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The Office of Mayor Sam Liccardo is recruiting for a full-time Executive Assistant to the Mayor. Under the direction of the Mayor’s Administrative team, this position will provide office administrative functions and general assistance to the Mayor.

 

The position requires an employee with strong and effective organizational skills; ability to handle heavy scheduling and multiple assignments; excellent written and oral communications skills, and the ability to develop and maintain effective and collaborative working relationships with community members and neighborhood organizations, key stakeholders, and City staff. Candidates must be willing to work occasional evenings and weekends, and as exempt management employees, are not eligible for overtime compensation.

 

Employees in this classification are not members of the classified civil service and are appointed "at will."  Each appointment is for a specified period to be determined by the appointing Mayor and does not extend past the end of the elected official's or appointing authority's term.  This unclassified position requires a disclosure of outside investments, real property interest, income, and business positions.

 

Typical Duties

The Executive Assistant to the Mayor will be primarily responsible for the following tasks:  

Provide executive support to the Mayor, serving as primary point of contact on all matters pertaining to the Mayor.

 

• Complete a broad variety of administrative tasks for the Mayor, including managing an extremely active calendar; coordinating complex and detailed travel logistics; and coordinating staff meetings and offsites.
• Coordinate arrangements for the Mayor’s meetings and speaking events, working directly with public and private sector representatives and event organizers. 
• Compose and edit routine correspondence and internal communications for the Mayor.
• Communicate with concerned constituents on incoming issues and concerns addressed to the Mayor and determine appropriate response or referral.
• Provide break coverage for the office receptionist, along with fellow administrative staff.
• Work under pressure at times to handle a wide variety of activities and confidential matters with complete discretion.
• Prioritize conflicting needs and handle matters swiftly and proactively through successful completion, often with deadline pressures.
• Maintain documents in compliance with the City’s record-retention plan.
• Perform other duties, of a similar nature or level, as required.

 

 

POSITION SUMMARY:

To contribute to police services by maintaining the police records system, by responding to citizen inquiries, and by providing information from the records system to other department personnel. This is the entry-level position in the Police Records Specialist series.

GENERAL ACCOUNTABILITIES: The following statements are intended as general illustrations of the work in this job class and are not all inclusive for specific positions.

 

1. Receives information and complaints from the public by telephone and in person, relaying information, as needed, to appropriate department personnel.
2. Responds to inquiries by the general public with information on police services and procedures.
3. Processes an index of a variety of police records and reports.
4. Enters data from various police reports.
5. Operates office machines and computers.
6. Receives bail money and schedules court dates.
7. Researches and supplies various information when requested by department personnel.
8. Researches and supplies various information and reports to authorized persons other than department personnel as permitted by law.
9. Searches prisoners of the same gender as needed; assists in the care of children brought to the attention of the Police Department; may assist in questioning of subjects or victims as needed.
10. Prepares cases for filing with the court or District Attorney’s Office, coordinates service of subpoenas on public and department personnel, maintains departmental forms supply as assigned.
11. Prepares monthly and annual statistical reports as assigned.
12. Maintains warrant system and coordinates prisoner transport as assigned.
13. Prepares police reports for minor incidents from information received in person or by telephone.
14. Sends warrant notification letters to offenders.  Confirms and verifies warrant information with other agencies.  Ensures warrants received from court are complete and accurate.
15. Seals and purges records in compliance with court orders and state statutes.

 

 

MINIMUM POSITION REQUIREMENTS:

KNOWLEDGE OF: Basic English and arithmetic; City and Police Department policies, procedures and services; types, sources and the nature of police records; techniques of body searches.

 

SKILL AND ABILITY TO: Accurately type 40 words per minute; maintain a wide variety of records related to police services; courteously and tactfully relate to the public and law enforcement personnel; process related police matters such as receive bail money, schedule court dates, etc.

 

PHYSICAL REQUIREMENTS AND GENERAL WORKING CONDITIONS: Occasional heavy and unpredictable workloads. Required to work rotating shifts, including nights, weekends and holidays.

