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Under general supervision of the Director of Public Works, performs a variety of complex professional, administrative, analytical, technical and management support duties related to stormwater, solid waste, recycling, and other Environmental program areas; assists in the development, management, implementation and coordination of the City’s Environmental programs to ensure compliance with federal, state and local laws and regulations, including field inspection elements; serves at the public information counter with public requests for information and questions regarding environmental procedures, program requirements, and general department requests, and other related duties as required.

ESSENTIAL DUTIES AND RESPONSIBILITIES OF ADMINISTRATIVE ANALYST

The duties listed below are intended only as illustrations of the various types of work that may be performed.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this position.

1. Researches and analyzes a variety of operational, budgetary, or general administrative issues, and makes recommendations as to staffing, facilities, equipment, productivity, and policy or procedure modifications; discusses findings with management staff and prepares reports of study conclusions.
    
2. Analyzes and tracks status of legislation and regulations affecting department operations.
    
3. Manages and evaluates programs, including some of which may involve consultants and service providers.
    
4. Organizes and conducts administrative and management studies and surveys and prepares a variety of reports, correspondence and other materials.
    
5. Prepares technical reports, correspondence and other written materials; may develop design and produce charts, graphs, maps, and spreadsheets, including analysis and interpretation.
    
6. Prepares new forms and prepares written materials to explain City programs and procedures.
    
7. Prepares contract documents and assists in the administration of contracts.
    
8. Assists in supervision and training of department administrative support staff.
    
9. Represents the department and the City at various internal and inter-agency meetings on local, sub-regional and regional issues.
    
10. Prepares and reviews Geographic Information System (GIS) maps, collects data, and performs analysis of spatial data using GIS software.
     
11. Prepares correspondences, staff reports, and makes presentations to the City Council and other parties related to special studies; holds trainings and workshops as related.

ENVIRONMENTAL SERVICES ASSIGNMENTS AND RESPONSIBILITIES

1. Updates City ordinances, programs, and processes for compliance with complex federal, state and local laws and regulations pertaining to stormwater, solid waste, recycling, and other Environmental program areas.
    
2. Coordinates the City’s stormwater, solid waste, and recycling activities with other City sections and departments, partner agencies, contractors and stakeholders on a regular basis to work towards shared milestones and goals.
    
3. Assist in the management of Operating budgets for stormwater, used oil and beverage container recycling, industrial waste and waste management programs.  Programs to include but not limited to:  CalRecycle (Oil Payment Program and City/County Payment Program), Waste Management refuse collection, disposal, and recycling services contracts.
    
4. Manages stormwater activities to ensure compliance with NPDES and MS4 permit, including: construction site inspections and enforcement; illicit discharge elimination and reporting; and commercial/ industrial business licensing and compliance.
    
5. Assists in the review and inspection of residential and commercial sites for compliance with associated environmental services programs such as:  stormwater, pollution prevention, waste disposal, used oil recycling, industrial waste and air quality to ensure regulatory compliance.
    
6. Assists in management of the City’s Industrial Waste, Sanitary Sewer Overflow, and Sanitary Sewer activities and reporting with other departments, partner agencies, contractors and stake holders.
    
7. Coordinates the research, development, review and preparation of Federal, state and local grant applications; manages awarded grants and existing programs for compliance to regulations.
    
8. Manages outreach to community and local schools; develops special events/programs to promote and educate the public about recycling, resource conservation, and pollution prevention issues.
    
9. Assist in development of RFPs, Plans and Specifications for bidding relevant to environmental projects; coordinates work being performed by vendors, consultants, and contractors.  Prepares contract documents and assists in the administration of contracts.  Prepares and manages permitting process in relation to environmental projects.

PHYSICAL AND MENTAL DEMANDS

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

While performing the duties of this class, the employee is regularly required to sit; talk or hear, in person and by telephone; use hands to finger, handle, feel or operate standard office equipment; and reach with hands or arms.  The employee occasionally walks and stands and lifts and moves records and documents weighing 20 pounds or less.  The employee often must operate a vehicle and walk on construction sites for inspections. Specific vision abilities required by this job include close vision, color vision, the ability to distinguish basic colors and shades, depth perception and the ability to adjust focus.

