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An immediate vacancy exists in the City Clerk Department. This recruitment will establish an eligibility list which may be used Citywide.

The City of Glendora seeks an energetic self-starter who is technologically savvy and can use sound judgment independently to join our team in the City Clerk Department. Candidates will be highly proficient in using Microsoft Office and other software programs to perform a variety of complex administrative duties and like working within a high paced, fluid and collaborative environment.  This is a wonderful opportunity to develop professionally and team with others in our organization to effectively provide strong customer services to our community.

The City Clerk Department is a dynamic information and service center whose services impact a diverse clientele including the general public, internal departments and staff, and the media.  You will serve as the liaison between the public and elected and appointed officials, assist in the administration of elections and all legislative actions, and promote open and transparent government and the democratic process by preserving and maximizing public access to City records.

The ideal candidate will be a tactful individual able to effectively multi-task, have exceptional communication skills and work successfully independently or in a team environment while maintaining the highest degree of confidentiality, trust and ethics.  Stellar customer service skills and enthusiasm are a must.  If you are a professional, diligent and organized individual with positive energy, and are committed to working on a highly talented cohesive team, then this is the opportunity for you!  Please apply.

Under direction, the Administrative Assistant is responsible for performing confidential and complex secretarial responsibilities and administrative tasks in support of a Department Director and department activity requiring a high level of discretion and independent judgment and may have the responsibility of attending, taking, and transcribing minutes of commission/committee meetings and agenda preparation. Positions assigned to this classification also perform routine technical and programmatic work in support of departmental operations.

Some of the typical duties of the Administrative Assistant include but are not limited to the following:

• Provides direct secretarial support to a department head and other staff members as required; maintains calendar of appointments; receives visitors, ascertains reason for visit and notifies appropriate party; prepares correspondence often working from notes or directions as to objective to be achieved; reviews incoming correspondence and routes in accordance with standard procedures; may take shorthand or transcribe dictation on a regular basis.
• Responds to inquiries from the public and City staff regarding departmental programs, procedures, activities, and other matters that require an in-depth knowledge of the department.
• Establishes and/or maintains files on departmental activities; researches files to obtain information requested by departmental staff or necessary to the preparation of reports or conduct of other office business.
• Handles administrative tasks associated with departmental programs and special projects; establishes and carries out record keeping procedures; develops or obtains forms and documents; interfaces with other City staff and outside agencies in obtaining information and coordinating activities; maintains personnel files and training records, and types performance evaluations and disciplinary actions.
• May prepare agenda, attend, take and transcribe minutes of commission/committee meetings; types staff reports; may prepare agenda packets and distribute to appropriate staff and commission/committee; may attend and take minutes at staff and other meetings where matters handled by the assigned department are being discussed; may schedule and advertise public hearings according to prescribed regulations.
• May maintain department expense journals, posting expenditures and receipts; assists in monitoring expenses and/or revenues relative to budget, and in budget preparation; may prepare invoices for payment or for services rendered; may handle petty cash.
• May assume responsibility for departmental activity registration including through mail in, walk in, and online registration processes; may assume responsibility for facility rentals at assigned facilities; may serve as liaison with software vendor to resolve system problems.
• Performs a variety of clerical tasks including typing, proofreading, filing, editing, office machine operation, and/or use of various office applications; sorts, files, prepares, and/or processes a variety of documents and records, including time sheets, personnel and purchasing forms, and claim vouchers according to established procedures; makes travel and meeting arrangements.
• Assists the Department Head with a variety of administrative tasks using discretion and independent judgment in accordance with general direction; conducts research and provides recommendations regarding project activity.
• Performs technical and programmatic duties in support of specific areas of assignment.
• May direct others in the performance of related tasks; coordinates work assignments; may supervise, train and evaluate subordinates; provides temporary and vacation relief for other staff as necessary.
• May perform notary public functions.

QUALIFICATION GUIDELINES:

Education and/or Experience

Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be Graduation from high school or equivalent including or supplemented by coursework in office procedures, typing, shorthand, filing and records management and four years of experience in secretarial work.

Knowledge and Skill Levels

Considerable knowledge of related secretarial and general office methods and techniques including office equipment operation; fiscal record keeping; records processing and maintenance procedures and systems; preparation of complicated documents requiring specialized and/or statistical typing; basic principles of supervision and training; work scheduling and coordination practices. Working knowledge of the basic functions and organization of City government; departmental and program related policies, procedures, and processes. Skill in the operation of a variety of office equipment including personal computers and standard office applications; ability to type or enter data at 60 net wpm; may be required to take dictation and/or transcribe from notes or a dictaphone machine at an acceptable rate for adequate job performance.