 

EXPERIENCE AND EDUCATION:

• Training and experience equivalent to graduation from high school
• One year of full-time clerical experience

 

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

COMPENSATION:
This is a part-time, per diem position.
$25.00 to $40.24 hourly DOE
 

OTHER INFORMATION

Temporary employees are non-benefited, at-will positions. Since the City does not participate in Social Security and is required to provide an alternative retirement plan, you are required to participate in the City's defined contribution retirement plan through Nationwide where 3.75% of your gross compensation per pay period is deducted and put into the plan. The City matches this 3.75% for a total contribution of 7.5% of your gross compensation per pay period.

RECRUITMENT PROCESS:
The recruitment will remain open until the position is filled. Prior to hire, candidates will be required to successfully complete a pre-employment process, including a livescan background investigation. A conviction history will not necessarily disqualify an applicant from appointment; however, failure to disclose a conviction will result in disqualification or termination.
 

EQUAL OPPORTUNITY EMPLOYER

The City of Los Altos is an equal opportunity employer and does not discriminate in employment on the basis of a person’s race, religious creed, color, national origin, ancestry, mental or physical disability, medical condition, marital status, sex, age or sexual orientation. Candidates with a disability, which may require special assistance in any phase of the application or testing process, should advise City of Los Altos upon submittal of application. Documentation of the need for accommodation must accompany the request.

 

LIMITATIONS AND DISCLAIMER

The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position. All job requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.  

 

POSITION SUMMARY:

The Office Assistant I provides administrative support to the Recreation & Community Services Department, which includes program registration, facility reservations, recordkeeping, customer interaction and point of sale. Duties include responding to phone, mail, email and in-person inquiries, as well as requests from citizens, employees and other City departments. The Office Assistant I performs receptionist duties, including: typing, word processing, use of computer programs and applications, recordkeeping, organizing and compiling data, filing, computerized data entry, organizing calendars, working efficiently and effectively within Recreation & Community Services Department and other departments with minimal supervision and with outstanding customer service. This is a part time position that averages 25 hours per week.

 

 

GENERAL ACCOUNTABILITIES: The following statements are intended as general illustrations of the work in this job class and are not all inclusive for specific positions.

 

1. Serve as the Recreation & Community Services Department’s first line of customer contact
2. Establish and maintain positive relationships with customers, employees, contractors and volunteers
3. Advise customers on the selection of programs that best fit their areas of interest
4. Assist customers in determining which rental facility to use for their events
5. Support annual & quarterly instructor management tasks
6. Enter activity data into the registration software
7. Performs other administrative/clerical duties as assigned

 

MINIMUM POSITION REQUIREMENTS:

KNOWLEDGE OF: Basic office practices and procedures, including filing and the operation of standard office equipment, computers, related software, phone systems, fax/copy machines and email communications; Microsoft Office Suite including Word, Excel and Outlook; correct English usage written and verbal, including spelling, grammar, and punctuation; business letter writing and the standard format for typed materials; policies and procedures related to the department to which assigned; basic business data processing principles; effective time management principles; customer service principles; basic accounting principles.

 

SKILL AND ABILITY TO: Develop and maintain office files; compose routine correspondence from brief instructions; use initiative and sound judgment within established guidelines; prioritize work and coordinate several activities; multitask; communicate tactfully and effectively with the public, including interpreting and applying detailed rules and policies; rapidly learn, understand, retain and utilize directions, procedures, policies, processes and programs of the Recreation Department; provide excellent customer service to staff and customers in-person and via email and telephone; work harmoniously as part of a team or independently; perform successfully all the requirements of the position.

 

PHYSICAL DEMANDS: Sit at a desk for long periods of time; repetitively use fingers and/or wrists or hands while twisting or applying pressure; maintain mental capacity which allows the capability of making sound decisions and demonstrating intellectual capabilities; have rapid mental/muscular coordination; maintain effective audio/visual discrimination and perception to the degree necessary for the successful completion of assigned duties; and lift up to 25 lbs, and carry up to 10 lbs; maintain a professional and neat appearance.

 

EXPERIENCE AND EDUCATION:

Any combination of the listed experience and education requirements may lead to a qualifying application. A typical way to obtain the knowledge and abilities would be:

• Education: Equivalent to graduation from high school. Completed college-level coursework is desirable.
• Experience: A minimum of one year of responsible secretarial or administrative experience. Prior experience with activity registration and facility rentals is highly desired.
• Valid California driver’s license is desirable
• Previous experience working with the public is desirable

 

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

OTHER INFORMATION

Temporary employees are non-benefited, at-will positions. Since the City does not participate in Social Security and is required to provide an alternative retirement plan, you are required to participate in the City's defined contribution retirement plan through Nationwide where 3.75% of your gross compensation per pay period is deducted and put into the plan. The City matches this 3.75% for a total contribution of 7.5% of your gross compensation per pay period.

