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OFFICE AIDE

$21.73 - $23.96 per hour – depending upon experience

Temporary/Part-Time/No Benefits

 

APPLICATION DEADLINE:  Apply by Friday, December 16, 2022 for first consideration

 

THE POSITION:

The City of San Rafael is looking for a part-time Office Aide’s to join our team in the Public Works Department (20-30 hours per week).  Continued appointment in these positions are contingent upon funding and job performance.  These are temporary “at will” positions.  The individuals in these positions may not work more than 1,000 hours in a fiscal year (July 1 through June 30).    

The Public Works Department maintains the City’s public infrastructure, streets, roads, parks, facilities as well as traffic programs and land development throughout the City.  The Administration division supports all aspects of the department in directly responding to the public, accounts payable, and managing public communications and outreach.

This position performs the following essential job duties:

• Answering calls, online messages from the public
• Accounts payable, including invoice processing and sorting
• File management relating to claims, safety reports
• Assisting with department’s social media and other outreach efforts
• Creating promotional graphics and flyers
• Data entry as needed
• Updating website
• Other duties as assigned

Education and/or Experience/Other:

• Graduation from a Bachelor-degree program preferred
• Some related professional work experience preferred
• Position is 100% in-person at Public Works Department (111 Morphew Street, San Rafael)
• Must possess a valid California Driver’s License

APPLICATION AND SELECTION PROCESS: 

City of San Rafael application is required.  Resumes do not substitute for the City application.  Prior to appointment, candidate must pass background check/fingerprinting and driving record (if position requires a valid driver’s license).  To file an application, go to:  www.calopps.org.  Select “Member Agencies”.   Select “San Rafael”.  Follow this link to apply: https://www.calopps.org/san-rafael/job-20324325

Reasonable Accommodation:  The City of San Rafael will make reasonable accommodations to accommodate disabled applicants.  If you have a disability for which you require an accommodation, please contact us at (415) 485-3474 before the next test date.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.  Such accommodations must be requested by the applicant.

ADMINISTRATIVE ASSISTANT I/II

Level I:  $4,691 - $5,702 per month

Level II:  $5,172 - $6,287 per month

Plus excellent benefits

 

 

APPLICATION DEADLINE:  Apply by Thursday, December 15, 2022 for first consideration

 

Interviews will be held the week of December 19th

 

 

THE CITY is focused on enhancing our community members’ quality of life through well-designed services and a positive workplace culture.  San Rafael is the economic and cultural heart of Marin County, and its high quality of life is centered on its commercial districts, engaged neighborhoods, active lifestyle, and natural environment.  San Rafael (population 61,000) is a full-service city with a city council/city manager form of government with 12 departments, more than 400 employees, and an annual budget of $120 million.  The City’s vision is to be a vibrant economic and cultural center reflective of its diversity.  The City Council is engaged and seeks to strengthen the urban and commercial areas as well as sustain the beautiful natural environment.

San Rafael’s Organizational culture framework is an initiative called “Together San Rafael.”  City employees are our greatest asset, and we seek talented individuals with diverse backgrounds who are creative, curious, and excited about a challenge.  We are a results-driven team focused on the needs of community members.  The Together San Rafael initiative is focused on modernizing City services and increasing the engagement of employees.  This initiative recognizes the interconnectedness of the customer and employee experience. 

THE POSITION: The City of San Rafael Fire Department is recruiting for a full-time Administrative Assistant I/II position.  Under general supervision, this position provides responsible, varied, secretarial and office administrative assistance to the department.     

Administrative Assistant I:  This is an entry level class in the Administrative Assistant series.  This level performs more routine tasks and duties assigned.  Employees at this level are not expected to perform with the same independence of direction and judgment on matters allocated to the journey level.  Since this class is typically used as a training class, employees may have only limited or no directly related work experience.  Employees work under immediate supervision while learning job tasks.

Administrative Assistant II:  This is the full journey level class within the Administrative Assistant series.  This class is distinguished from the Administrative Assistant I by the assignment of the full range of duties.  Employees at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies within the work unit.  Positions in this class are flexibly staffed and are normally filled by advancement from the entry level.