Special Requirements

Possession of or ability to obtain a Class C California driver's license and a satisfactory driving record during the course of employment.  Possession of or ability to obtain Notary Public may be required for some assignments. Some positions may be required to attend night meetings.

A typing certificate with a typing speed of at least 60 net wpm and dated within the last six months is required to be submitted with your application. INTERNET TYPING CERTIFICATES WILL NOT BE ACCEPTED.

Selection Process:

All applications will be reviewed and evaluated.  Those candidates who are determined to be best qualified based upon the information presented on the application materials will be invited to continue in the selection process which may include a qualifying written or performance evaluation and will include an interview weighted 100%.

WRITTEN EXAM:  TENTATIVELY SCHEDULED FOR WEEK OF JUNE 18, 2018.

INTERVIEWS:  TENTATIVELY SCHEDULED FOR WEEK OF JULY 9, 2018

APPLY ONLINE AT: www.CalOpps.org CLOSING DATE:  JUNE 13, 2018.  A completed online employment application is required and must be submitted at www.calopps.org. Incomplete, late, emailed, faxed, and hard copy applications are not accepted. Resumes are not considered in lieu of the required employment application available at CalOpps. Certificates, resumes, and cover letters must be uploaded with your application on the CalOpps website.  The City of Glendora is an Equal Opportunity Employer.  The City does not discriminate on the basis of age, sex, race, religion, national origin, marital status, medical condition or disability.  Please notify the Human Resources & Risk Management Department in advance if you require special accommodations to participate in any phase of the selection process.

THE POSITION

Under general supervision, provides a variety of moderate to difficult clerical support services to the Public Works Department.  This is a Full Time position (9/80 schedule: Monday-Friday with every other Friday off).

This is the journey level class of the Office Assistant series, fully com­petent to independently perform a variety of office support duties. All positions are charac­terized by the presence of guidelines from which to make decisions and the availability of su­pervision in non-routine circumstances. Specific duties will vary with the departmental as­signment, but all positions require incumbents to prepare reports, documents, and correspon­dence using a variety of word processing, spreadsheet, and publishing software applications. May be assigned to work on committees or special projects. This class is distinguished from the Senior Office Assistant in that the latter performs the more complex office clerical assignments and may provide lead direction or work review for assigned clerical staff and/or specialized knowledge of permit or application processes, legal requirements, or budget activities.

ESSENTIAL DUTIES

Prepares correspondence, reports, forms and specialized documents related to the functions of the assigned department from drafts, notes, dictated tapes, or brief instruc­tions using a variety of word processing, spreadsheet, and publishing software applications; operates personal computer systems to input or retrieve data and prepare reports; proofreads and checks materials for accuracy, completeness, compliance with departmental policies, and correct English usage, including grammar, punctuation, and spelling; makes corrections as required; creates graphics and other presentation materials; prepares and updates a variety of reports, which may require the use of arithmetic calculations; maintains records and processes forms, such as payroll, purchase requisitions and other forms and computer files re­lated to the assigned department; researches, compiles and provides tracking for information and data from departmental files, records and reports; acts as receptionist and receives and screens visitors and telephone calls, takes messages and provides factual information regarding City or assigned department activities and functions; may be assigned to work on special proj­ects and committees for City-wide events or program activities; operates standard office equipment, performs such office support activities as opening and distributing mail, processing out­going mail, and ordering office supplies; and may provide backup clerical support for other clerical positions.

QUALIFICATIONS

Knowledge of:

• Standard office practices and procedures.
• Operation of a variety of word processing, spreadsheet, and publishing software appli­cations.
• Operation of standard office equipment including office computers and networks.
• Computer and paper record keeping, report preparation and filing methods.
• Correct English usage, including spelling, grammar, punctuation and standard office document formatting.
• Policies and procedures of the City and those related to the department to which as­signed.
• Basic research techniques and report writing.
• Basic business arithmetic.

