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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

The Organization

Fremont is a well-managed and innovative city. Located in the heart of the Bay Area and Silicon Valley, Fremont prides itself on innovation, clean technology and advanced manufacturing, a low crime rate, great schools, a low unemployment rate, quality parks, nearby open space, and an incredibly diverse population of over 235,000 residents.  With its strong and diversified business base, Fremont is an important economic force in the region.  The City strives to be an innovator in municipal government, with dynamic leadership provided by the City Council and City Manager. 

The Position

Under administrative direction from the Fire Chief and Deputy Fire Chief, the Emergency Services Manager will develop, coordinate and implement the City’s preparedness, and response and recovery programs.  In addition, the position will provide expert, professional assistance to the City’s executive management staff, and train and supervise assigned staff.

Examples of Responsibilities

· Plans, organizes, directs, evaluates and modifies emergency management functions and programs to ensure the readiness of the City’s Emergency Operations and personnel; develops goals, objectives, policies, procedures and work standards for such functions and programs.

· Schedules regular testing procedures to insure operational efficiencies and activates sections of the emergency plan at the direction of the Fire Chief and City Manager.

· Maintains the Community Emergency Response Team (CERT) and Medical Reserve Corps (MRC) program and provides CERT/MRC members with training exercises in emergency relief efforts.

· Manages the EOC (Emergency Operations Center) Committee, which is tasked with improving the operational readiness of the EOC.

· Trains, or provides for the training of, various City personnel to establish and fulfill roles and responsibilities for emergency preparedness; coordinates City and regional training exercises; evaluates and makes recommendations on training materials and equipment related to emergency preparedness, response and recovery.

· Prepares user manuals for emergency procedures.

· Partners with representatives of City departments, public and private support and relief agencies, businesses, homeowners, educational and other groups regarding City emergency services.

· Assists in the preparation and administration of the division budget; develops and monitors grant-funded program budgets; and monitors Federal and State disaster reimbursement programs.

· Identifies potential hazards in the community and develops action plans while monitoring natural disasters, hazardous spills, biological and chemical attacks and other acts of terrorism.

· Works closely with Staff and other public and private groups to coordinate plans for city-wide emergency services projects.

· Coordinates critical infrastructure and telecommunication needs in the event of an emergency and administers any EOC management software system for the City.

· Advises Fire Chief during an emergency in the full operation of the Emergency Operations Center.

· Prepares or reviews reports for the City Manager, City Council, Fire Chief, Deputy Fire Chief, Disaster Council or other commissions.

· Represents the department before civic and community groups and increases community participation in the programs via outreach activities.

· Plans, organizes, directs, reviews and evaluates the work of assigned staff and volunteers.

· Confers and negotiates agreements with public, non-profit and private sector resource agencies for support of the City before, during and after a declared emergency.

· Confers with State and Federal emergency management representatives in supporting City emergency management activities and assures conformity of City emergency management programs with Federal and State requirements.

· Promotes citizen and community hazards awareness and disaster education programs, provides self-help programs on emergency planning and preparedness, as well as hazard identification and risk assessment to neighborhoods, school districts and businesses.

· Works to foster a City-wide integration of disaster resistant community goal with those of sustainable development.

· Other duties as assigned.

Description

The District has an exciting position developed in partnership with Facebook.  This position works closely with the District’s Emergency Services Manager and is primarily embedded at Facebook, serving as the District’s onsite liaison.  The classification is categorized as a Public Service Assistant and is a limited duration assignment.  Please read below for more details:

Definition

The Public Service Assistant is a general classification that provides various support to the District in a limited term role.  As a limited term position, funding is not guaranteed for this position from one budget year to the next.  This classification covers 3 levels, PSA I/II/III, and has different requirements based on the scope of the work needed.  The PSA classification can be flexibly staffed and filled at any one of the 3 levels.  However, for this recruitment, the District is seeking a level II or level III.

This limited term Public Service Assistant position works on emergency response and contingent planning, emergency preparedness, situational awareness, continuity of operations, coordination within an emergency operations center (EOC) and dynamic field environment for Facebook and the community.

Ideal Candidate

Typical and Important Duties include:

1. Attend regular joint internal and/or external briefings;
2. Create project plans with milestones to measure individual performance;
3. Provide weekly updates to Facebook’s Global Security Emergency Services leadership on progress of work;
4. Provide a Continuity of Operations Plan which may include:
   1. Emergency operations at Facebook
   2. EOC operations and exercises
   3. Trainings, exercises, and team building
   4. Documentation, report writing and compliance
   5. Recommendations for improvement to emergency operations
5. Guide planning and preparedness efforts;
6. Align various cross-functional internal and external stakeholders;
7. Work closely with Facebook’s Global Security Emergency Services team and other internal teams as necessary, and with regional public safety partners.
8. Participate in coordination of regional emergency response work as it applies to Facebook and MPFPD;
9. Provide strategic leadership, improvement, mitigation and best practices;
10. If needed, coordinate or develop business continuity strategies; and
11. Other tasks as assigned by the Fire Chief.

