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The Public Works Department is recruiting for an Administrative Assistant I, II or III to perform a full range of administrative support duties to the Public Works Department which includes the research of specialized topics, customer service, scheduling meetings, preparation of reports, assisting the department with compliance of the City’s Record Retention and Destruction Policy, and organization of departmental project files and legal documents, and provide wide-ranging administrative support functions department-wide.  The level at which an individual is hired will be dependent on their qualifications and relevant experience to the position.

The ideal candidate will be independent, highly motivated, organized, have a positive attitude and will be an effective team player who is able to multi-task in a fast-paced work environment.  The level at which an individual is hired is based on their level of experience.

EDUCATION AND/OR EXPERIENCE:

The Administrative Assistant I is the entry level class in the Administrative Assistant series that allows the incumbent to develop journey level knowledge and abilities. 

• Two years of significant, directly related and progressive clerical experience related to municipal government  and a high school diploma or equivalent is desired.

The Administrative Assistant II is the full working level class in the Administrative Assistant series in which incumbents are expected to independently perform the full scope of assigned duties.

• Two years of experience equivalent to that of an Administrative Assistant I with the City of Lathrop, and a high school diploma or equivalent.

The Administrative Assistant III is an advanced level class in the Administrative Assistant series in which incumbents are expected to independently perform the full scope of assigned duties conforming to policy and requirements. Incumbents perform a full range of office and administrative support duties, preparation of reports, and preparing responses to public inquiries with a high level of administrative detail.

• Four years of significant, directly related and progressive clerical experience related to municipal government  and a high school diploma or equivalent is desired.

ESSENTIAL FUNCTIONS

• Performs routine and complex tasks and duties by providing office, clerical and administrative support to management staff and other staff in one or more departments as needed.
• Plans, organizes and carries out administrative assignments; researches, compiles and organizes a variety of information from various sources on specialized topics related to programs in assigned areas; assists in a variety of department operations; applies special knowledge in reviewing and determining completeness of applications, permits, records and files. 
• Types or drafts a wide variety of finished documents from verbal and brief written instructions; compiles and maintains records and prepares reports; assists in the preparation of agenda materials, drafts reports, resolutions and ordinances; inputs and retrieves information from various computer data management systems such as financial and/or budget systems; maintains a variety of files and records. 
• Assists the Department with proper compliance of the City’s Record Retention and Destruction Policy; initiates and maintains a variety of files and records; ensures proper filing of documents in departmental or central files; and proper organization of electronic documents. 
• Answers phone and greets customers at the front counter; responds to questions and concerns from the general public; provides information as is appropriate and responds to complaints. 
• Establishes positive working relationships with representatives of community organizations, state/local agencies and associations, City management and staff, and the public.

Job Descriptions:

Administrative Assistant I/II

Administrative Assistant III

The County of San Mateo Probation Department is seeking candidates with exceptional analytical and collaboration skills to join their team as a Payroll-Personnel Coordinator.
 
The Probation Department employs over 400 staff dedicated to enhancing community safety, reducing crime, and assisting the victims of crime through offender accountability and rehabilitation.  As part of this proactive and innovative agency, the Payroll-Personnel Coordinator will provide technical and specialized payroll and other personnel related support.  
 
In addition to processing payroll, the incumbent will on-board new employees, process employee transactions such as new hires, promotions, demotions, transfers and terminations, and all other human resources related transactions, process salary increases to include special allowances, conduct payroll audits, manage employee leaves and provide on-going training on timecard and the payroll system to department employees. Duties are performed in a very fast paced, deadline driven collaborative environment and includes working with multiple budgets, locations and payroll earning codes.
 
The level of work performed requires the analysis of unusual circumstances, understanding of proper application of complex and multiple labor contract provisions and assessing a variety of approaches to finding solutions.
  
The ideal candidate for this position will:

• Be knowledgeable in payroll and business processes.
• Experience using the Workday software. 
• Demonstrate solid analytical skills with ability to audit/analyze data and or processes and present recommendations as needed.
• Have strong computer skills and working knowledge of Workday, or other payroll/human resources systems.
• Be familiar with payroll and employee leave laws.
• Have the ability to interpret and apply complex rules and policies pertaining to payroll, including labor contracts.
• Have the ability to handle multiple tasks and keep track of workflows under firm deadlines.
• Communicate effectively and provide prompt and courteous assistance to department employees.