Ability or Skill to:

• Perform detailed clerical work accurately.
• Perform word processing work accurately.
• Organize and maintain office files and records accurately.
• Compose correspondence from brief oral instructions or written documents utilizing appropriate formats.
• Make accurate arithmetic calculations.
• Use initiative and sound independent judgment within established guidelines.
• Operate standard office equipment.
• Prioritize work, coordinate several activities and work projects, and meet deadlines.
• Maintain effective working relationships with those contacted in the course of the work.
• Operate an office computer and software applications in a manner appropriate to the position. Some positions may require high speed levels in word processing activities.
• Understand and carry out oral and written directions.

Experience and Training:

Any combination of education and experience equivalent to a high school diploma, G.E.D., or California High School Proficiency Examination Certification and two years of general clerical or office assistant experience.

Special Requirement: Some positions may require the possession of a California driver's li­cense.

Physical Requirements: Ability to sit for prolonged periods of time, bend, stoop, speak and hear. This class requires the use of hands and arms to operate a computer key board, grasp objects, and to reach. Employees in this class must occasionally lift and/or move up to 25 pounds.

Applications will be screened according to the qualifications outlined in this announcement. Not all applications, which may meet the minimum requirements, will proceed to the next phase of the recruitment process. The best qualified candidates will be invited to continue in the selection process, which may include an oral panel interview and/or skills testing on June 11, 2018.

We will make reasonable efforts in the selection process to accommodate persons with disabilities.  Please contact the Human Resources Department prior to the review date for accommodation requests.

After receiving a conditional offer of employment, the candidate will be required to successfully complete a fingerprinted criminal history check.  After clearance of the fingerprinted criminal history check, the applicant will be required to submit to a pre-employment medical examination. Applicants must be successful in all phases of the selection process to be considered for this position.

In accordance with the Immigration Reform and Control Act, all potential employees are required to provide proof of U.S. Citizenship or authorization to work in the United States.  All new employees are required by law to sign a loyalty oath. 

All government employees are disaster service workers as defined by California Government Code Section 3100.  In addition to everyday duties, employees have the added responsibility of helping throughout any disaster.

 For job announcement click the link to the right.

The Police Background Investigator is a civilian position assigned to the Administrative Services Division of the Police Department.

This is a part-time regular staff position classification; hence, per the Public Employees’ Pension Reform Act of 2013 (PEPRA), Retired Annuitants are discouraged from applying, as this is NOT a position to perform work of limited duration, nor is there a definite end date to this assignment.  

POSITION:

Under general supervision, this non-sworn position assists in the implementation and enforcement of the Alhambra Fire Department’s fire prevention program and supporting public relations activities

DUTIES:

Assists with the investigation and enforcement of various City ordinances, including the Title 19 Public Safety, Title 24 California Fire and Building Codes as well as the California Health and Safety Code, dealing with the safety of residential, commercial and industrial structures; reviews building construction plans; provides technical assistance to contractors, architects, engineers, developers and the public; evaluates fire protection systems; issues notices, warnings and citations; maintains current inspection records; prepares inspection reports, technical information and statistical data; develops and participates in presentations; may provide advice regarding hazardous processes, operations and materials requirements; will be required to respond to emergency calls after hours, accept periodic overtime assignments and perform related duties deemed necessary by the department; and performs related duties as required.

QUALIFICATION GUIDELINES:

Education/Experience: High School diploma or GED required with 18 college semester units desirable; one year experience in Municipal Code Enforcement and Inspection experience, such as building inspection, fire inspection, safety inspection, or other related inspection activities, is required.

Knowledge of: Operation of municipal government, code enforcement, various types of inspections and public relations.

Ability to:  Make judgment decisions in the field, deal positively with people under negative conditions and promote an under-standing of ordinance requirements.

REQUIRED LICENSES:  A valid California Driver’s License is required.

SELECTION PROCESS:

Applications will be screened for qualifications, appropriate background, and only the most qualified candidates will be invited to participate in the examination process.  Applicants will be notified by e-mail as to the test date, time and location. An email must be included in the application process. The examination process will include the following:

Oral Interview-100%

Candidates will be required to pass a City administered pre-employment physical and may be required to pass a thorough background investigation and polygraph examination as a part of the Selection Process. Candidates who do not pass will be disqualified and removed from the eligibility list.

ACCOMMODATION:

Applicants with legal disabilities who require special testing arrangements must contact the Personnel Department at least five (5) working days prior to the examination date.

The provisions of this bulletin do not constitute an expressed or implied contract and any provisions contained in this bulletin may be modi-fied or revoked without notice.
 

TO VIEW THE JOB ANNOUNCEMENT, CLICK 'JOB PDF' BELOW.