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Administrative Services Manager

Utility Billing - Department of Finance

The City of Sunnyvale is seeking an energetic and motivated leader to join the City’s Utility Billing Division.  The Utility Billing Division is responsible for customer service, meter reading, billing, accounting, and auditing for the City’s three utilities (water, wastewater, garbage and recycling).  Utility Billing is also responsible for administering the City’s Business License, backflow compliance, and central cashiering functions.  The Administrative Services Manager will supervise customer service for the City’s cashiering, business license, and utility billing functions of the Finance Department.  This fast-paced position requires a professional with an outgoing personality to ensure a superior customer experience.  Experience managing a high-volume call center would be great but is not required.  Our office is open to the public Monday-Friday from 8:00am to 5:00pm.  Please be aware that remote work is not available for this position.

A complete application consists of a City application and supplemental questionnaire.  The final filing date is August 17, 2020 at 5:00 pm. For complete information regarding this current opportunity, please visit: www.sunnyvale.ca.gov            

Salary: $109,737.00 - $132,330.00 Annually

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 Housing Department, is seeking an Administrative Assistant that will work directly with the Policy 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 

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.

Under general direction, provides administrative and program support to the Town Clerk in the preparation of Town Council agendas, minutes, actions, ordinances, and resolutions, in the maintenance of official documents and records, in the administration of Town elections, and in overseeing the day-to-day activities, services, and operations of the Town Clerk’s function; provides varied technical, complex, specialized, and confidential office administrative support to the Town Clerk and other Town departments as assigned; coordinates assigned activities with those of other Town departments; acts for the Town Clerk on a relief basis; and performs related duties, as assigned. 

About the Responsibilities
Specific responsibilities of this position include but are not limited to:
• Assists in overseeing and performing functions of the day-to-day operations of the Town Clerk’s office, including the maintenance of administrative files, resolutions, ordinances, contacts, agreements, deeds, annexations, and other official documents; performs mandated and other Town Clerk duties in the absence of the Town Clerk.
• Monitors operations and activities of assigned programs; recommends improvements and modifications and prepares various reports on operations and activities.
• Maintains and implements the Town’s records management program; ensures legal compliance with retention schedules for Town records.
• Ensures compliance with the Public Records Act, the Freedom of Information Act, and the Brown Act; reviews and monitors legal requests for records; ensures that all public records are open to inspection at all times during office hours and that every person’s right to inspect any public record of the Town is upheld.
• Assists with preparation of Town Council meeting agendas and tentative agendas; assists in the assembly and distribution of agenda packets; prepares Council and Agency packets and approved resolutions, ordinances, and meeting minutes for archiving.
• Oversees the preparation, receipt, review, and processing of various reports and records; oversees and participates in processing business license applications.
• Provides assistance to the public and Town staff by helping to identify records and information relevant to requests; ensures timely response to all requests and communicates in writing with any requestor in cases of unusual requests that may cause delays in obtaining all requested information; justifies any nondisclosure and/or ensures deletion of any portions that are exempt from the mandate of the Public Records Act.
• Performs complex records management activities, including assigning record codes to documents, imaging and/or filing, storage, and destroying Town records.
• Assists in planning and conducting Town municipal elections as required by state law; participates in all election events.
• Assists in organizing, administering, maintaining, and monitoring all required Fair Political Practices Commission (FPPC) filings and election campaign disclosure statements.
• Administers policies and procedures and monitors filings of campaign statements for candidates, Council members, and all active committees as requested by state law; distributes forms and monitors filing of Statements of Economic Interests as required under the Political Reform Act of 1974; maintains a comprehensive list of designated employees under the Town Conflict of Interest Code.
DEPUTY TOWN CLERK
Closing Date: August 27, 2020 at 5:00 PM

Under general supervision, performs a variety of complex administrative and office support duties of considerable complexity requiring thorough knowledge of assigned department, its procedures, and operational details; provides information to the public and staff; and performs related duties as assigned.