Mental Demands

While performing the duties of this class, the employee is regularly required to use oral and written communication skills; read and interpret data, information and documents; analyze and solve problems; observe and interpret data and situations; use math and mathematical reasoning; learn and apply new skills or information; perform highly detailed and complex, technical work on multiple concurrent tasks; work under changing and intensive deadlines with frequent interruptions; and interact with City officials, media, citizens groups, employees and others encountered in the course of work.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this class.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee works under typical office conditions, and the noise level is usually quiet. The employee may be required to work outdoors in varying weather conditions if performing field data collection duties and verifying maps and locations for project development and management.

SELECTION PROCESS

Interested persons who feel they meet the desirable qualifications should submit a completed City application. Not every applicant is interviewed.  Selected qualified applicants will be selected to interview. 

STATEMENT OF DISCRIMINATION

The City of San Dimas advises the public, employees and job applicants that it does not discriminate on the basis of race, religious creed, color, national origin, ancestry, physical handicap, medical condition, marital status, sex, age or any non-merit-based factor in admission to, treatment of or employment in its programs and activities.

In compliance with the Americans with Disabilities Act (ADA), The City of San Dimas will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective employees and incumbents to discuss potential accommodations with the employer. EOE (Equal Opportunity Employer)

THE POSITION

The City of Hayward is excited to announce its recruitment to fill the Senior Paralegal position. This position oversees the daily support operations of the Office of the City Attorney with responsibility for coordinating and monitoring office activities. This position assists with monitoring the department budget; plans, organizes, directs and supervises legal support staff while also providing complex paraprofessional, administrative and technical assistance to professional legal staff. In support of departmental programs, this position manages office operations and clerical activities and provides highly responsible administrative assistance to the City Attorney.

DEADLINE TO APPLY: Wednesday, October 30, 2019.

APPLICATION AND SELECTION PROCEDURE
To apply for this posting, please create an account profile with Government Jobs by clicking on the following link https://www.governmentjobs.com/Home/ApplicationGuide as your CalOpps profile information will not transfer automatically to Government Jobs.

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The Town of Hillsborough is seeking part-time clerical assistance in the Planning & Building Department.    

Position requirements

Position will work four days a week, four hours per day.

Monday - Thursday  8:00 a.m. - 12:00 p.m.

The successful candidate will provide general office clerical assistance, including but not limited to:

• Scheduling inspections
• Answering phones
• Filing
• Scanning
• Mailings
• Other duties as assigned

Minimum requirements

Graduation from high school and one year responsible clerical office experience.  Working knowledge of computers and Word/Excel software programs.  Ability to communicate effectively verbally and in writing.  Previous experience in a Planning Department is desirable.

The City of Dublin is seeking a full-time Senior Office Assistant in the Parks and Community Services Department.  The successful candidate performs a wide variety of administrative and clerical duties in the Parks Department and provides administrative assistance to executive level Staff as assigned.  Regular attendance at evening/weekend Parks Commission meetings is required.

EXAMPLES OF DUTIES
The following key elements describe the basic duties and responsibilities of the position:

• Perform a variety of complex, specialized and responsible clerical duties in support of important functions or programs within a department.
• Assume overall clerical responsibility for an assigned program area that involve maintaining appropriate records, preparing necessary reports, and serving as an overall information source for the program as assigned.
• Provide lead support, as assigned, to positions within the Office Assistant series including assigning and reviewing work and responding to questions and situations about which less experienced staff have not been exposed.
• Provide office management support to an independent office, as assigned, involving the performance of a broad range of administrative tasks including ensuring that work is handled on a priority basis and completed in a timely manner, and handling routine purchasing and budget duties.
• Respond to complaints and requests for information on regulations, procedures and policies relating to responsibilities assigned.
• Type a variety of written material from rough draft, dictaphone or verbal instructions using word processing equipment as assigned.
• Act as a receptionist; screen calls and visitors and refer inquiries as appropriate; respond to complaints and requests for information based upon departmental policies and procedures.
• Compile information from a variety of sources as requested.
• Maintain financial, statistical and/or operational reports and records as applicable.
• Compose routine correspondence independently.
• Perform general clerical duties including filing, document imaging, checking and recording information on records, and processing routine requests for information.
• Participate in the preparation of assigned budget.
• Build and maintain positive working relationships with co-workers, other city employees and the public using principles of good customer service.
• Performed related duties as assigned.