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

• Perform technical and specialized office support work, relating specifically to payroll and personnel, which requires the use of independent judgment and the application of technical skills.
• Generate, review and interpret a variety of automated reports on a routine basis to identify and resolve payroll and personnel change errors and discrepancies; researches and analyzes discrepancies and processes appropriate corrections. Some positions are assigned to perform audit and corrections countywide payroll and personnel data.
• Answer inquiries from internal and external clients.
• Under the direction of Human Resources or Controller's Office may assist other departmental staff with payroll/personnel processing and procedures.
• Process time reporting forms, verify information and calculations, specific payroll rates related to such items as holiday, overtime, off-shift, and predetermined premium rates; monitor leave and compensatory time totals.
• Prepare and process personnel requisition forms for filling permanent, temporary and part-time vacancies.
• Coordinate and execute employee onboarding and off-boarding in conjunction with supervisors and the Human Resources Department; process paperwork required for new employees; provide employees guidance on how to navigate through available onboarding resources.
• Interpret, explain and comply with negotiated contracts, prescribed laws, rules, regulations and confer with Human Resources and/or Controller's Office as needed.
• Perform all personnel action processes including job changes, compensation changes, initiating hires, processing retroactive pay, etc.; research and assemble information from a variety of sources and make associated arithmetic and/or statistical calculations.
• Regularly generate and analyze audit reports related to time entry, job and compensation changes to ensure accurate entry and completion of tasks by various department staff; identify and correct errors; notify individual employees of corrections or action needed and elevate communications to a supervisor as appropriate.
• Run reports as requested by management.
• Organize and maintain various files, including those related to personnel matters.
• Enter and retrieve data using a personal or on-line computer system; review computer or manually produced reports for accuracy and make corrections as required. 
• Assist employees, supervisors and managers with payroll, timecard and personnel-related inquiries, and in interpreting, and applying payroll, retirement, and benefit laws, rules, regulations, bargaining unit contracts, policies and procedures; and resolve problems and recommends solutions.
• Responds to salary verification requests.
• Research record keeping issues including sick leave, vacation or non-contract balances, and performs appropriate action as needed.
• Interpret, explain and comply with negotiated contracts, prescribed laws, rules, regulations.
• 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 three years of journey level general or fiscal office support experience which has included payroll or personnel assistance OR four years of general clerical or office assistant experience.

Knowledge of:

• Methods and practices related to payroll and personnel processes in a complex, public agency.
• County labor contracts, Civil Service Rules and other related policies and procedures.
• Standard processes for completing and processing varied payroll and personnel documents.
• Office administrative practices and procedures, including record keeping and the operation of standard office equipment.
• Basic business data processing and business arithmetic, including percentages and decimals.
• Correct English usage, including spelling, grammar and punctuation.
• Record keeping principles and procedures.
• HRIS and timekeeping system.

Skill/Ability to:

• Perform detailed technical and specialized payroll and personnel support work.
• Interpret complex written guidelines, rules, policies and procedures and accurately apply the direction provided to operational actions and procedures.
• Understand immediate and downstream effects of executed actions, decisions and advice.
• Work independently and organize, prioritize and coordinate simultaneously occurring work activities.
• Understand and apply payroll and personnel-related County ordinances, Civil Service Rules, labor contractual agreements, etc. to specific cases.
• Establish and foster effective working relationships with those contacted in the course of the work.
• Analyze data and make arithmetic calculations as needed with speed and accuracy.
• Use initiative and sound independent judgment within established guidelines.
• Communicate clearly and effectively with employees, managers and external agencies through verbal and written methods.
• Embrace and learn new technology, software or systems related especially those related to payroll and personnel coordination.
• Keep up to date and adapt quickly to changes in related procedures and HRIS business processes.  
• Collaborate with managers and supervisors, give guidance and/or training on related payroll and personnel transactions.
• Operate standard office equipment and common office software applications such as email, word processing, spreadsheets and internet browsers.