 

COMPENSATION:
This is a part-time, temporary position. Approximately 25-29 hours per week.
$16.75. to $20.75 hourly DOE

RECRUITMENT PROCESS:
The recruitment will remain open until the position is filled with a first review date of November 19, 2019. Prior to hire, candidates will be required to successfully complete a pre-employment process, including a livescan background investigation. A conviction history will not necessarily disqualify an applicant from appointment; however, failure to disclose a conviction will result in disqualification or termination.
 

EQUAL OPPORTUNITY EMPLOYER

The City of Los Altos is an equal opportunity employer and does not discriminate in employment on the basis of a person’s race, religious creed, color, national origin, ancestry, mental or physical disability, medical condition, marital status, sex, age or sexual orientation. Candidates with a disability, which may require special assistance in any phase of the application or testing process, should advise City of Los Altos upon submittal of application. Documentation of the need for accommodation must accompany the request.

 

LIMITATIONS AND DISCLAIMER

The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position. All job requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.  

 

Casual Special Project Assistant 2
Census 2020 Outreach (Job Code 9573)
  Definition: To develop, plan and organize the City's Census Outreach Program which provides information on Census 2020 to residents, particularly those individuals who might not be reached through the City's traditional communication methods.

Distinguishing characteristics: This position reports directly to the Administrative Analyst in LCS but may receive direction from other staff in the LCS.   Duties: (May include, but are not limited to, the following):
 

• Develop, plan, and organize activities to promote and disperse Census 2020 information of services of services and programs to North County residents with a focus in reaching out to residents in the following languages: English, Spanish, Mandarin, and Hindi.
• Attend community festivals, special events, public meetings and gatherings as appropriate to promote Census 2020
• Take initiative to develop relationships with neighborhood leaders, communities of faith, schools, nonprofits and local support agencies to promote the Census
• Translate or arrange for the translation of Census marketing materials
• Monitor and coordinate the daily operation of the community outreach program; maintain appropriate records and statistics; evaluate the effectiveness of the assigned program
• Coordinate website updates related to Census outreach and promotions
• Perform other related duties as assigned

WORKING CONDITIONS
Position requires sitting, walking, standing, bending, squatting, climbing, kneeling, and twisting in the performance of daily activities. The position also requires hand manipulation in simple grasping, pushing and pulling, and fine manipulation. The position requires repetitive hand movement and fine coordination in using a computer keyboard.  Additionally, the position requires near and far vision in reading reports, work related documents using a computer. Acute hearing is required when providing phone and personal customer service. The need to lift, drag and push files, paper, books and documents weighing up to 25 pounds is also required. Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodation.

 

Education & Experience
The minimum qualifications for education and experience can be met in the following way:

Graduation from High School or the tested equivalent; AND
One year of related work experience that provides the required knowledge and abilities.
 
Knowledge of:

• Methods, techniques and procedures in the delivery of community outreach;
• principles and procedures for implementing and directing community outreach and civic engagement activities;
• modern office procedures, methods and computer applications and equipment

Ability to:

• Develop and coordinate a Census 2020 community outreach program suited to the needs of the culturally diverse community.
• Communicate with multicultural groups;
• Understand and respect cultural differences; translate written and verbal communication
• Bilingual in one of the following languages: Spanish, Mandarin and Hindi.

Licenses/Certificates:
Possession and continued maintenance of a valid class C California driver's license or the ability to provide alternate transportation as approved by the appointing authority and a safe driving record.
Desirable Qualifications
 

• Bachelor's Degree in public administration, business administration, or a related field.
• Administrative or staff services experience in local government.

APPLICATION PROCESS
If you are interested in this opportunity, please submit a City of Sunnyvale employment application and responses to the supplemental questions to the Department of Human Resources.