The City of Marysville is excited to recruit for the Fire Administrative Assistant position!  Below is the job description for a better understanding of the position and the skill set desired.                                                                                        

JOB SUMMARY

Under limited direction, the Fire Administrative Assistant performs a variety of responsible, confidential, and complex administrative support duties for a department head; completes technical and functional duties of a clerical nature; interacts frequently with the public and provides information or directs questions and requests to the appropriate staff; and performs a variety of administrative support functions for the fire department as required.

Receives general or limited supervision from assigned supervisor.  Exercises no direct supervision over staff.  May provide technical and functional supervision to lower level staff.

DISTINGUISHING CHARACTERISTICS

This class is the advanced journey level class of the Administrative classification series that performs the most difficult and responsible types of duties assigned to classes within this series.  Responsibilities include performing specialized and technical office support duties to the assigned department or division(s) to ensure efficient service provision.  Responsibilities require the frequent use of tact, discretion, confidentiality, and independent judgement as well as a knowledge of departmental and City activities.  The work involves frequent contact with the public.  This class distinguished from the Administrative Clerk series by the comprehensiveness of its job functions, and the specialized knowledge exercised in the performance of job duties.

EXAMPLES OF ESSENTIAL FUNCTIONS

Management reserves the right to add, modify, change or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

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

• Perform a wide variety of routine to complex administrative and clerical duties, and confidential duties for a department head or designee.  Support departmental or divisional operations, including filing, preparing records and monthly reports, accounts payable, ordering and maintaining office and other related supplies.
• Checks and tabulates standard mathematical or statistical data; may summarize such information and prepare periodic reports.
• Responsible for routine purchasing and budget duties; maintain financial, statistical, and/or operational reports and records as applicable.
• Screens calls, visitors, and mail; respond to for information assists and directs the public and callers to appropriate locations/staff; represents the City in a professional and customer friendly manner.
• Create and maintain confidential documents related to operations, personnel and other matters.
• Interpret City policies, rules and regulations related to assigned work.
• Weed abatement and fire prevention administrative duties.
• Prepare comprehensive reports, compile annual budget requests, recommend expenditure requests for designated accounts and monitor as appropriate.
• Perform duties related to department personnel administration including coordinating employee orientation, calculating and tracking time sheets and payroll, coordinating department recruitment activities, and processing Personnel Action Forms.
• Research, compile, and analyze data for special projects and various reports.
• Assist in the support of administration in preparing agenda items, staff reports, assembling background material, attending meetings to take minutes, and typing minutes of meetings as assigned.
• When applicable, provide technical and functional supervision as appropriate to lower level staff; recommend organizational procedural changes concerning clerical activities. 
• Make travel arrangements, maintain appointment schedules and calendars, arrange meetings and conferences, and schedule facilities reservations as necessary.
• Operate a variety of office equipment including word processing equipment and use a variety of software programs as appropriate.
• Types, originates, formats, proofreads, and distributes a variety reports, letters, and memoranda, including agenda items, bid documents, and documents associated with departmental projects.  As appropriate, respond to letters and general correspondence of a routine nature.
• Initiate and maintain a variety of files and records.
• Process various business and special use permits and licenses pertaining to the fire department.  
• Assist in the coordination of fire functions for various sanctioned City events.
• Maintains attendance and punctuality that is observant of scheduled hours on a regular basis.
• Performs other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES (position requirements at entry)

Knowledge of:

• Practices and policies related to personnel record keeping.
• City government organization, functions, policies, rules, and regulations.
• English usage, spelling, grammar, punctuation and basic statistics.
• Modern office methods, procedures, and computer equipment and software.
• Business letter writing and arithmetic.
• Organization, procedures, and operating details of the department assigned.
• Filing and records keeping practices.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.

Ability to:                                                                                                         

• Perform a wide variety of difficult and responsible administrative, secretarial and clerical work with limited supervision.
• Communicate clearly, logically, concisely, and persuasively, both in writing and orally.
• Complete assigned tasks relying on broad descriptions of objectives, rather than on extensive, separate instructions requiring frequent supervision.
• Prioritize workload effectively to meet deadlines under changing conditions.
• Observe, identify and problem solve office operations and procedural issues for the public and with staff.
• Compile and maintain complex and extensive records and reports.
• Maintain confidential data and information.
• Handle multiple projects and meet critical deadlines.
• Exercise a high level of judgment relative to confidential personnel and administrative matters. Exercise discretion and maintain confidentiality.
• Establish, maintain, and foster effective, cooperative working relationships with individuals and groups encountered.
• Use computers and peripherals effectively in the accomplishment of assignments.