APPLICATION/EXAMINATION
Open and Promotional. Anyone may apply. Current County of San Mateo employees and County of San Mateo Superior Court of California employees with at least six months (1040 hours) of continuous service in a classified regular, probationary, SEIU or AFSCME represented extra-help or term position prior to the final filing date will receive five points added to their final passing score on this examination.
 
The examination process will consist of an application screening (weight: pass/fail) based on the candidates' application and responses to the supplemental questions. Candidates who pass the application screening will be invited to a panel interview (weight: 100%).
 
Depending on the number of applicants, an application appraisal of education and experience may be used in place of other examinations, or further evaluation of work experience may be conducted to group applicants by level of qualification. All applicants who meet the minimum qualifications are not guaranteed advancement through any subsequent phase of the examination. All examinations will be given in San Mateo County, California, and applicants must participate at their own expense.
 
IMPORTANT: Applications for this position will only be accepted online. If you are currently on the County's website, you may click on the "Apply" button. If you are not on the County's website, please go to https://jobs.smcgov.org to apply.
 
TENTATIVE RECRUITMENT SCHEDULE:
Final Filing Date: February 6, 2020
Application Screening: Week of February 10, 2020
Panel Interviews: March 5, 2020
 
 

TO VIEW JOB ANNOUNCEMENT, CLICK JOB PDF OR JOB ANNOUNCEMENT URL BELOW.

Sonoma-Marin Area Rail Transit is seeking a customer focused, self-motivated, organized and detail-oriented person to join our staff as an Administrative Assistant. 

This position will be assigned to the Front Desk Reception at the SMART Administrative Office located in Petaluma. The Administrative Assistant will provide clerical and administrative support to division management and provide customer service to the public, including Clipper sales. This position provides information to the public via the phone and in person regarding SMART's fares, services and schedules. Candidates should have knowledge of standard office practices and procedures including filing and retrieval systems, correspondence formats and the operation of standard office equipment. Knowledge of computer operation and standard office software packages required. Must have the ability to produce a variety of material to include graphs, charts, reports and standardized forms.

Under general supervision, the position will perform administrative and/or technical functions and provide office assistance in support of administrative and business functions; performs related work as assigned. While the primary work is administrative in nature, positions in this class apply knowledge of District policies and procedures to the work of the assigned department. Incumbents assist the professional level staff with assignments and projects in support of the overall goals and activities of the department.

This is a full-time, non-exempt position. Hours are Monday - Friday, from 8 am to 5 pm. 

Duties and Responsibilities include, but are not limited to:

Class specifications are intended to present a descriptive list of the range of duties performed by, and minimum requirements required of, employees in the class.  Specifications are not intended to reflect all duties performed within the job.  SMART reserves the right to determine and amend job responsibilities.

• Assists staff in a variety of professional and administrative duties.
• Provides independent administrative work to support business operations.
• Processes appropriate paperwork/forms related to services.
• Answers phones and routes calls as applicable.
• Sets up and maintains financial, statistical and operational records.
• Maintains inventory and office supplies; prepares purchase orders.
• Assists with meeting and event planning and implementation.
• Conducts Internet research as requested.
• Organizes and maintains various files; types correspondence, reports and forms from drafts, notes or briefs
• Routes outgoing materials.
• Inputs information into on-line computer systems; operates standard office equipment.
• Creates and maintains various electronic databases.
• Provides standardized response to public emails.
• Data entry.
• Uses specialized knowledge to respond to inquiries received from vendors, customers, and other department personnel.
• Monitors office processes/activities; processes financial, personnel and payroll transactions requiring qualitative or technical review.
• Prepares written and statistical reports as requested.
• Operates modern office equipment.
• Uses specialized software to create reports, drawings, maps, forms, etc. for assigned department, including Microsoft Word, Excel and PowerPoint.
• Performs other related work as required by the assigned department.

A thorough background check will be required including but not limited to current and past employers, personal references and education verification. A credit report will be required for positions covered under Labor Code 1024.5. A pre-employment physical including a urinalysis drug screen will be required.