Specific responsibilities of this position include but are not limited to:
• Prepares and processes various documents requiring knowledge of assigned department’s programs/projects, operations, and services and the ability to explain, interpret, and apply federal, state, and local laws, rules, regulations, codes, ordinances, and Town policies and procedures relevant to assigned area of responsibility.
• Screens calls, visitors, and mail; responds to complaints and requests for information; assists in interpreting and applying regulations, policies, procedures, systems, rules, and precedents in response to inquiries and complaints from the public; directs callers to appropriate Town staff; assists the public and directs the public to appropriate locations/staff.
• Serves as the point of contact for assigned department; receives, processes, and responds to public records requests, complaints, and other requests for information; researches and organizes information; ensures compliance with legal and regulatory requirements.
• Performs various accounting support work such as monitoring budgets, purchase order, and account balances; determining and calculating required fees; processing, reconciling, and verifying cash and monies expended and received; processing and auditing reimbursements, payment vouchers, check requests, and invoices; generating purchase orders; and allocating general ledger codes in accordance with Town policies and procedures.
• Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental policies and procedures in determining completeness of applications, records, and files.
• Organizes and maintains accurate and detailed databases, files, and records, verifies accuracy of information, researches discrepancies, and records information; ensures compliance with established records retention schedules including archiving, scanning, and destructing files.
• Designs, creates, and edits a variety of documents, including correspondence, letters, memos, agendas, reports, lists, forms, schedules, flyers, event materials, and reports.
• Researches, summarizes, and interprets data from various sources and prepares a variety of statistical and narrative reports according to established procedures and practices; may submit reports to various local, state, and federal regulatory agencies.
• Serves as recording secretary and provides staff support for assigned boards, committees, and commissions including preparing, posting, and distributing public hearing notices, agendas, and informational packets, preparing staff reports, coordinating meeting logistics and room set-up, attending meetings, taking and transcribing minutes, and processing action items; prepares and posts public and legal noticing related to board, committee, and commission actions.
• Performs a variety of office support duties such as scheduling and coordinating meetings, conferences, and trainings; coordinating travel arrangements; opening and routing mail; and ordering and maintaining equipment, office supplies, and other related supplies.
• Maintains department personnel files, including processing personnel action forms and sensitive/confidential personnel issues, preparing supervisor generated performance evaluation forms, processing accident/incident/workers’ compensation claim forms, filing pertinent documents, maintaining files in a secure location, and providing information to supervisors and managers.

For more information and to apply, please visit:

https://www.governmentjobs.com/careers/Cupertino

DEFINITION:

Under direction, the Accountant performs a full range of responsible professional level accounting activities, including maintaining, developing, verifying, and analyzing fiscal records and reports, ensuring compliance with internal controls; prepares financial statements, reviews fiscal records, and monitors financial transactions in accordance with prescribed accountings systems and generally accepted principles of accounting and auditing; provides technical support to Administrative Services Technician; and performs related duties and other work as required.

DISTINGUISHING CHARACTERISTICS:

This position performs journey level professional and highly technical accounting work of a varied nature. The requirement of a conceptual grasp of complex accounting systems and subsystems distinguishes this class from the Administrative Services Technician.

SUPERVISION RECEIVED/EXERCISED:

The Administrative Services Director supervises this position. Incumbents do not routinely exercise supervision over other staff.

The Purchasing Division of the Finance Department offers unique career development and advancement opportunities in public sector procurement and contracting. The Division is responsible for the centralized procurement of equipment, supplies, materials, IT, and non-consulting services pursuant to the City of San José Municipal Code Title 4, Chapter 4.12. The Division is also responsible for providing guidance and oversight for the procurement of consulting services which is managed by the individual City departments. 

The Purchasing Division is focused on delivering procurement and contracting services based on public procurement best practices. The team is headed by a Deputy Director, who oversees two purchasing-related workgroups. One workgroup is managed by a Program Manager who oversees a group of buyers and a staff specialist, who primarily handle tactical procurements such as low-bids, purchase orders, and p-card purchases. Another workgroup is managed by the IT & Strategic Procurement Manager who oversees a group of Senior Analysts, Analysts I/II, and the IT Buyer. 

This team is responsible for handling the City’s complex procurements (i.e., primarily Requests for Proposal) and contract activity. 

The work environment is dynamic and engaging, with procurement staff interfacing with nearly all City departments in delivering products and services. The Division offers opportunities for growth and advancement.