This position performs the following essential job duties:

• Set up and maintain financial, statistical, and operational records, including reviewing departmental payroll submittals and various time sheets.
• Administer and maintain complex procedures, including issuing permits, submitting required information/forms for inter-governmental reimbursements and/or grant monies; and as related to assigned program areas.
• Prepare, distribute, and post agendas and minutes for a variety of meetings; provide additional administrative support which may include the transcription of recorded or written information.
• Create, edit and update departmental information on internet and intranet.
• Carry out routine required procedures related to departmental hiring.
• Prepare required statistical reports for various departmental programs.
• Provide information relating to responsibilities assigned in person or by telephone.
• Refer more complex requests, technical inquiries or serious complaints to appropriate staff members.
• Maintain inventory and office supplies; prepare purchase orders.
• Research and compile information as requested.
• Provide technical and functional supervision as appropriate to clerical personnel; recommend organizational procedural changes affecting clerical activities.
• Screen calls, visitors, and mail and take action appropriate to request/situation.
• Independently respond to letters and general correspondence of a routine nature.
• Make travel arrangements, maintain appointment schedules and calendars, arrange meetings and conferences, and schedule facilities reservations as necessary.
• Operate a variety of office equipment and use a variety of software programs including word processing, spreadsheet, and visual presentation equipment as appropriate.
• Type, edit and format a variety of materials including staff reports, agendas, general correspondence and memoranda; review finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage.
• Follow-up on projects, transmits information and keeps informed of department activities.
• Initiate and maintain a variety of files and records.
• Oversee and coordinate preparation, compilation, reproduction and distribution of various documents and reports.
• Assist in gathering data, preparing and monitoring the annual budget.
• Perform a variety of tasks related to office administration specific to the department in which assigned.
• Build and maintain positive working relationships with co-workers, other City employees, and the public using principles of good customer service.
• Perform other duties as required.

                                                    

To be eligible for this position you must have knowledge/ability to:

Administrative Assistant I:

• Knowledge of English usage, spelling, grammar, and punctuation.
• Knowledge of modern office methods, procedures, and computer equipment and various software applications.
• Knowledge of business letter writing and arithmetic.
• Ability to learn to perform a wide variety of responsible secretarial and clerical work.
• Ability to on a continuous basis, sit at desk and/or stand at counter for long periods of time.  Intermittently twist and reach office equipment; write and use keyboard to communicate through written means; run errands; lift or carry weight of 10 pounds or less.
• Ability to intermittently review documents related to department operations; observe, identify, and problem solve office operations and procedures; understand, interpret and explain department policies and procedures; explain operations and problem solve office issues for the public and with staff.
• Ability to meet the public tactfully and courteously and answer questions in person and over the telephone.
• Ability to learn and apply policies, rules, and regulations.
• Ability to maintain confidential data and information.
• Ability to compose general correspondence and letters.
• Ability to operate and use modern office equipment including computer equipment and software as assigned.
• Ability to learn to analyze situations carefully and adopt effective courses of action.
• Ability to type at a speed necessary for successful job performance.
• Ability to communicate clearly and concisely, both orally and in writing.
• Ability to establish and maintain effective working relationships with those contact in the course of work.

Administrative Assistant II:  (In addition to the qualifications for the Administrative Assistant I)

• Knowledge of organization, procedures, and operating details of the city division to which assigned.
• Knowledge of filing and record keeping practices.
• Ability to perform a wide variety of difficult and responsible secretarial and clerical work with limited supervision.
• Ability to compile and maintain complex records and files.
• Ability to independently apply policies, rules, and regulations.
• Ability to understand the organization and operation of the city and of outside agencies as necessary to assume assigned responsibilities.
• Ability to work independently in the absence of supervision and work under pressure to meet deadlines.
• Ability to analyze situations carefully and adopt effective courses of action.
• Ability to prepare statistical, financial, and operational reports.

