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The City of Redwood City invites you to apply for the casual position of Administrative Clerk.  This employment opportunity is excellent for a well-organized “people person” seeking variety and challenge. Applications received may be considered for opportunities in all City departments including an immediate opportunity in the Fire Department (on-going position where hours vary based on business need). 

This position has the responsibility for a variety of administrative support functions as needed. Typical duties include, but are not limited to: answering and directing telephone calls; providing administrative support such as filing, data entry, and preparing correspondence, updating documents, schedule meetings, processing mail, and assisting staff with projects as needed.

This Administrative Clerk position is a non-benefited casual position. This casual position will be utilized for vacation relief or work overflow on a part-time or full-time basis, the work schedule will vary (as needed) between 15 - 19 hours per week, not to exceed 1,000 hours in a fiscal year.

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

The following dates are tentative and subject to change based on the needs of the City.

Final Filing Date: 5:00pm, Friday, September 20, 2019 (Supplemental Questionnaire, Résumé and Cover Letter Required in addition completing application)

Interview Date: Thursday, October 3, 2019

Appointment to this position is contingent upon:

*Reference check

*Employment and education verification

*Department of Justice fingerprinting criminal history records check

The City of San Carlos is recruiting for two Administrative Assistant positions for the Administrative Services Department and the City Clerk’s Department. 

About the Departments

The Administrative Services Department provides overall management of the City's administrative services, executes the City's administrative policies and ensures that the City organization, including officials, management and staff receive high quality effective and efficient administrative support.  The Department is comprised of Administration/Risk Management (Workers' Compensation & General Liability), Finance Division, Human Resources Division and Information Technology Division.

The City Clerk Department provides the residents of San Carlos, City Council and staff with access to public records and ensures all facets of agenda preparation, public meetings and municipal elections are conducted according to State law. The Department is comprised of the Director of Community Relations/City Clerk and an Administrative Assistant.

About the Positions

These positions perform a variety of confidential, responsible and complex administrative, secretarial and clerical duties; coordinate and participate in office functions in support of the department's goals and objectives; provide information and assistance to employees and the public regarding departmental policies and procedures; and perform a variety of duties relative to assigned area of responsibility. 

This classification is distinguished from a Senior Administrative Clerk by the responsibility for greater participation in the administrative functions of the department, including policy determinations and a wider variety of public contacts. 

Essential Duties

• Provides responsible and highly complex administrative and secretarial support to an assigned department and department head(s); recommends improvements in workflow, procedures and use of equipment and forms.
• Screens office and telephone callers; provides front counter assistance including information to the general public regarding assigned area of responsibility; responds to and resolves complaints and requests for information on regulations, procedures, systems and precedents.
• Researches, compiles, analyzes and summarizes a variety of informational materials; assists in the design and production of technical information and handouts.
• Operates a variety of office equipment including copiers, postage machine and computer; inputs and retrieves data and text.
• Types, word processes and proofreads a wide variety of reports, letters, memoranda and statistical charts; types from notes, videos, verbal instruction or prior materials. Independently composes correspondence, letters, and memoranda.
• Reviews finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate grammar.
• Processes all department invoices and purchases; assigns account numbers to all invoices for all departmental programs.
• Receives, sorts, opens and distributes department mail to appropriate staff as required.
• Provides support in the preparation of the assigned department budget; reviews and processes purchase requisitions and purchase orders.
• Maintains complex files and record keeping systems including data storage and retrieval systems.
• Maintains and updates the City’s internal and external websites.
• Maintains a calendar of activities, meetings and various events for the assigned department; makes travel arrangements; coordinates activities with other City departments, the public and outside agencies.
• Organizes meetings by notifying participants, making room arrangements and preparing required information materials.
• Responds to requests and inquiries from the general public and other departments; provides information within the area of assignment; resolves complaints in an efficient and timely manner.

RESUME NOT ACCEPTED IN LIEU OF APPLICATION 

COMPLETED  SUPPLEMENTAL QUESTIONNAIRE REQUIRED

POSITION SUMMARY

Under supervision (Account Clerk I) or general supervision (Account Clerk II), performs a wide variety of responsible clerical and technical accounting work involved in performing financial record keeping and reporting duties in support of assigned accounting system, function, or program area including in the areas of utility billing, accounts receivable, accounts payable, payroll, business licenses, and revenue collection and cash management; provides information and assistance to the general public and City departments; maintains file and records; and performs a variety of clerical tasks relative to assigned area of responsibility.

This is a broad classification with individual positions assigned to specific functional areas; duties and assignments may overlap depending on the operational needs of the department and staffing levels.

DISTINGUISHING CHARACTERISTICS

Account Clerk I - This is the entry-level class in the Account Clerk series performing the more routine and less complex clerical accounting support and customer service assignments while learning City policies and procedures. Positions at this level are not expected to function with the same amount of program knowledge or skill level as positions allocated to the Account Clerk II level and exercise less independent discretion and judgment in matters related to work procedures and methods. Work is usually supervised while in progress and fits an established structure or pattern. Exceptions or changes in procedures are explained in detail as they arise. This classification is flexibly staffed with Account Clerk II. Advancement to the “II” level is based on demonstrated proficiency in performing the assigned functions and is at the discretion of higher level supervisory or management staff.