The Department of Finance is hiring a Senior Analyst in the Purchasing Division. The Senior Analyst is a management position that reports to the IT & Strategic Procurement Manager and is responsible for strategic procurement activities, projects, and agreements on behalf of various City departments.

Responsibilities for the position may include, but are not limited to:

- Working with various City departments to prepare, issue, and oversee complex Requests for Proposals (RFPs), Requests for Information (RFls), and other solicitation methods for City funded projects, as well as federal and state funded projects

- Managing strategic and complex procurement activities, including developing specifications and facilitating the evaluation process

- Developing, negotiating, writing, and executing strategic and complex contracts

- Administering contracts, including negotiating amendments, change orders and exercising options

- Drafting and preparing Council memoranda and responses to protests

- Training and educating City staff on Citywide purchasing rules, procedures, and processes

- Assisting departments with vendor management and contract management activities as required

- Performing data and financial analysis for purchasing and contracting activities

- Clearly expressing ideas verbally and in writing

- Preparing standard and ad hoc reporting

- Supervising assigned staff

- Conducting and facilitating Request for Quotes (RFQ) and Request for Bids (RFB) and issuing Purchase Orders (POs) as assigned

- Performing other duties and special projects as requested such as vendor training, emergency preparedness, and implementing procurement and contracting process improvements.

The actual salary shall be determined by the final candidate’s qualifications and experience. In addition to the starting salary, employees in the Senior Analyst classification shall also receive an approximate five percent (5%) ongoing non-pensionable compensation pay.

COVID-19 Remote Work

Please be aware that as a result of the COVID-19 pandemic, the Senior Analyst will most likely be expected to work remotely at least some, if not all, of the time until further notice. If this is required, the Senior Analyst will be assigned a laptop by the City with all software and software access required to perform the assigned duties. The Senior Analyst be required to have/provide their own internet connectivity and other requirements as specified in the City’s Remote Access Policy to be able to fully perform their responsibilities remotely in accordance with the City’s Policy Manual, Section 1.7.3 Remote Access, at https://www.sanjoseca.gov/your-government/city-manager/employee-relations/city-policy-manual.

The City of San José hosts approximately 80 student interns annually, from majors that include finance, graphic design, information technology, accounting, urban planning, political science, public administration, and many others. Applicants must be a current student enrolled in a college or university to apply and must continue to be enrolled during their employment/service with the City of San José.

Interns at the City have flexible hours to work around their school schedules. Undergraduate interns generally work between 20-30 hours per week and graduate interns work between 25-40 hours per week.
 

Please note that applications are currently not accepted through CalOpps or any other third party job board application system. To apply, applicants must complete an application via the City of San Jose’s website at www.sanjoseca.gov/citycareers.   

Departments that most frequently offer internship opportunities are listed below.  For more information on all City departments, click here.    
 
San Jose International Airport (SJC) is now accepting applications for Summer Internship Program. Student Interns at the Airport will learn and gain practical experience in multiple areas of airport operations and management. Interns will also be exposed to various airport industry careers while enriching their personal and educational goals.   

 
The Public Works Department’s  mission is to provide excellent service in building a smart and sustainable community, maintaining and managing the City’s assets, and serving the animal care needs of the community.  Interns can expect to perform substantive work, develop professional relationships, and help make a positive impact in the City of San Jose.  With 9 divisions providing a diverse array of services, the Department offers a unique variety of opportunities across a number of fields of study for students to enhance their academic learning with real world knowledge, receive valuable training while providing public service to the community, and experience a professional work environment where they can develop both work and life skills. Internship opportunities include: Administrative Services, Animal Care & Services, City Facilities Architectural Services, Development Services, Engineering Services, Equality Assurance, Facilities Management, Fleet Management, and Transportation and Hydraulics Services. 
 
The Environmental Services Department (ESD) has established a national reputation for environmental leadership and innovation with award-winning recycling, water conservation, water quality protection, and wastewater treatment programs. Its major initiatives are: healthy streams, rivers, marshlands and bay waters; reliable water, garbage, and recycling services; clean and green air, land and energy policy development; and community education aimed at environmental sustainability. Interns in ESD can work on fun projects, make presentations, create and prepare training materials, do valuable research, use tech savvy skills to help market materials and provide overall team support.
 