EDUCATION and/or EXPERIENCE: (A typical way of gaining the knowledge, skill and ability outlined above is)

Administrative Assistant I:

• Equivalent to completion of the twelfth grade AND
• Two years of responsible clerical experience

Administrative Assistant II:

• Equivalent to completion of the twelfth grade AND
• Two years of responsible secretarial or office administrative experience similar to an Administrative Assistant I with the City of San Rafael.

 

 OTHER REQUIREMENTS:

• Valid California driver’s license preferred.

 

PHYSICAL DEMAND/WORK ENVIRONMENT: 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  While performing the duties of this job, the employee is regularly required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.  The employee frequently is required on a continuous basis, to sit at desk and/or stand for long periods of time.  Intermittently twist and reach office equipment; write and use keyboard to communicate through written means; run errands; lift or carry weight of 10 pounds or less.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. 

 

APPLICATION AND SELECTION PROCESS:

City of San Rafael application is required.  Resumes do not substitute for the City application.  Candidates should detail related education and experience on the application.  The examination process may include the following application appraisal and oral board interview examination.  The passing point for the oral board examination final score will be 70%.  Note:  Prior to appointment, candidate must pass a pre-employment physical, background check, driving record, and fingerprinting.   To file an application, go to:  www.calopps.org.  Select “Member Agencies”.  Select “San Rafael”.  Follow this link to submit your application: https://www.calopps.org/san-rafael/job-20324298 

Reasonable Accommodation: The City of San Rafael will make reasonable accommodations in the exam process to accommodate disabled applicants. If you have a disability for which you require an accommodation, please contact us at (415) 485-3474 no later than three (3) calendar days before the test date.

 

This position is located in the Behavioral Health Division of the Health and Human Services Agency. This position performs routine to moderately difficult, administrative and analytical work that may involve and/or emphasize the functional areas of: general and administrative support, fiscal, and contract management, program analysis and compliance, and/or staff development and training; incumbents gather, tabulate, analyze, and chart data; interview and consult with departmental officials, employees, and others to give and receive information; prepare reports and make recommendations on procedures, policies, and program/functional issues and alternatives; prepare correspondence and perform other related duties as required. This position is full-time, forty (40) hours per week.
 

WHAT YOU’LL DO

• Compiles and analyzes routine to moderately complex data; makes basic recommendations on the formulation of policy, procedures, staffing, and organizational changes.
• Coordinates departmental activities with other departments, divisions, units, and outside agencies; represents the department in committee meetings; responds to complaints and requests for information.
• Reviews regulatory materials to evaluate program impact; assists with the review and revision of current systems, policies, and procedures.
• Analyzes complex administrative systems and practices, develops and recommends modifications and enhancements; coordinates implementation of changes.
• Assures oversight, monitoring, management of contracts, grants, and other funding expenditure sources.
• Prepares and writes requests for proposals, bids, quotes, and requests for information, contracts, reports, and correspondence.
• Oversees and participates in contract development, monitoring, interpretation, and resolution of contract disagreements.
•  

The Office Technician I/II position at the Assessor’s Office performs a wide variety of specialized technical duties and provides information and assistance to the public   regarding departmental policies, procedures and laws. The Office Technician II position is distinguished from the class of Office Technician I by the responsibility to perform the most complex technical duties in the program to which assigned. This position is scheduled for forty (40) hours per week. 

 

WHAT YOU’LL DO

• Establishes files; maintains accurate and detailed records; verifies the accuracy of information; researches discrepancies and notifies appropriate personnel or agency. 
• Word processes and proofreads a variety of documents; enters a variety of departmental data into the computer; retrieves information as needed; operates various printers.
• Compiles data for use in reports and/or managerial decision-making.
• Performs routine clerical duties as required, including but not limited to typing reports and correspondence, copying and filing documents, retrieving files, entering computer data, completing and processing various forms, maintaining inventory, ordering supplies, assembling materials, faxing information, answering the telephone, greeting and assisting customers / clients, processing mail, etc.
• May perform routine to moderately complex bookkeeping work as assigned, which may include processing accounts payable and receivable, maintaining balances, preparing billings, disbursing funds, collecting and receipting payments, preparing statements, preparing deposits, etc.
   