City application forms, completed in full and responses to the supplemental questions are required. Candidates are asked to fully describe any training, education, experience and/or skills relevant to this position. Resumes are not accepted in lieu of the application, please do not indicate "see resume" on application or supplemental questions. Electronic applications may be submitted on-line through the City's employment page; go to Sunnyvale.ca.gov, Search: Jobs or application materials may be submitted to: Department of Human Resources, 505 West Olive Avenue, Suite 200, Sunnyvale, CA 94088. Late or incomplete applications will also not be accepted. Please submit application materials as soon as possible to be considered for this position as this job posting may close without notice.  

SELECTION PROCESS
Applications will be competitively screened based on the minimum qualifications of this position. Based upon a review of the application materials, the most qualified candidate applications will be forwarded to the hiring department for review. Application materials will be evaluated for job-related skills, experience and education. Individuals with the best match to the position will be invited to participate in an interview.

Applications are reviewed on an ongoing basis and information regarding next steps in the recruitment process will be sent via email. Please check your email regularly for status updates. If you have not heard back within five working days, please contact Faye Brand at fbrand@sunnyvale.ca.gov or 408-730-3015.

Any candidate, selected by the hiring department will be required to successfully complete a pre-employment process, which may consist of a background history check, as well as medical exam(s) administered by a City-selected physician(s) before hire. Prior to starting work, all newly-hired employees will be fingerprinted to check conviction history. A conviction history will not necessarily disqualify an applicant from appointment; however, failure to disclose conviction history will result in refusal of employment or termination. Positions which are covered by the Department of Transportation regulations are required to submit to a pre-employment drug test and to random drug and alcohol testing.

ADDITIONAL INFORMATION
For more information regarding this employment opportunity, contact Jennifer Acuna at (408) 730-7332 or by email at jacuna@sunnyvale.ca.gov. For information relating to the application process contact Faye Brand, Human Resources Technician at (408) 730-3015 or email: fbrand@sunnyvale.ca.gov. 

The information contained within this announcement may be modified or revoked without notice and does not constitute either an expressed or implied contract.
 

The City of Sunnyvale is an Equal Opportunity Employer. It is the policy of the City of Sunnyvale not to discriminate against all qualified applicants or employees on the basis of actual or perceived race, religion (including religious dress or grooming practice), color, sex (includes gender, pregnancy, childbirth, medical conditions related to pregnancy or childbirth, breastfeeding or medical conditions related to breastfeeding), gender identity and/or gender expression, sexual orientation (including heterosexuality, homosexuality and bisexuality), ethnic or national origin, ancestry, citizenship status, uniformed service member status, marital status, family relationship, age, cancer or HIV/AIDS related medical condition, genetic characteristics and/or genetic information, and physical or mental disability. Applicants needing special accommodations for testing should submit a request to the Department of Human Resources at time of application.

Are you a motivated, energetic, and creative individual interested in working for an agency making a difference for people in Santa Clara County? Are you detail-oriented yet able to understand the big picture? The award-winning Santa Clara County Housing Authority (SCCHA) is looking for talented individuals to be a part of a collaborative, innovative organization dedicated to making homes and growing communities in Santa Clara County.

The Executive Department, which provides strategic direction to all departments and executes the long-term vision for the Agency under the direction of the Board of Commissioners, is currently seeking applicants for an Administrative Assistant position. The Administrative Assistant will work directly with the Executive Management Team providing confidential secretarial, administrative and project support. This position will act as a liaison between management and other staff, outside agencies, and the public, coordinating resolutions when appropriate.

 

Administrative Assistant for the Executive Department

Closing Date: OPEN UNTIL FILLED.

Salary: $25.79 - $34.57 Hourly DOQ

Under general supervision, performs a wide variety of responsible, confidential, and complex administrative support for a Housing Authority (Agency) department, management, staff and boards, including the compilation and preparation of a variety of complex reports and department/team budget and assisting in the implementation and monitoring of programs and/or projects; coordinates and serves as a liaison for assigned programs, projects, and activities with other Agency departments, outside agencies, and the general public; performs related work as required.

 

This is the journey-level class in the administrative support series.  Incumbents at this level are capable of performing complex administrative and office support duties, including assisting in implementing and monitoring department-related projects and programs.  The work has technical and programmatic aspects, requiring the interpretation and application of policies, procedures, and regulations and involving frequent contact with staff and the public, as well as performing various research functions.  Employees at this level are required to be fully trained in all procedures related to the assigned area(s) of responsibility, and working with a high degree of independent judgment, tact, and initiative.  Dependent upon assigned department, may provide support for board activities, public records requests, and other duties as required.