The Department of Transportation (DOT) maintains and operates the City of San José's transportation network of roadways, traffic signals, street lights, bicycle lanes, sidewalks, street trees and landscaping in addition to the public sewer system and storm drains. DOT's goal is to provide a transportation system that is safe, efficient, and convenient for all users, and that supports the City's livability and economic vitality. San José has adopted bold policy goals to be a leading city in the areas of environmental sustainability, innovation and fiscal efficiency. San José's DOT is organized into the following four divisions:

• Infrastructure Maintenance
• Transportation and Parking Operations
• Transportation Planning and Project Delivery
• Director's Office / Administration Services

San Jose Public Library is the largest public library system between San Francisco and Los Angeles. A proud recipient of the Gale/Library Journal Library of the Year Award, the library is an acknowledged leader in providing innovative services to meet changing customer needs. The San Jose Public Library enriches lives by fostering lifelong learning and by ensuring that every member of the community has access to a vast array of ideas and information.
 
Housed within the Office of the City Manager, the Office of Economic Development (OED) leads the implementation of the City of San Jose Economic Strategy by working with other City departments, private businesses, and community partners. OED has four integrated divisions: Business Development, focused on job creation, business attraction, expansion and retention; Business Operations and Real Estate, focused on revenue generation, management of city owned property, and Department administrative support; Cultural Affairs, responsible for arts and cultural development; and work2future, the federally funded workforce development program serving Silicon Valley.
 
The Information Technology Department's (ITD) mission is to enable the service delivery of its customers through the integration of City-wide technology resources.  ITD consists of four core service areas:  

• Enterprise Technology Systems and Solutions- Business Systems, Database Administration, Financial Management Systems, HR/Payroll, Integrated Billing 
• Information Technology Infrastructure- Core Network Infrastructure, Information Security, Telecommunications, Servers, Desktop Support, Email
• Customer Contact Center- Utility Billing, Internet Self-Service, General Information Requests
• Strategic Support- Budget/Fiscal Management, Procurement, Contract Administration, Human Resources Analytical Support.

The mission of the Parks, Recreation and Neighborhood Services Department (PRNS) is to cultivate healthy communities through quality programs and dynamic public spaces.  Through proactive, strategic work plans, the Communications team develops, creates and implements outreach that is creative, articulate and engaging while telling a story of “Building Community Through FUN”. 

Interns' skills and talents will contribute to the creation and activation of community-building places, programs and people. Interns will gain experience and build their portfolio as interns provide general support, assist in event production and work on specific programs and projects important to PRNS and the City. 

The Planning Division in the Department of Planning, Building and Code Enforcement (PBCE) is responsible for both long range planning--which involves guiding the City’s future by stewarding Envision San Jose 2040 (the City’s General Plan) and preparing  Urban Village plans and other area plans--as well as current planning through the review of development proposals.  The Planning Division implements policies and plans that determine where and how the City will grow  and how that growth will be balanced with the availability of infrastructure and services.

The PBCE internship program is designed to offer professional learning opportunities to undergraduate and graduate students who are interested in the urban planning field. Interns may be assigned to specific projects in the sub-disciplines of urban village planning, development review, zoning, urban design, transportation, economic development, housing, sustainability, historic preservation, Geographic Information Systems, and data analytics.   Interns will gain exposure to the operations of a planning department and have the opportunity to work on “real life” projects.

Finance Department – The Finance Department has over 100 employees who are dedicated to serve the needs of our customers throughout the City of San Jose. Our mission is to manage, protect, and report on the City of San Jose’s financial resources to enhance the City’s financial condition for our residents, businesses, and investors. Our services are provided to the organization and community through four separate divisions which include Treasury, Revenue Management, Accounting, and Purchasing. The range of services includes debt management, investments/cash management, payment processing, billing, accounts receivable, delinquent tax/revenue collections, payroll, accounts payable, financial reporting, risk management, and procurement services.