 The County of Yuba is currently recruiting for the County-wide classification of Accounting Technician. The current vacancies exist in the Admin/Finance Division of the Community Services and Development Agency and the Sheriff's Department, as well as the Auditor-Controller's office. Under general supervision, incumbents perform a variety of technical accounting work involving centralized payroll functions, billing claims, accounts payable, tax billing and collection, financial and accounting support; research and compile a variety of statistical reports and submit to appropriate department, County staff or regulatory agency; monitor expenditures as they relate to the management of grants and perform other duties as assigned. Occasional instruction or assistance is provided as new or unusual situations arise, and incumbents are fully aware of the operating procedures and policies of the work unit. Note: This is a County-Wide classification. The eligible list established from this recruitment may be used to fill additional vacancies for this classification that may come available in other departments during the duration of this list.

Note: Accounting Technician is a County-wide classification. The employment list established from this recruitment may be utilized to fill additional vacancies within the same classification in other departments including law enforcement departments such as Sheriff and Probation if they arise during the life of the Employment List.

The City of Sausalito Invites Applications for the Position of

DEPUTY CITY CLERK ADMINISTRATIVE AIDE

$34.49 TO $48.93 Hourly

Plus an excellent benefits package

Deadline to Apply: December 12, 2022, at 11:59 PM

The city has recently moved to a 36-hour work week, Monday - Thursday.  City Hall is closed on Friday, Saturday, and Sunday.   Work and meeting schedules permitting, employees may be able to work remotely one day a week.  

Under direction, provides complex administrative and organizational support for all functions and activities of the City Clerk’s Office, including the duties necessary to ensure the custody and maintenance of official City documents, public and archival records and files, and public information; services to City employees and the public; serves as the Acting City Clerk in the absence of the City Clerk.  The Deputy City Clerk – Administrative Aide administers projects as assigned, fields and answers inquiries from the public, City departments, officials, and outside entities; participates in fostering cooperative working relationships among City departments and with State and local intergovernmental and regulatory agencies and various public and private groups; provides highly responsible and complex administrative support to the City Clerk, City Manager, City Council, and other City Administrative Managers, and performs related work as required.

 

The Position

The Police Public Service Assistant (PSA) III is assigned to the Police Department’s Crime Lab and provides support to the Forensic Specialists and Crime Scene Investigators during operations in the Crime Lab. The Police Public Service Assistant III position requires excellent customer service and communication skills.

 

Examples of job duties include:

• Ordering and purchasing supplies.
• Re-supply evidence packaging area and appropriate lab areas.
• Clerical tasks, to include typing, running stats, electronic filing tasks, etc.
• Pick up and return evidence as needed.
• Pick up and deliver equipment and supplies.
• Arrange logistical operations within the lab and evidence packaging area including but not limited to arranging chemical waste and sharps removal, filter replacement, etc.
• Minor maintenance on office or lab equipment as required.
• Assist in assembling print kits for evidence collection.
• Identify and communicate with police, and outside vendors to complete job duties.
• Escorts outside vendors while they conduct business on the police campus.
• Performs other duties as assigned.

SCOPE OF SERVICES

MAYORS & COUNCIL MEMBERS

ASSOCIATION OF SONOMA COUNTY CLERK

1. The Association Clerk (Contractor) shall perform the following activities and services:

a. Serve as the Clerk of the MCA, including:

• Updating the MCA Handbook as needed, but no less than annually.
• Clerking MCA meetings, including any subcommittee meetings, unless directed otherwise by the MCA Board.
• Draft Meeting agendas to be reviewed and approved by Chair City.
• Meetings shall be administered in accordance with the Ralph M. Brown Act, including agendas and minutes.
• Oversee and ensure the timely preparation of public meeting agendas and their proper posting and publication, to include noticing, gathering of necessary staff reports, formatting, sequential numbering, creating MCA packets, distribution to MCA and/or subcommittee members, and related duties.
• Provide the proper preparation for, and staffing of, public in person, virtual or hybrid meetings as necessary and the preparation of minutes or other documentation of the proceedings.
• Minutes shall be prepared in DRAFT form and presented at the next MCA meeting for Board approval.
• Routing of documents for signatures post meeting and assuring appropriate public posting and filing.
• Ensure compliance with MCA By-Laws, Contract City ordinances and guidelines, State codes and Federal statutes.
• Distribute information of common interest to the MCA, as directed by any of the member cities in accordance with the MCA by-laws.
• Track MCA appointments and vacancies and put out requests for nominations as vacancies occur or in advance of terms expiring. Provide cities sufficient time in advance of the MCA Board meetings to agendize and discuss applicants.