Job-related Qualifications

Knowledge of:

• Principles and practices of office and records management.
• Review and development of emergency management and response plans, including Emergency Operations Plans, Standard Operating Procedures (SOPs), Incident Action Plans (IAPs), Job Aids, Incident Response Plans (IRPs), Business Continuity Plans (BCPs) and Continuity of Operations Plans (COOPs).
• Applicable federal, state and local laws, rules, and regulations.
• Principles and practices of administrative, organizational and procedural analysis.
• Principles and practices of public relations and public education.
• Principles and practices of local, regional, state and federal emergency management.
• Basic community emergency and disaster support and assistance practices and resources.

Ability to:

• Develop and implement new disaster programs within the District.
• Ensure coordination and alignment of Facebook plans with District procedures and expectations.
• Create project plans with measurable milestones.
• Coordinate multiple activities, meet deadlines, and work independently with a minimum of supervision.
• Prepare clear, accurate and concise reports, procedures, and other written materials.

• Serve as the primary District representative at Facebook internal meetings and  in meetings with other public and private organizations as required.
• Work with a diverse group of individuals and adapt the program accordingly.

• Communicate effectively in writing, orally, and with others to assimilate, understand, and convey information, in a manner consistent with job functions.
• Establish and maintain cooperative relationships with employees, supervisors, and the public.
• Learn and effectively apply local, state, and federal codes, laws, and regulations.
• Take a proactive approach to customer service issues.
• Use and maintain equipment in a safe manner.
• Understand and carry out safety policies, rules, and regulations.
• Recognize and preserve confidentiality regarding sensitive information learned in the course of the job.
• Assist with the development of strategic plans.

Skill in:

• Interpreting and applying applicable federal, state, and/or local laws, rules, and regulations.
• Speaking in public and giving presentations, and working with the community.
• Basic keyboarding.
• Operating a personal computer and appropriate worked-related applications, such as word processing, spreadsheet, calendaring, and e-mail systems, etc.

Experience and Training

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

Experience: Two years of progressively responsible administrative experience in a related public safety field, such as office of emergency services, fire, police, emergency medical, or emergency communications.

Training:  Equivalent to graduation from high school.  Possession of an Associate’s degree in a related field is preferred.

Licenses and Certificates

All licenses and certifications must be maintained as a condition of employment.

• Possession of, or ability to obtain, an appropriate, valid California Driver’s License, which must be maintained as a condition of employment.
• Must be able to pass a Department of Justice background check.

• CPR/First Aid Certification is desirable.

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)

WILDFIRE MITIGATION AND EMERGENCY

 PREPAREDNESS SPECIALIST

San Rafael Fire Department

Full-Time (37.5 hours per week)/Fixed-Term Position

$71,116 - $90,753 per year

($36.47 - $46.54 per hour)

  Limited Benefits Available

APPLICATION DEADLINE:    Apply by Monday, July 20, 2020 for first consideration

The City of San Rafael Fire Department is seeking to fill the position of Wildfire Mitigation and Emergency Preparedness Specialist.  Fixed-term appointments may be made for up to a three-year period. Continued appointment in this position is contingent upon funding and job performance.  This is an “at will” position.  This position has limited benefits available. 

Under supervision, the Wildfire Mitigation and Emergency Preparedness Specialist will support the implementation of the San Rafael Wildfire Prevention and Protection Plan and Marin Wildfire Prevention Authority (MWPA) goals; work to improve community disaster preparedness through outreach, education, and engagement; support the San Rafael Community Emergency Response Team (CERT) program; support Firewise communities, and Neighborhood Response Groups (NRG’s); support Emergency Operation Center (EOC) functions); and augment designated fire prevention and emergency management staff on strategic projects and programs.       

Essential Duties and Responsibilities:

• Draft policies and procedures, plans, and ordinances related to wildfire prevention and emergency services.
• Deliver training and provide subject matter expertise on fuel reduction measures in alignment with environmentally sound/safe practices and existing ordinances.
• Represent the department through collaboration with multiple community-based organizations, partner agencies and varied stakeholders involving emergency and non-emergency settings.
• Support and coordinate San Rafael CERT and San Rafael-hosted CERT trainings.
• Support emergency alerting and notifications, including educational endeavors and outreach, and database management.
• Support, coordinate, and conduct disaster preparedness and mitigation through public outreach and training opportunities.
• Support the development and implementation of Emergency Operation Plans, including evacuation planning and continuity of operation plans. 
• Support the implementation of the Wildfire Prevention and Protective Action Plan.
• Other duties as assigned.