The Housing Department's mission is to strengthen and revitalize our community through housing and neighborhood investment. Since the Housing Department was established in 1987, the City has been a leader in affordable housing, creating more than 21,000 new housing opportunities for San José residents.

A major function of the Housing Department is its work as a funder. The Department utilizes numerous financing vehicles to bring new affordable housing to fruition and rehabilitate older affordable housing. The Department also funds grants for nonprofits to develop and provide social services, homeless response programs, and community infrastructure. Additional grants support Fair Housing policies, place-based neighborhood efforts, and meal programs for low-income seniors.

The Department oversees a range of other critical programs and initiatives, including rent control and stabilization programs for apartments and mobilehomes, and the City's Ellis Act Ordinance that protects the City's supply of affordable rental housing. And, working in partnership with other City departments and agencies, the Housing Department works to ensure the City has a variety of housing options in every neighborhood.

Salary Information

Student Intern Salary Range - $12.17- $17.38/hr (unbenefitted)
Graduate Student Intern Salary Range - $15.75 - $23.26/hr (unbenefitted)

The City of Belmont Finance Department is recruiting for the position of Deputy Finance Director (Assistant Finance Director).

Recruitment will be opened until filled. This recruitment is subject to close at any time without notice. Applicants are encouraged to apply as soon as possible. First review of applications will be August 17.

The Deputy Finance Director (Assistant Finance Director) directs, manages, supervises, and coordinates the City's day to day finance operations and activities including budget, payroll, purchasing, business licenses, accounts receivable, accounts payable, general ledger, fixed assets, financial planning and records maintenance, reporting, tax administration, and annual audit functions.  The position also coordinates activities with other divisions, departments, and outside agencies and provides highly responsible and complex administrative support to the Finance Director.  In addition, this position is responsible for treasury operations and debt management.  The position receives administrative direction from the Finance Director and exercises direct supervision over professional and technical staff.

Essential and other important responsibilities and duties may include, but are not limited to, the following:

• Direct, manage, supervise, coordinate and evaluate the work of staff responsible for the City's day to day financial operations and activities including the functions of budget, payroll, purchasing, business licenses, accounts receivable, accounts payable, general ledger, grants, treasury and debt management, computer systems applications, internal control and annual audit functions.
• Manage and participate in the development and implementation of goals, objectives, policies and priorities for assigned programs; recommend and administer policies and procedures.
• Participates in the maintenance of the indirect cost allocation plan and performs accounting work related to the integration of the plan with the automated financial system.
• Plan, direct, coordinate and review the work plan for accounting staff; assign work activities, projects and programs; review and evaluate work products, methods and procedures; meet with staff to identify and resolve problems.
• Oversee and participate in the development and administration of the annual operating and capital budget; participate in the forecast of funds needed for staffing, equipment, materials and supplies; monitor and approve expenditures; implement adjustments.
• Prepare, review and evaluate a variety of financial reports and statements including general ledger, bank reconciliation, budget variances, monthly and annual reports.
• Manages, coordinates and accounts for all long-term debt, pass-through agreements, and tax rebate programs.
• Oversees all internal accounting control functions.
• Develop and implement policies, procedures and controls to ensure compliance with laws, regulations, City policies and generally accepted accounting procedures; analyze fiscal transactions and records to ensure conformity and compliance with generally accepted accounting principles, procedures, practices and City codes and ordinances.
• Research and develop new revenue opportunities, support revenue diversification through economic development, enterprise cost recovery, fee for service programs and tax enforcement.
• Review monthly journal entries; allocate investment earnings to funds; allocate other cost and expenses and review employee expense accounts.
• Oversees year-end close of City, Successor Agency, Special District, and other agencies’ books and annual audit.
• Assist independent auditors with their annual review of financial records; prepare and provide support documentation and answer questions concerning financial records and accounting practices; ensure audits are completed in a timely manner.
• Provide the financial information for and assist with the administration of debt, issuance of municipal bonds, tax and revenue anticipation notes, tax allocation bonds and other forms of debt.
• Oversees operation, implementation or deployment of finance related computer systems applications.
• Provide staff support to the Finance Director; provide accounting services to the joint ventures of the City; perform the duties of Finance Director in the absence of same.

To review the complete job description, visit www.belmont.gov