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Do you have a passion for the outdoors, trails and preserving open space?  Do you thrive on helping others and enjoy public interaction? Midpeninsula Regional Open Space District is currently hiring two full-time Administrative Assistants (one in the Public Affairs Department and one in the Land & Facilities Department), and will create a pool from this recruitment for future Administrative Assistant vacancies.  For more information, see the Job Description on the District’s website. 

About the District: The District manages a regional greenbelt system in the Santa Cruz Mountain region comprised of nearly 65,000 acres of land in 26 open space preserves, protected for public enjoyment and recreation. The District is a growing organization with a focused mission that guides our work, and where every employee makes an impact.  This is an exciting time to be part of the District’s team!  If you are looking for a challenging opportunity to contribute to the legacy of open space preservation and recreation, we invite you to apply for this position. To learn more about the District, visit our website, OpenSpace.org, and view our “Working for Midpen” video on our Jobs page.

About the Position:  We are looking for organized, self-motivated, independent workers with excellent verbal and written communication skills who are outgoing, detail-oriented and able to meet deadlines while managing multiple competing priorities.  These positions serve as a “hub” for busy departments, keeping the teams organized and providing general administrative support such as maintaining databases; calendaring; generating reports; monitoring and ordering related supplies; assisting in preparing, processing, and tracking purchase requisitions and invoices; and filing.  Department specific responsibilities and tasks include, but not limited to, the following: 

Public Affairs:

Provide general information and assistance to the public in writing and in person.  Maintain an in-house inventory of promotional products, event equipment and supplies at various storage locations.  Research, gather and format the latest news articles featuring Midpen and other news stories relevant to the work we do.  Represent the District at various community events.  Manage Brown Act notifications for all board meetings.  Serve as staff liaison for the Legislative, Funding, and Public Affairs Committee (LFPAC) meetings including creation of agenda and minutes and serving as clerk at the meetings.  Proofreading, formatting and some writing.  The ideal candidate will have mid-level Excel and Word skills, experience in presentation material software including PowerPoint, as well as basic database software knowledge.

Land & Facilities:

Maintain database of facility rentals including tracking rents due and rents received.  Provide accounting support including assistance with contract routing, purchase order requests, invoice processing, credit card and invoice reconciliation. Serve as the District liaison for tenants and vendors.  Provide asset management support including vehicle servicing for office fleet, coordinate and schedule repairs, maintain database of service due dates, work orders, service requests, and inspections for all repairs and maintenance on District assets (vehicles, houses, equipment, etc.).  Support aspects of purchasing and distributing merchandise purchased.  Gather and format information for biweekly reports.  Serve as staff liaison for board meeting agenda requests.  The ideal candidate will have advanced Excel and Word skills, and verbal and written bilingual skills (Spanish/English). 

Work Environment:  The District’s offices in Los Altos, California: in a standard, primarily sedentary, office setting, using standard office equipment. 

Education and Experience:  Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:  Equivalent to the completion of twelfth (12th) grade and three (3) years of responsible general office support experience. 

Licenses & Certifications Required:   Possession of a valid California Driver’s License. 

Benefits:   The Open Space District provides an excellent benefits package including health, life & disability insurance as well as CalPERS pension. Please see the Benefits page of the District website for details.

How to Apply:  Apply online at CalOpps.org.  Application Deadline: Friday, October 11, 2019 at 5:00 p.m. 

The following four (4) application items are required and constitute a complete application:

1. A fully completed CalOpps employment application
2. Cover Letter
3. Resume
4. Supplemental question responses

Incomplete applications will not be considered for the position. Applicants with the most relevant experience and qualifications suitable for the position will be contacted for interviews.

Recruitment Timeline: We recommend applicants be available on the following dates for panel interviews (we are unable to accommodate vacation schedules):

First Interview at our office in Los Altos: Wednesday, October 16, 2019

Final Interview/Written Exercise at our office in Los Altos: Tuesday, October 22 or Wednesday, October 23, 2019

Estimated Start Date: Late November

Applicants with disabilities may request reasonable accommodation

by contacting the Human Resources department at (650) 691-1200.

Put your passion for Open Space to work!

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The Menlo Park Fire Protection District seeks an Administrative Assistant to support the training division.  The assistant will work with District staff on various projects. The selected candidate must be available to work Monday through Thursday between 7:00am and 5:00pm.

Interviews for this position will be held in the beginning of October.