Sonoma-Marin Area Rail Transit is an equal opportunity employer.

The City of Livermore has an exciting employment opportunity for the position of Public Works Supervisor (Fleet Services).  Apply at www.cityoflivermore.net/jobs by 5 p.m. on January 31, 2020.

THE POSITION

The Public Works Supervisor plans, organizes, and coordinates the operation and maintenance activities of the fleet section; develops specifications for purchasing of equipment and vehicles as per the City’s needs; establishes guidelines and methods for equipment and vehicle maintenance; implements and administers policies, procedures, and programs for the section; administers the vehicle loss program and fleet policy and other programs and policies; participates on committees, such as the Central Safety Committee; implements, administers, and maintains automated systems such as the equipment management system and automated fuel system software programs and other programs; recommends annual fleet replacements; and establishes performance standards and safety training of all staff.  

THE POSITION

Under general supervision from the Human Resources Director; to provide complex and responsible technical and office support work in such areas as recruitment, selection, classification, compensation, benefits, administration and employee relations for personnel activities and functions in a centralized Human Resources setting; perform related work as assigned.  The nature of the work requires significant independent judgment within broad parameters, extensive interface with employees and maintaining confidentiality of management information. The position is a non-exempt, full-time position (9/80 schedule: Monday-Friday with every other Friday off).

The City of Rocklin is now accepting applications for a Senior Office Assistant to perform a variety of complex and responsible clerical and administrative tasks within the Permit Center of the Community Development  Department. Duties will include, but are not limited to greeting customers and assisting them with the building permit in-take processes for commercial, multi-family and residential projects; organizing and routing work to the appropriate team member; reviewing building plan resubmittals and field revisions for completeness; collecting data and preparing and distributing monthly and weekly building reports; routing building plans to plan reviewers and consultants, including calculating the consultant’s plan check fees; assisting with the calculation of commercial and multi-family building fee estimates; training new employees on City processes, procedures and computer software programs; providing administrative support to staff related to the City’s permitting system, including updating fees, creating new permit types, and troubleshooting issues with the permitting system; tracking building permits that have expired, sending out correspondence, and working with the applicants to obtain the reissued building permits.

The City of San Mateo Police Department is Looking for a Police Records Supervisor

Why Join our Department?

The Police Records Supervisor is a vital position in the San Mateo Police Department and we are seeking a candidate to join our diverse and outstanding group of men and women who are dedicated to providing exceptional public service.  The Police Department is committed to improving the quality of life and solving problems while protecting our community through professionalism, integrity and excellence.  We strive to be the model police agency that others will emulate and a leader in the County and in our profession, adopting creative and innovative strategies to prevent crime and support those most in need.  We will continue to do this through cutting-edge technology, creative solutions to problems, by respecting individual rights, conducting fair and non-biased policing, and good, old-fashioned police work.

Look to some of the reasons why the City of San Mateo is a great place to work: https://youtu.be/XNAF7GZUNl8

What You’ll Do

The Police Records Supervisor plans, organizes, and supervises the activities of the Records Bureau of the Police Department and provides administrative and technical staff assistance.  The Police Records Supervisor receives general direction from a manager, Police Lieutenant, or higher level department personnel and exercises direct supervision over Police Records Specialists.

For a complete list of duties, reference our job specifications at https://www.cityofsanmateo.org/DocumentCenter/Home/Index/86

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. 

The actual salary shall be determined by the final candidate’s qualifications and experience. In addition to the starting salary, employees in the Facility Attendant classification shall also receive an approximate five percent (5%) ongoing non-pensionable compensation pay. This position is also covered under the Living Wage Policy

The Public Works Department is seeking to fill a vacant Facility Attendant position. This position is responsible for performing work of routine difficulty in a variety of custodial duties, minor maintenance work, and set-ups in preparation for events, meetings and other functions located at City Hall and other City Facilities such as Community Centers, Parks and Libraries. This position will be reporting to the Supervisor of Trades with lead direction from the Senior Facility Attendant.