MINIMUM QUALIFICATIONS (requirements at entry)

Any combination of education, training, and experience which provides the required knowledge, skills, and abilities to perform the job is qualifying.  A typical way to obtain the knowledge and abilities would be:

Education

A high school diploma, or equivalent.

Experience

Three years of increasingly responsible journey level secretarial and clerical experience involving frequent public contact.

PHYSICAL DEMANDS

These functions may be performed with or without reasonable accommodation:

Must possess ability to work in a standard office setting and use standard office equipment, including a computer, vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone.  This is primarily a sedentary office classification although standing in work area and walking between work areas may be required.  Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter keyboard, or calculator and to operate standard office equipment.  Occasionally bend, stoop, kneel, reach, push and pull drawers open and closed to retrieve and file information.  Employees must possess the ability to lift, carry, push and pull materials and objects weighing up to 10 pounds.

WORK ENVIRONMENT

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.  Work is frequently disrupted by the need to respond to in-person and telephone inquiries. Employees may interact with upset staff and/or public.  Work days can be stressful based on this being a public safety entity and work product deadlines.

Final filing date: Before 5:00pm, Friday, November 8, 2019 (Supplemental Questions Required)

Tentative Interview Date: Week of November 18, 2019

Appointment to this position is contingent upon:

*Reference check

*Employment and education verification

*Department of Justice fingerprinting criminal history records check

Resumes will not be accepted in lieu of applications. Application, including all work history, must be fully completed if a resume is attached. Incomplete and/or inaccurate applications may result in disqualification from the recruitment process. All communication regarding your status in this recruitment process will be conducted via e-mail or postal mail. Be sure to include a valid e-mail address on the employment application. Applicants are responsible for notifying Human Resources of any changes to contact information.

About the Position

This opening is in the City’s Community Development Department, whereby primary support will be given to the Planning, Economic, and Housing Divisions.

Positions in this advanced-level classification perform a variety of clerical work including: complex multiple financial transactions and record keeping; extensive interaction with the public and other interested parties; and other responsible and complex support functions where there is minimal supervision of work that involves standard operating procedures.

Positions in this classification are distinguished from those in the lower class of Administrative Clerk through the complexity of the work performed, the job knowledge required and the independence with which duties are performed.  Senior Administrative Clerks independently compose written documents.

Positions in this classification are distinguished from those in the higher class of Administrative Assistant in that the latter perform technical and administrative work in support of a department head and principal staff.

May exercise limited supervision of part-time or temporary personnel.  Work is performed under minimal supervision or independently depending upon assignment.

Essential Duties

• Processes transactions in support of department programs which entail: substantial interaction with interested parties; knowledge of procedures and policies; and the accounting for payables and monies received.
• Provides information and assistance regarding department programs, policies and procedures to the general public, City personnel, vendors and contractors.
• Processes forms, invoices and other documents in accordance with established procedures; and checks for accuracy and completeness of entries, and for compliance with applicable City, statutory and other requirements; may transcribe documents, and arrange for official recording of documents with County Recorder.
• Computes and receives fees in accordance with department schedules and procedures, records revenue received and provides for the deposit of monies.
• May provide limited supervision to part-time or temporary personnel.
• Enters data and information in the preparation of reports, correspondence, forms and other documents.
• Prepares or assists in preparation of agenda packets for Council, Board and Commission meetings, act as minute taker and prepares minutes for such meetings, post agendas and minutes to City website.
• Processes accounts payable and prepares cash deposits.
• Works to solve customer complaints and issues related to assignment.

Under general supervision, supplements administrative staff and provides support for sworn staff in police operations including mail distribution, public fingerprinting, property and evidence handling and control, data input and retrieval for payroll, purchasing, and crime analysis functions; provides parking and vehicle abatement enforcement, prepares minor police reports; performs administrative support for youth services, crime prevention and volunteer programs and is cross trained to handle all assignments.

IMPORTANT AND ESSENTIAL DUTIES:

There are four main assignment areas for the position. Currently there is only one vacancy; however, Senior Community Service Officers are cross trained in all of the areas listed below and positions may rotate upon need of the agency.  The new hire for this opening will initially be assigned to field operations.