b. Coordinate with the County Clerk and Chair City for City Selection Committee meetings, including: * Publishing agendas in accordance with the requirements of Government Code §50270-50279.2.

• To track City Selection Committee appointments and vacancies of regional agencies and put out requests for nominations as vacancies occur or in advance of terms expiring. Provide cities sufficient time in advance of the City Selection Committee meetings to agendize and discuss applicants.

c. Coordinate with the League of California Cities North Bay Representative, who currently serves as Secretary of the MCA Legislative Committee, to ensure regular updates to the Board and MCA membership.

d. Be reasonably available to perform services during the normal work week.

e. Meet as often as necessary for the purpose of consulting about the MCA’s needs and issues, and the scope of work performed.

f. Projects and activities may be modified on request of the Contract City. Contract City will only be invoiced for the actual hours worked.

g. Receive direction from the MCA Board on presentation programs for the MCA meetings and work with the Chair City to identify potential speakers to fulfill the program direction. Upon submission of approved speaker from Chair City, coordinate with and arrange for the speakers to present at MCA meetings.
Coordinate with the Host City to ensure the venue has sufficient A/V equipment for the presenter, and other duties as needed to effectively coordinate the presenter logistics.

h. Coordinate with Host City to obtain the date/time, venue location, menu, cost and related information from the Host City. Distribute this information to MCA cities.

i. Responsible for creating, hosting, maintaining and consistently update the MCA website and online event management platform to host meeting materials, provide a platform for MCA coordination, and generally host MCA information.

• Retain digital files of all matters related to the MCA and post meeting agendas, and related documents, and business meeting minutes, resolutions, and position/comment letters on the MCA website for public access.

j. No later than February of each year, in coordination with the Chair City and Contract City, prepare and present any proposed changes to this agreement to the MCA Board.

k. Maintain files for all reports, correspondence, and other business of the MCA.

l. Perform such other duties as the MCA Board may from time to time direct.

 

Job Type: Contract

Salary: $40,000.00 per year

Work Location: Hybrid remote in Sebastopol, CA 95472

Per the City’s COVID19 Mandatory Vaccination Policy, the City requires all employees starting on or after February 11, 2022 to provide proof of vaccination as a condition of employment absent a documented medical and/or religious exemption.  Proof of vaccination means that employees are required to be “up-to-date” with regards to the COVID-19 vaccine. Consistent with the Santa Clara County Public Health Order issued on December 28, 2021, "up-to-date" means that employees are required to be vaccinated with the entire recommended initial series of a COVID-19 vaccine (two doses of the Pfizer, Moderna or Novavax COVID-19 vaccine or a single dose of the Johnson & Johnson COVID-19 vaccine).  

 

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 salary range for Staff Specialist is approximately $72,006.48 - $87,556.56 annually. This amount includes an approximate five percent (5%) ongoing non-pensionable pay. Actual salary shall be determined by the final candidates’ qualifications and experience.
  
This is a class-based recruitment. Candidates who meet the minimum qualifications for Staff Specialist will be added to the active Qualified Candidate Group and contacted when a department-specific vacancy becomes available. If you are in the current Qualified Candidate Group, you will need to re-apply in order to be considered for future vacancies.  
  