Knowledge of:

• Emergency, environmental and fire hazard prevention; principles and practices of emergency management, including hazard identification, mitigation and disaster preparedness; urban interface education/training,
• California Standardized Emergency Management System (SEMS), Incident Command System (ICS) and the National Incident Management System (NIMS); Emergency Operations Center (EOC) structure and operating procedures; emergency operations communications systems.
• State and Federal damage reporting and reimbursement procedures; accounting, budgeting, and contract principles and methods; principles and practices of program coordination, development, administration and evaluation.
• Injury and illness prevention practices (IIPP) as well as pertinent federal, state and local laws, codes and regulations.
• Preparing and presenting public information; teaching; and public speaking.

Ability To:

• Prepare and present detailed plans and procedures; develop and present training programs for staff and the public.
• Interpret and apply federal, state and local laws, rules and regulations.
• Learn and retain local geography and resources as they relate to emergency management planning and operations; stay abreast of emergency management requirements and standards as well as analyze and evaluate new program techniques.
• Prepare clear and concise reports; express ideas and communicate clearly and concisely, both orally and in writing; coordinate, train, oversee and evaluate staff and volunteers.
• Logically and creatively utilize a variety of analytical techniques to solve complex emergency management challenges.
• Participate in the development and administration of department goals, objectives, procedures and budgets; work cooperatively with the public and emergency response agencies.
• Identify and analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals; research, analyze and evaluate new service delivery methods and techniques.

Minimum Qualifications Required Possession of one or more of the following is desirable:

1. A background in customer service or public service
2. Completion of CA State Fire Marshal 1A, 1B, 1C, 1D, 2B, & 2C courses
3. ICC Certification Fire 77, CA, CF, & CP

• Bachelor’s degree from an accredited college or university with major coursework in emergency management, fire management, public administration, or a related field, AND/OR
• Three (3) years of technical-level experience in an organization performing emergency management, disaster planning, and/or response, which has provided knowledge of emergency management concepts, terminology and basic procedures, OR
• An equivalent combination of education and experience sufficient to successfully perform the duties and responsibilities of the position.
• Must possess and maintain a valid California driver’s license, with a satisfactory driving record.

Interview Process:  The most qualified applicants will be invited to interview.    

Application and Selection Process:  Resumes do not substitute for the City application.  Candidates should detail related education and experience on the application since this information will be used to determine who will be invited to participate in the next phase of the examination process.  The examination process may include any or all of the following:  application appraisal and oral board interview examination.  NOTE:  Prior to appointment, candidate must pass a background check/fingerprinting, and DMV check.  To file an application on-line go to www.calopps.org.  Select “Member Agencies”.  Select “Northern Bay Area”.  Select “San Rafael”.

Follow this link to apply for this position:  https://www.calopps.org/san-rafael/job-20020829

Reasonable Accommodation:  The City of San Rafael will make reasonable accommodations in the exam process to accommodate disabled applicants.  If you have a disability for which you require an accommodation, please contact us at (415) 485-3474 before the oral board date.

THE POSITION

The Finance Department is recruiting for an Administrative Technician I or II to perform a variety of routine and complex accounting, financial and statistical duties involving the city’s purchasing and procurement process, contract management, general accounting, cashiering, accounts receivable, accounts payable, business licenses and utility billing.  This position provides assistance to internal departments in the management of the City’s procurement process and contract management software and other Finance Department processes. 

EDUCATION AND/OR EXPERIENCE:

Administrative Technician I:  A typical way of obtaining the required qualifications is to possess the equivalent of two years of responsible procurement and contract management experience, clerical accounting experience, including financial or statistical record keeping, cashiering, accounts receivable, accounts payable, business license administration, and a high school diploma or equivalent supplemented by specialized coursework in accounting or business practices.

Administrative Technician II: In addition to the above, a bachelor’s degree in accounting, business administration, finance or a related field is highly recommended.

APPLICATION REQUIREMENTS

Completion of an application and response to the supplemental questionnaire is required. Application will be considered incomplete if a response is not provided to all of the supplemental questions.  A résumé and/or cover letter may be submitted, but should not be used as a substitute for proper completion of the application. 