Field Operations assignment:

Performs vehicle abatement duties, provides parking enforcement, performs evidence collection and processing in accordance with departmental procedures, prepares police and operational reports. Responds to subpoenas as necessary. Handle a variety of department fleet maintenance and equipment maintenance duties; run errands in support of department operations. 

Property/Evidence assignment:

Maintain and manage property and evidence of the department, including maintaining the property / evidence rooms; receive, collect, catalogue, store, handle and transport evidence; reviews files on case-by-base basis for disposition in accordance with Penal Codes and Law; assist in providing training to officers on proper packaging of evidence; prepare basic police reports, compile complex information; manage equipment inventory, provide information, telephone and front counter service, order and maintain evidence supplies and necessary equipment, perform payroll data input and payroll preparation/coordination.

Crime Prevention assignment:

Contacts residents, homeowners associations, Neighborhood Watch groups and others to coordinate community presentations; prepare educational materials and information on issues such as crime stats, department operations, general City topics and other related topics for presentations and public information brochures; develop department press releases for local newspapers; prepare, coordinate and/or participate in various community events; assist in coordinating reserve officer and citizen volunteer program activities; supervise, maintain, coordinate and provide training for the Police Explorer program; conduct police station tours; coordinates, drives and prepares CARES vehicle for use at City events; backup support for Property and Evidence assignment ; coordinates support functions of various divisions and services.

Warrant/Crime Analysis assignment:

Research, organize and compile crime analysis information using specialized software applications; prepare internal correspondence, reports, graphs and other presentations; develop and maintain contacts with other criminal justice system personnel to exchange information; maintains department records pertaining to such items as registrants, parolees, pawn slips, and FI cards; assist Detectives in intelligence; prepare and coordinate status reports and informational publications for the public; act as non-custodial court liaison including periodic (e.g. daily) runs to Criminal Court; maintains department warrants, including processing incoming, recalled, suspended and cleared warrants, monitoring and tracking outside agency warrant requests, updates on booked defendants, and due diligence; handles bail procedures.  

EDUCATION AND TRAINING GUIDELINES:

Any combination equivalent to experience and education that could likely provide the required knowledge, skills and abilities would be qualifying. A typical way would be:

Education:  A high school diploma or equivalent with courses in office administration or specialized job training, with undergraduate college course work, specialized administrative or law enforcement education and/or training. An associate degree is desirable.

Experience:  Two (2) years of full-time experience using computers, telephones, radios and other modern office equipment and programs including preparing, compiling and distributing records, budgets, reports and statistical information.

SPECIAL REQUIREMENTS:

Ability to provide effective service and technical support; ability to learn all assignments; ability to sit for long periods of time, stoop, squat, lift and carry small boxes, supplies and equipment up to 25 lbs.; ability to remain calm and courteous in stressful situations, possess stamina for high workload periods, high profile projects and tight deadlines; coordinate and communicate with a wide range of people, effectively disseminate information and analyze relevant data; flexibility to work irregular hours and overtime as necessary; handle multiple priorities and respond to urgent requests; provide community service in a polite and courteous manner. Possession of a valid California Class C Driver’s License and a good driving record.

HOW TO APPLY:

A City/District application is required for consideration and must be submitted no later than 5:00 p.m., Monday, December 2, 2019. It is recommended that you apply as soon as possible as we will only accept the first 100 applications for this position. Applications may be submitted online at the following website: http://www.calopps.org.

You may also obtain and submit the required application at the Human Resources Department, City of Foster City, 610 Foster City Blvd., Foster City, CA 94404.

SELECTION PROCEDURE:

A limited number of the most qualified candidates may be invited to continue in the selection process. The selection process may consist of one or more of the following components: written exam, oral board interview and/or assessment center. The employment list will consist of candidates that successfully complete the oral board process. This list will be in effect for at least one year. Applicants selected for a Departmental interview must complete a background investigation which includes a polygraph and fingerprinting. After a conditional job offer, applicants must also complete a psychological examination and pre-employment medical examination.

BENEFITS:

The City of Foster City provides a superior benefits program which includes 12 paid holidays per year; annual sick leave; discretionary leave; Public Employees’ Retirement System, 2.7%@55 formula; Voluntary Deferred Compensation program; Flexible Benefits Program including health, dental, vision and medical/dependent care reimbursement accounts; VEBA program; 9/80 work schedule; vacation accrued at the rate of 11 working days per year for the first three years then increasing to a maximum of 23 working days per year; long-term disability insurance; and life insurance.