Account Clerk II - This is the full journey level class within the Account Clerk series. Employees within this class are distinguished from the Account Clerk I by the performance of the full range of clerical accounting support duties as assigned including performing the full scope of clerical financial record keeping transactions, customer service functions, and related support 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 of the work unit. Positions in this class series are flexibly staffed and are generally filled by advancement from the “I” level, or when filled from the outside, require prior experience. Advancement to the “II” level is based on management judgment and/or certification or testing that validates the performance of the full range of job duties. This classification is distinguished from the Senior Account Clerk in that the latter is responsible for the more complex and difficult technical duties within the area of assignment and may provide lead direction to other Account Clerk positions.

EXAMPLE OF ESSENTIAL DUTIES – For a complete job description, visit www.ci.ceres.ca.us.

1.       Perform a variety of responsible clerical accounting and financial office support duties in support of assigned accounting system, function, or program area including in the areas of utility billing, accounts receivable, accounts payable, payroll, business licenses, and revenue collection and cash management.

2.       Prepare, maintain, and/or verify a variety of accounting, financial, and statistical records, ledgers, logs, and files; gather, assemble, tabulate, enter, check, verify, balance, adjust, record, and file financial data; codes data according to prescribed accounting procedures; reviews information to ensure accurate reporting; resolve discrepancies; establish and maintain various files and records.

3.       Perform data entry; post receipts and other information to various city accounts and funds.

4.       Assist in the preparation of financial, accounting, and statistical statements, analyses, documents, and reports; assist other accounting staff and departmental management in the preparation of reports; gather and organize data.

5.       Prepare daily City deposits and post appropriate journal entries.

6.       Prepare and submit all warrants and warrant list for review and approval.

7.       Perform a full range of customer service duties related to area of assignment; provide information to the public and City staff requiring the use of judgment and the interpretation of policies, rules, and procedures.

TO VIEW JOB ANNOUNCEMENT, CLICK JOB PDF BELOW.

GENERAL PURPOSE

Under general direction, performs complex supervisory and administrative work in planning, organizing, scheduling and managing public works activities.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Incumbents in this position typically perform but are not limited to the duties noted below on a regular basis:

• Establishes policies and procedures to improve effectiveness of day-to-day operations;
• Assists with the selection, training, evaluation and disciplining of employees;
• Assists with preparation and administration of operating and capital improvement program budgets;
• Plans, organizes, coordinates, supervises and evaluates programs, services, staffing, equipment and infrastructure of the Public Works Department;
• Assists with the development or update of the water, sewer and storm drain master plans, the capital improvement program and other municipal infrastructure programs;
• Assists with the preparation of equipment specifications for bidding processes;
• Assists with project management for the construction of municipal public works projects;
• Evaluates issues and options regarding municipal public works and makes recommendations to the Public Works Director;
• Maintains regular contact with consulting engineers, construction project engineers, City, County, State and Federal agencies, professional and technical groups and the general public regarding department activities and services;
• Oversees employee safety and training programs.

DESIRED MINIMUM QUALIFICATIONS

Completion of an associate degree in civil engineering, construction management, public administration or a closely related field, and minimum of five (5) years previous public works experience including at least two (2) years of utilities management preferred; or an equivalent combination of education and relevant experience. Considerable knowledge of management principles, practices and methods that are employed by municipal public works agencies, City policies, laws and regulations. Exercise sound judgment in evaluating situations and making decisions. Ability to communicate effectively, orally and in writing, with employees, consultants, other governmental agency representatives, City officials and the general public; supervise and evaluate employees; conduct research and compile comprehensive reports.

*The salary for this position is recommended by staff - actual salary to be approved by City Council in September.

Final filing date: 5:00pm, Wednesday, September 4, 2019 (Supplemental Questions Required)

Tentative Interview Date: Friday, September 20, 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.

• An experienced manager with knowledge of court services and programs.
• Well-organized and energetic with a proven record of developing positive work relationships at all levels, including members of the public, attorneys and partner agencies, court staff, supervisors, managers, executives and the judiciary.
• Able to persuasively communicate the court's vision and effectively motivate others to achieve that vision.
• An effective communicator and presenter of information both verbally and in writing.
• A strategic thinker and planner who is politically astute.
• A consensus builder who is flexible, fair, and responsive.
• A participatory group leader with the ability to supervise staff and build a cohesive team.
• Willing to take risks and not threatened by change.
• Able to promote and welcome new, creative ideas from staff and others.
• Appreciative of differing opinions and styles and possess a good sense of humor.
• Adept at prioritizing tasks, handling multiple responsibilities, and synthesizing complex issues effectively.
• Knowledgeable of the principles of organizational analysis.
• Able to manage multiple projects simultaneously.
• Bachelor's Degree is preferred, but not required.