Typical duties include, but are not limited to:

• • Performs custodial work such as sweeping, scrubbing, stripping, and waxing floors, as well as vacuuming, dusting, graffiti removal and washing windows.
  • Sets up equipment and platforms for events.
  • Arranges chairs, tables, and other furniture for both city and public meetings, banquets, dances, dinners, and other events according to charts, plans, and oral instructions.
  • Reads, interprets, and carries out written instructions to set up and arrange furniture and equipment for events.
  • Monitors on going events and provides any needed set-up or maintenance support.
  • Assists with maintaining outside grounds of City Hall to include cleaning sidewalks, storm drains, entries and stairwells.
  • Operates a variety of motorized equipment such as forklifts, scissor lifts, boom lifts.
  • Performs minor maintenance checks on vehicles such as forklifts, scissor lifts, boom lifts.
  • Performs minor repairs on equipment, furniture, plumbing fixtures, and other objects as needed.
  • Assist in the set-up of stages for productions according to specified plans.
  • Sets up public address systems and sound systems.
  • Monitors and completes various assigned work orders using work management system software.
  • Tracks schedules and set-up requirements for meetings and events using Event Management System software.
  • Inspects Libraries, Community Centers, Police Dept Facilities and other City buildings for housekeeping and minor maintenance issues.
  • Assists with cubicle and office moves at city hall to include the moving and lifting of file cabinets, desks and other office furniture.
  • Assists with replacing burnt out bulbs.
  • Assists with removal of City owned surplus items.
  • Ability to lift heavy weights from 20 to 80 lbs.
  • May be required to work weekends, holidays and swing shifts.

This recruitment may be used to fill multiple positions in this, or other divisions or departments. If you are interested in employment in this classification, you should apply to ensure you are considered for additional opportunities that may utilize the applicants from this recruitment.

The ideal candidate will possess the following competencies, as demonstrated in past and current employment history.  Desirable competencies for this position include:

 
Competencies

Job Expertise: Demonstrates knowledge of and experience with applicable professional /technical principles and practices, Citywide and departmental procedures/policies and federal and state rules and regulations.

Customer Service: Demonstrates the ability to anticipate customers' needs and deliver services effectively and efficiently using professional demeanor.

Computer Skills: Experienced with common business computer applications including but not limited to: MS Outlook, MS Word, MS PowerPoint, MS Access, and MS Excel.

Flexibility: Makes effective decisions and achieves desired results in the midst of major changes in responsibilities, work processes, time frames, performance expectations, organizational culture, or work environment.

Teamwork & Interpersonal Skills: Develops effective relationships with co-workers and supervisors by helping others accomplish tasks and using collaboration and conflict resolution skills.

 
Communication Skills: Effectively conveys information and expresses thoughts and facts clearly, orally and in writing; demonstrates effective use of listening skills; displays openness to other people’s ideas and thoughts.

The City of Redwood City, Public Works Department invites you to apply for the position of Administrative Clerk I/II.   The incumbent will perform a wide variety of general clerical duties as required in the assigned departments.

Administrative Clerk I is the entry -level class in the Administrative Clerk series. The class is distinguished from the II level in one of two ways: routine and repetitive duties are performed according to established procedures, and changes are explained in detail as they arise; use as a training class for flexibly staffed positions.

Administrative Clerk II is the journey level class in the Administrative Clerk series. The incumbent is required to have prior clerical experience; perform the full range of duties for the class and meet the qualification standards for the class. An Administrative Clerk II is expected to perform duties with only occasional instruction or assistance, and work is normally reviewed on completion. Adequate performance at this level requires the knowledge of general City procedures on purchasing and personnel as well as a knowledge of department policies and procedures.

The ideal candidate will embrace the City’s emphasis on excellent customer service; will be an enthusiastic self-starter who anticipates the needs of the Public Works Department; will be accurate, detail-oriented and able to track and manage multiple tasks and programs, both process and results-oriented; will have proficient writing and editing skills; will be proficient at using a computer, multi-line phone system, and office applications including Microsoft Outlook, Word, Excel, PowerPoint, and Access; will be able to update and maintain records and filing systems; will be flexible, perceptive, and dependable in performing duties and follow through; will be a team player who likes working with a variety of City staff and the public, and have a sense of humor. 

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