

Applications are available in alternative formats (audio-format, braille, large print, electronic text, etc.) upon request to ada@berkeleyca.gov. Please allow 10 days for production of the material in an alternative format.

The City of Fremont's Human Services Department is recognized nationally and internationally for its innovation and effective programs. The Department works to sustain the City’s social service infrastructure, which promotes a healthy and safe environment for all residents. The Department also directly offers services to residents throughout their life course from infants to elders. Services offered to families are designed to help them become or remain self-sufficient.

Key Responsibilities:

• Provides information and referral services to residents within assigned site(s), including securing full range of social services as needed by individual residents.
• Maintains accurate and timely electronic documentation on all resident demographics, issues, requests, statistics, incidents, interactions and outcomes.
• Establishes constructive relationships with residents, community agencies, property management and related staff.
• Educates residents on service availability, benefits and other application procedures, tenant rights, tools for healthy living and lease compliance.
• Publishes building activities and events through flyers, newsletters and a monthly calendar.
• Leads a wide range of activities designed to build community and provide residents with opportunities for socialization, wellness, education and volunteering.
• Other duties as assigned by the management team.

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