DEFINITION:

Under general supervision, the Administrative Assistant performs a variety of routine to complex office, administrative, clerical, and technical duties in support of the training division within the District, including but not limited to: human resources, reception, fire prevention, grants and US&R, fire education, finance administration, payroll; creates and maintains records; and performs related work as assigned.

DISTINGUISHING CHARACTERISTICS:

This is an advanced entry-level classification in the office administrative series with an emphasis on performing a wide variety of clerical and office support duties for an assigned department.  Assignments are generally limited in scope, contain fairly routine duties, and are performed within a procedural framework established by higher-level employees.  Specific duties vary depending upon the department to which the incumbent is assigned.  The Administrative Assistant is distinguished from the advanced level specialist and coordinator positions by the level of responsibility assumed and the complexity of duties assigned at the higher level.

The City of Redwood City invites you to apply for the position of Assistant City Clerk. The successful candidate will direct, oversee and supervise a team responsible for a full range of services to the community and manage day-to-day administrative and technical operations of the City Clerk’s Office.  The successful candidate will work closely with the City Clerk and City staff.  Functional areas of responsibility include administrative and logistical support to City Council meetings, official records management and retention, municipal elections, commissions oversight, legal notices, bid openings and related services.

The ideal candidate must pay strong attention to detail, be highly organized, possess a growth mindset, embody a positive and proactive attitude, remaining professional and courteous under all circumstances. The ideal candidate will be a respected leader and colleague with a collaborative work style and adhere to the highest principles of internal and external customer service. They will take pride in their work by ensuring consistent quality, timeliness and compliance. The ideal candidate will be politically astute with a proven track record which demonstrates their ability to use independent judgment and analytical skills.  They will have experience as a municipal clerk or deputy clerk or will have completed course work leading toward a municipal clerk certification. The ideal candidate will be able to direct, oversee, and supervise the administrative and technical operations and staff within the City Clerk’s Office.

Please click on the PDF link below to review the complete job announcement.

The Revenue Services Division of the County Manager's Office is seeking experienced candidates for the position of Revenue Collector I/II.

Revenue Services provides billing and revenue debt collection services to County departments in a cost-effective manner to maximize revenue recovery. Revenue Collectors work closely with several County departments to assist with collecting accounts receivable payments and court-ordered reimbursements including the Superior Court of California - San Mateo County, for court fines and victim restitution; Private Defender's Office related to cost of providing legal services; Probation Department for billing of probation fines and fees; and San Mateo County Environmental Health Services cost recovery.

The County of San Mateo Revenue Services Department invites you to apply for this important, challenging, and fulfilling position. Under the general direction of the Collections Supervisor, the Revenue Collector I/II (Collector) will investigate and pursue the collection of current and past delinquent accounts involving revenue due to the County of San Mateo. The Collector will work independently with minimal supervision to perform and maintain high and sustained levels of revenue collection duties, while providing exceptional customer service to our clients and the public.

Currently, the Department is looking for individuals with extensive experience working in collections, preferably in the public sector. The ideal candidate will have the ability to communicate with debtors in a clear, confident, and persuasive manner; identify complex problems and resolve them quickly and efficiently; and utilize a full range of collection tools such as skip tracing, making telephone calls, establishing payment plans, and finding the best way to collect the debt in the most effective manner possible. 

The person hired for this position must have the ability to use sound and independent judgment and apply their comprehensive knowledge of revenue collections to meet the wide variety of difficult issues involving the debtors' ability and willingness to make voluntary payments.
 
This position is fast-paced and demanding, and is characterized by:

• Extensive use of the telephone and computer.
• Critical deadlines.
• Complex problems.
• Considerable amounts of documentation.
• Assisting debtors in satisfying their debt.
• Multitasking.

The ideal candidate will be able to communicate clearly and tactfully, have extensive experience in collecting debts, have experience with FDCPA laws and regulations, and have excellent written and verbal communication skills. Preference will be given to those who are bilingual in Spanish.    

Qualifications

Education and Experience: 
A combination of education and experience that would likely provide the required knowledge, skills, and abilities is qualifying. A typical way to qualify is at least one year of experience collecting delinquent accounts. The ideal candidate will have two or more years of experience and will have a high school diploma or Associates degree. 