Staff Specialists perform paraprofessional administrative work of considerable complexity in various areas of public administration.  An employee in this class performs a variety of administrative assignments related to the execution of administrative detail, and assisting in departmental administrative service areas..  A Staff Specialist may act as a lead to lower level clerical classifications but is primarily an individual contributor with a high level of expertise in generalized office administration. Typical duties and results may include: 

 

• Create surveys and compile data for general or departmental use; perform statistical and clerical work by creating, analyzing and preparing reports, and abstract written materials. 
•                
• Participate in budget preparation and review by assembling and analyzing data of operating departments, such as staffing and equipment requests. 
•                
• Provide assistance with personnel functions such as position control, interviewing, benefits, handling routine grievances, disciplinary actions, classification matters, claims, employee relations, and interpretation of personnel rules and procedures. 
•                
• Supervise the maintenance of files and records, including automated recordkeeping systems; developing filing systems and procedures for file use; and ensure irretrievability of filed information.  
•                
• Performs other related duties as required. 

 

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

 

• 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. 
•                
• Communication Skills - Effectively conveys information and expresses thoughts and facts clearly, orally and in writing; demonstrates effective use of listening skills and displays openness to other people's ideas and thoughts. 
•                
• Computer Skills - Experienced with common business computer applications including but not limited to: MS Outlook, MS Word, MS PowerPoint, MS Access, and MS Excel. 
•                
• Teamwork & Interpersonal Skills - Develops effective relationships with co-workers and supervisors by helping others accomplish tasks and using collaboration and conflict resolution skills. 
•                
• Customer Service - Demonstrates the ability to anticipate customers' needs and deliver services effectively and efficiently using professional demeanor. 
•                
• Decision Making - Identifies and understands issues, problems, and opportunities; uses effective approaches for choosing a course of action or developing appropriate solutions. 
•                
• Flexibility - Makes effective decisions and achieves desired results in the midst of major changes in responsibilities, work processes, timeframes, performance expectations, organizational culture, or work environment. 
•                
• Initiative - Exhibits resourceful behaviors toward meeting job objectives; anticipates problems, is proactive, and avoids difficulties by planning ahead; displays willingness to assume extra responsibility and challenges; pursues continuing education opportunities that promotes job performance.  
•                
• Problem Solving - Approaches a situation or problem by defining the problem or issue; determines the significance of problem; collects information; uses logic and intuition to arrive at decisions or solutions to problems that achieve the desired outcome. 
•                
• Reliability - Completes quality work assignments in a timely and efficient manner; fulfills responsibilities and maintains confidentiality as appropriate. 
•                
• Supervision - Sets effective long and short-term goals based on a good understanding of management practices; establishes realistic priorities within available resources; provides motivational support; empowers others; assigns decision-making and work functions to others in an appropriate manner to maximize organizational and individual effectiveness. 

 

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. 

 

$2500 SIGN-ON BONUS!

Intermittent Teleworking Schedule Available!!

Tri-City is now actively recruiting for an Administrative Assistant position that will directly support our JPA Administrator/Clerk and Executive Team.  This position will perform a variety of administrative functions involved in the operation of the agency including handling confidential issues and assignments that may require sensitivity and use of sound, independent judgement.

An example of the various duties include but are not limited to:

 

• Provides confidential administrative support services to the JPA Administrator/Clerk and the Executive Team.

 

• Accurately and independently produces draft reports, forms, charts, memoranda and other materials, from copy, notes, and verbal instructions for approval.

 

• Screens telephone calls, and as directed, responds to inquiries and/or problems by personally assisting those whose inquiries do not require the JPA Administrator/Clerk or Executive Team's immediate attention.

 

• Makes appointments and directs individuals to appropriate information sources.

 

• Creates and maintains departmental computerized and hard copy filing systems.

 

• Prepares agenda/material, acts as recording secretary and prepares minutes of meetings.

 

• Organizes and maintains agency records, policies and manuals.  Recommends changes to keep them updated.

 

•  Schedule conferences and travel arrangements.

 

• Organizes and oversees meeting space and training requests from within and outside the agency.

 

• Organizes and oversees preparation, set up, food, and break down for various staff, community partner, training and meetings.

 

• Responsible for purchasing of supplies.

 

• Satisfactorily performs other duties as assigned.