 

RESPONSIBILITIES

• Provides confidential secretarial, administrative and project support for assigned management, departmental staff, and boards; acts as a liaison between management and other staff, outside agencies, and the public, coordinating resolutions when appropriate.

• Assists or administers assigned department projects and/or programs as assigned by management staff; provides assistance in various research and department-related projects, including development and administration of department and/or affiliate budgets, contract agreements, subpoenas and public information requests, and grant applications.

• Organizes and carries out administrative assignments; researches, compiles, and organizes information and data from various sources on a variety of specialized topics related to programs in assigned area; checks and tabulates standard mathematical or statistical data; prepares and assembles agendas, minutes, resolutions, reports, and other informational materials.

• Composes, types, edits, and proofreads a variety of complex documents, including forms, memos, administrative, statistical, financial, and staff reports, and correspondence for department management and staff; inputs and retrieves data; checks draft documents for punctuation, spelling, and grammar; makes or suggests corrections.

• Researches, prepares and processes reports, forms, and records, such as requests for payments, purchase orders, invoices, requests for proposals, bid packages, contracts and agreements, legal documents, hearing notices, Board memos, draft resolutions, notices of determination, and mailing lists for public hearing items.

 

 

 

Are you a motivated, energetic, and creative individual interested in working for an agency making a difference for people in Santa Clara County? Are you detail-oriented yet able to understand the big picture? The award-winning Santa Clara County Housing Authority (SCCHA) is looking for talented individuals to be a part of a collaborative, innovative organization dedicated to making homes and growing communities in Santa Clara County. 

 

The Executive Department, which provides strategic direction to all departments and executes the long-term vision for the Agency under the direction of the Board of Commissioners, is currently seeking applicants for a Management Analyst position. Serving as Clerk of the Board, the Management Analyst will work directly with the Executive Management Team providing professional-level administrative support for the Board of Commissioners and Affiliate Boards, including maintaining official records of actions and coordinating activities between departments. The position will also be assigned special projects in general support of the department and agency, such as: policy review and development; compiling and analyzing data; developing Request for Proposals (RFPs); contract development and administration; budget development and expenditure tracking; and participation on inter-departmental projects and teams.

 

Desirable qualifications include prior analytical experience, preferably working with a council, board or commission, the ability to multi-task in a fast-paced environment, and the ability to work collaboratively with others as well as independently.

 

TO VIEW JOB ANNOUNCEMENT, CLICK ON THE 'JOB ANNOUNCEMENT URL' BELOW.

 

Working as a census worker can be a great way to make extra money while helping your community. The U.S. Census Bureau is recruiting thousands of people across the country to assist with the 2020 Census Count. In Santa Clara County, the Bureau is looking to hire over 1000 census workers for a variety of temporary jobs, including census takers (also referred to as enumerators), recruiting assistants, office staff, and supervisors. Positions offer excellent pay ($24-$33 hourly rate), flexible hours, and paid training.

Immediate positions available for Partnerships Specialist. Apply Today! Application closes on March 25, 2019. Bilingual skills are highly desirable (Spanish, Chinese, Vietnamese, Tagalog).

For more information or to apply for field positions (census takers, enumerators, address listers), visit www.2020census.gov/jobs

 

The City of Sunnyvale is seeking a Public Safety Senior Records Specialist responsible for performing a wide variety of general administrative, technical, and clerical records support duties in the Records Division of the Department of Public Safety, including maintenance of records and files, providing support to sworn personnel, and providing information to the public, outside agencies and departmental staff; and providing lead supervision to division staff. Graduation from high school or tested equivalent; AND
Two years of experience as a Public Safety Records Specialist I/II with the City of Sunnyvale or three years of clerical or technical experience in a related law enforcement records capacity in a criminal justice agency that would provide the required knowledge, skills and abilities is required for this position. The City of Sunnyvale provides an excellent benefits package. A complete application consists of a City application and supplemental questionnaire. The position is open continuous. For complete information regarding this current opportunity, please visit: www.sunnyvale.ca.gov , click on City jobs.

 

Salary: $64,317.14 - $82,086.58 Annually