Knowledge of:

• Principles, procedures, and techniques of collections and credit investigation work.
• Sources of information available in skip-tracing and collection work.
• Laws, regulations, ordinances, and codes related to the legal collection of debts, probate, seizure of property, real property transactions, and bankruptcy.
• Basic accounting and financial record keeping principles and practices.
• Principles and techniques for dealing with clients and the public, often in situations which may be difficult or confrontational.
• Office practices and procedures, including filing and the operation of standard office equipment.
• Correct English usage, including spelling, grammar, and punctuation.
• Business letter writing.

Skill/Ability to: 

• Gather information through interview and investigative work, evaluate data, draw valid conclusions, and determine strategies for collecting accounts.
• Use initiative and sound independent judgment within established guidelines.
• Prioritize work and multitask several responsibilities and duties.
• Organize and maintain accurate revenue and collection records and files.
• Explain legal provisions and County policies regarding delinquent accounts and effectively persuade individuals to meet their obligations.
• Establish and maintain effective working relationships with those contacted in the course of the work, often in stressful situations.
• Understand and carry out oral and written directions.
• Represent Revenue Services in Small Claims Court and Superior Court, as needed.

The County of San Mateo has an excellent opportunity for exceptional candidates with strong administrative experience.  The Office of the Assessor-County Clerk-Recorder and Chief Elections Officer is seeking well-qualified applicants to fill the role of Administrative Assistant II. 
 
In general, Administrative Assistants assist management personnel in such activities as budgeting, purchasing, analysis of office methods and procedures, personnel and payroll transactions, and supervision of clerical staff.
 
In the Office of the Assessor-County Clerk-Recorder and Chief Elections Officer, the Administrative Assistant II will support the executive management team with such activities as budget preparation, data analytics and report generation, research of appraisal, recordation, and elections topics, information gathering from statewide databases, purchasing and contracts administration, streamlining office procedures, and supervision of clerical staff performing office services.
 
The person hired for this position will be "tech-savvy" with a demonstrated ability to use technology for gathering, synthesizing, and sharing information. A key to success in this position will include the demonstration of excellent analytical skills for researching and understanding legislative changes, as well as determining "industry" best practices.  A keen interest in and experience with studies of departmental operations, in such areas as program funding, staffing requirements, organization structure, and personnel management, will also be critical to excellent job performance.

In this position, excellent verbal and written communication skills, strong interpersonal skills, including conflict resolution skills and the ability to work with employees across departments, and keen problem-solving skills will be hallmarks for success.  The ability to manage a large and varied workload with changing and conflicting deadlines, work effectively in a high-volume and fast-paced environment, and work well independently and with a team will also be hallmarks for success.
 

This position is based at 555 County Center, Redwood City, CA 94063.  However the position will require some travel to and from the San Mateo County Registration & Elections Division located to 40 Tower Road, San Mateo, CA 94402.  The position will also require attendance at some evening meetings.

For more information about the Office of the Assessor-County Clerk-Recorder and Chief Elections Officer please visit: https://www.smcacre.org/.

Duties may include, but are not limited to, the following:

• Collect information from a variety of sources and synthesize the data into a report format with recommendations
• Audit and verify various information including source data as well as manual and computer-produced reports
• Provide information to County staff that requires the use of judgment and the interpretation of policies, rules, and/or procedures
• Perform a variety of general office support work such as organizing and maintaining files, typing correspondence, reports, forms, and specialized documents, and proofreading and checking materials for accuracy, completeness, and compliance with departmental policies and procedures
• Assist management staff in analyzing budget needs and provide budget development support
• Assist with the development, announcement, evaluation, processing, and monitoring of contracts, including negotiation with contractors and managing contract execution timeliness
• Maintain auditing and budget controls on a level not required by a professional accountant
• Assist with the development of policies and procedures and streamline department and program processes
• Respond to staff issues and work inter-departmentally to resolve them
• Assist management staff in acquiring, maintaining, and reporting performance measure data and information
• Assist with special projects as assigned
• Provide back up to other positions when necessary
• Perform related duties as assigned

Qualifications

Education and Experience:
Any combination of education and experience that would likely provide the required knowledge, skills and abilities is qualifying. A typical way to qualify is:

• Graduation from an accredited college or university with major work in Public or Business Administration or a closely related field and two years of experience in such fields as accounting, personnel management, office management, or management analysis.