Essential Functions

Under supervision from the Finance Manager, or designee, this position performs a variety of accounting and administrative tasks, including but not limited to:

• Prepares, reviews, and maintains a variety of documents related to the City’s purchasing and procurement process, contract management, financial and statistical records involving general accounting, cashiering, accounts receivable, accounts payable, business licenses and utility billing; provides assistance to internal departments in the management of the city’s procurement process and contract management software.
• Provides customer service in person and by telephone; performs cashiering duties; performs routine and complex administrative support duties, including administrative support to management staff, and other staff, in one or more departments as needed; interprets and applies policies, procedures and work methods associated with assigned duties; performs other related duties as required.
• Assists with leading a full range of city-wide procurement processes; assists in developing, implementing, and managing city contracts, agreements, procurement of goods, services and leases related to the City’s purchasing and procurement process.
• Maintains all records for the City purchasing card program in accordance with administrative regulations; issues new cards; assist in setting limits for purchases; contracts issuing bank for customer service on all issues relating to the program; prepares and reconciles monthly statements; maintains records of all transactions; reviews card holders on a monthly basis to determine accuracy; and reviews records on a monthly basis for compliance with City policies.
• Identifies opportunities for operational and procurement process improvement; reviews non-contracted purchases to identify opportunities for standardization contracting and cost reduction; evaluates potential service contracts and purchases for adequate use of the City’s formal and informal bidding procedures
• Provides assistance and is responsible for systematic reporting including but not limited to contracts completed, cost savings, progress payments, and invoice audit; reconciles invoices and related documentation and prepares accounts payable for payment; inputs expenditure activity into the automated financial system; prepares and distributes forms; answers questions from departments and vendors regarding payment status for invoices.
• Expected to compose independently or from oral instructions various legal documents, including but not limited to: professional letters, agreements, service contracts, construction contracts, notices to proceed, insurance requirement forms, memorandums, procedures, inter-office communications, City Manager Reports, notices and other materials; proofreads and verifies accuracy of documents.

THE POSITION

Lathrop Police Services is currently recruiting for a Police Services Manager.  This position is responsible for managing and directing the development of the Police Department’s budget, providing administrative support to the Police Chief, and supervises lower level staff.  The ideal candidate will be independent, highly motivated, organized, have a positive attitude and will be an effective team player who is able to multitask in a fast-paced work environment.

EDUCATION AND/OR EXPERIENCE:

A typical way of obtaining the required qualifications is to possess the equivalent of three years of progressively responsible professional experience overseeing budget development and processing, financial analysis, grant management or similar business functions performed in a public agency setting, and a high school diploma or equivalent.

BACKGROUND INVESTIGATION

Appointment to the position is contingent upon the successful completion of the background check by the City of Lathrop and the San Joaquin County Sheriff’s Department.

ESSENTIAL FUNCTIONS

Under general direction by the Police Chief, or designee this position is responsible for a wide variety of administrative and financial responsibilities and exercises direct and indirect supervision over assigned staff.  This includes, but is not limited to the following essential functions:

• Provides instructions and guidance to police department staff in the development of budget requests; performs research and develops departmental revenue forecasts; evaluates budget requests for adequacy and relevancy to the department’s goals and objectives; coordinates the development and preparation of the police department’s budget with the Finance Department and City Manager’s office.
• Attends City Council meetings to make budget presentations during public hearings as directed; responsible for obtaining budget information from San Joaquin County Sheriff’s Office for the purpose of development of the City budget for contract police services.
• Directs or coordinates the preparation of grant applications for police department programs and activities; manages the grant application process to ensure deadlines and other grant requirements are met; works with departmental staff to monitor and track grant revenues and expenditures and ensure compliance; works closely with finance staff to post grant awards.
• Plans, assigns, reviews and participates in the work of staff involved in the customer service, crime research, records, and communications functions; participates in the selection, motivation and evaluation of assigned staff, monitors work activities to ensure safe work practices, work quality, accuracy, and confidentiality; develops, implements and maintains a procedural manual.
• Develops, implements, monitors and evaluates current operational procedures and establishes goals and objectives; researches and recommends enhancements or changes to existing systems and procedures; develops, prepares and presents complex reports, verbally or in writing, to a diverse audience which may include Police Department management, city staff, appointed and elected officials and the public.
• Ensures appropriate training for assigned staff in all areas of work, including Department of Justice training for full and less-than-full access operators; maintains State required training files; identifies training opportunities and needs and makes recommendations to Police Chief.
• Responds to questions and concerns from the public, departmental staff and other agencies; provides information as appropriate and resolves service issues and complaints; provides for regular communication between sworn and non-sworn personnel.
• Develops schedules and methods for performing assigned duties; maintains appropriate work records and documents; prepares, maintains and validates statistical and analytical reports for city, state and federal agencies.