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

• Plan, direct, monitor and evaluate the effectiveness of the divisional services and programs, including needs assessment, program design and planning, implementation, evaluation and regulatory enforcement.
• Direct, supervise, and guide Court managers and supervisors or staff of a major division by establishing goals, policies and performance standards, conducting periodic evaluations for the staff members' performance, and counseling staff members regarding their performance and career development consistent with direction from the assigned senior level manager.
• Consult with and advise other County staff and the public regarding policy issues an participate in the development of standards and programs relating to these policies.
• Direct, coordinate, and participate in the development and implementation of program goals, objectives, policies, procedures and priorities.
• Monitor current and proposed federal, state, and local legislation to assess its impact and to develop the County's legislative response either in support of or opposition to such legislation.
• Consult and cooperate with other department managers on relevant aspects of assigned program area; discuss problems, develop alternative strategies for dealing with those problems; assist in implementation of solutions, as necessary.
• Direct and counsel assigned staff in the planning, budgeting and record systems needed to monitor and evaluate the effectiveness of the assigned program responsibilities.
• Assist in the preparation and administration of the Departmental budget.
• Perform a variety of special assignments, prepare complex analytical and statistical reports in any of several areas, as assigned.
• 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 four years of increasingly responsible experience performing a wide variety of administrative and managerial duties in a large court or legal support function, including two years of experience in a senior level administrative or management position.

Knowledge of:

• Applicable federal, state and local laws, ordinances, codes and regulations applicable to the assigned area of responsibility.
• Principles and practices of organizational analysis and human resource planning.
• Principles and practices of court operation and management.
• Principles of financial administration, including public budgeting, and financial analysis.
• Computer systems and applications as used within the court.
• Principles of personnel training, supervision and evaluation.

Skill/Ability to:

• Direct and participate in advanced administrative and operational activities related to support of the court.
• Coordinate program activities with other departments, programs and/or outside agencies.
• Direct and participate in the analysis of a wide variety of moderate to complex administrative/operational problems and make effective operational and/or procedural recommendations.
• Develop and administer policies, guidelines and procedures related to the assigned program area.
• Utilize appropriate interpersonal style and methods of communication to gain acceptance, cooperation, or agreement of a plan, activity, and/or program idea.
• Monitor current and proposed federal, state and local legislation which impact on assigned area of responsibility.
• Select, supervise, evaluate and train assigned personnel.
• Communicate effectively both orally and in writing.
• Perform complex mathematical and statistical calculations accurately.
• Establish and maintain effective work relationships with those contacted in the performance of required duties.

APPLICATION/EXAMINATION
Open and Promotional. Anyone may apply. Current County of San Mateo and County of San Mateo Superior Court employees with at least six months (1040 hours) of continuous service in a classified regular, probationary, SEIU or AFSCME represented extra-help/term position prior to the final filing date will receive five points added to their final passing score on this examination. This recruitment is being conducted in collaboration with the County of San Mateo.

Responses to the supplemental questions must be submitted in addition to our regular employment application form. A resume will not be accepted as a substitute for the required employment application and supplemental questionnaire.

The examination process will consist of an application screening (pass/fail) based on the candidate's 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. 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 the "Apply" button. If you are not on the County's website, please go to https://jobs.smcgov.org/ to apply. Online applications must be received by the Human Resources Department before midnight on the final filing date.

TENTATIVE RECRUITMENT SCHEDULE:
Final Filing Date: September 3, 2019 11:59 PM
Application Screening: September 4, 2019
Panel Interview: September 18 and/or 19, 2019
 

Analyst: Mandy Singh (08192019) (Court Services Manager - X235)

Note: Although the County is conducting the recruitment with the Superior Court, this position is not a County position.

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

Do you enjoy giving back to your community? Are you a people’s person? Do you like helping people? If so, then we invite you to explore this opportunity with the City of Pacifica.

The Parks, Beaches and Recreation Department within the City of Pacifica works closely with the community providing programming to youth, seniors and all citizens.  We strive to foster a collaborative and collegial atmosphere among staff while providing high quality programs, activities and events to the community and neighborhoods. We take pride in offering excellent community service while remaining adaptable and responsive to our residents' needs and expectations.

Currently, the Parks, Beaches and Recreation Department has an exciting opportunity for customer service orientated individuals to join our team as a Lifeguard within our Aquatics Division.

If interested, apply today!

This is a part-time, at-will, non-benefited position. Hours are limited to less than 1,000 hours per year.

The Parks, Beaches and Recreation Department within the City of Pacifica works closely with the community providing programming to youth, seniors and all citizens.  We strive to foster a collaborative atmosphere among staff while providing high quality programs, activities and events to the community and neighborhoods. We take pride in offering excellent community service while remaining adaptable and responsive to our residents' needs and expectations.

Currently, the Parks, Beaches and Recreation Department has an exciting opportunity for customer service orientated individuals to join our team as a Recreation Leader!

If interested, apply today!