 
Knowledge of:

• Principles of organization, administration, and supervision

• Budgeting principles and practices
• Modern office methods and procedures associated with information technology
• Principles and practices of sub-professional accounting, bookkeeping, and fiscal procedures

 
Skill/Ability to:

• Analyze organizational structures and recommend procedural changes and prepare and present reports in narrative and graphic form
• Establish and maintain accounts and budgetary controls
• Learn quickly the laws and rules governing the operations of the department to which assigned
• Interpret and explain laws and rules to subordinates, other County departmental staff, and to the general public
• Plan, organize, and supervise the work of clerical personnel effectively

The City of Burlingame is accepting applications for the position of Administrative Assistant I

Our diverse family of employees welcomes you to apply. We are a small city that gets a lot done, and each member of our team is vital to our success as an organization.

We recently asked our employees what they enjoyed most about working for the City of Burlingame, and their responses fell into five general categories:

• Colleagues
• Community
• Location
• The Work
• The Benefits

Browse the Burlingame Welcome Brochure for more information about why employees love  working here or view our City of Burlingame is a Great Place to Work Video: 

Welcome Brochure 

City of Burlingame is a Great Place to Work Video

For more detailed information regarding the minimum qualifications and essential functions of the position, please review the Administrative Assistant I job description.

The City of South San Francisco is accepting applications for the position of Assistant City Clerk.

Application Deadline:  Friday, September 20, 2019 at 5:00pm or upon receipt of the first 75 qualified applications, supplemental questionnaires, and resumes, whichever occurs first

THE CITY OFFERS AN ATTRACTIVE BENEFIT PACKAGE, AS WELL AS CalPERS, SOCIAL SECURITY, AND MEDICARE PARTICIPATION.

The City of South San Francisco is fully independent and highly commercialized, with an estimated population of 64,585 that grows to 100,000 during business hours. Perhaps best known as the “Industrial City,” the community is characterized by innovation and growth, boasting a strong, diverse economy and business-friendly climate. We are a full-service City providing municipal services through the collaborative efforts of approximately 500 full-time and 400 part-time staff. City Departments include Economic and Community Development, Finance, Fire, Human Resources, Information Technology, Library, Parks & Recreation, Police, and Public Works, as well as the Offices of the City Manager and City Attorney.

The Department

The City Clerk’s Office is the archivist of City records and, as such, provides oversight for legislative proceedings, public information and responds to requests for public record information, certifies and distributes ordinances and resolutions as appropriate and/or legally required, publishes and posts legal notices, processes subpoenas, and is responsible for the maintenance and distribution of the South San Francisco Municipal Code.  This Office also serves as the filing officer for Campaign Expenditure Statements required to be filed by candidates in municipal elections and Statements of Economic Interests filed by public officials and designated employees.  The City Clerk serves as Clerk of the Council, administers municipal elections, and maintains rosters, agendas, minutes, attendance records, applications, oaths for the City's boards and commissions, and administers the Citywide Records Management Program to maintain the integrity of documented actions of City legislative bodies and ensure accessibility of public information to the community.

The Position

The Assistant City Clerk, under general direction, reports directly to the Elected City Clerk and assists in managing the programs and activities of the City Clerk’s office to include administrative and logistical support to City Council meetings, official records management and retention, municipal elections, legal notices, interprets laws and codes as they relate to the City Clerk’s Office; provides technical administrative assistance to the City Clerk; and does related work as required. Acts in the absence of the City Clerk.  This is a single position class that is responsible for assisting the City Clerk with the day-to-day management of the City Clerk’s Office, performing the more difficult and complex duties, as well as supervising, assigning, training and evaluating the work of staff.

Selection Process

The process will first consist of a review of application materials and responses to the supplemental questionnaire, which must be detailed and complete.  A resume is REQUIRED, but does not substitute for a complete application.  Applications with “see resume” as a substitution for the work experience description; those with no or unclear past employment information; or those with insufficient information to evaluate possession of minimum qualifications will not be considered.  The most highly suitable and qualified candidates will be invited to participate in an oral panel interview.  This assessment is tentatively scheduled for October 15.

Upon completion of this examination, an eligible list will be established which will be used for the appointment to the position.  Top scoring candidates will be invited to the next phase of the selection process which will consist of any or all of the following:  a departmental interview and written/performance exercise.  All applicants will be notified by email as to whether or not they are invited to participate further in the selection process.

Appeals concerning administration of an examination must be submitted in writing within two (2) business days from the date the event occurred.

Note:  The City of South San Francisco reserves the right, at its discretion, to limit the number of qualified candidates invited to the selection process.  Admission to the examination may be limited to those applicants who demonstrate the best combination of qualifications on the application and resume.  Applicants possessing the minimum qualifications are not guaranteed admission to the examination and placement on the eligible employment list.