Administrative Specialist (Temp/Seasonal)

Administrative Specialist

(Two Positions)

$29.04 - $33.62 per hour – depending upon experience

Temporary/Part-Time/No Benefits

(May not exceed 1,000 hours worked in a fiscal year July 1 – June 30)

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 $172 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 POSITIONS:

The City of San Rafael is looking for a part-time Administrative Specialist (two positions) to join our team in the Public Works Department (20-30 hours per week) and the Fire department (37.5 hours per week). Continued appointment in these positions is contingent upon funding and job performance. These positions are temporary “at will” positions. The individuals in these positions may not work more than 1,000 hours in a fiscal year (July 1 thru June 30).

PUBLIC WORKS DEPARTMENT POSITION: 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:

• Coordinating the City’s Sidewalk Repair Program
• Answering calls, online messages from the public
• Accounts payable, including invoice processing and sorting
• File management relating to claims, safety reports, public records requests
• Assisting with the 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 the Public Works Department (111 Morphew Street, San Rafael)
• Must possess a valid California Driver’s License

FIRE DEPARTMENT POSITION: Supports the Fire Department when an incumbent of this capacity is out of the office. The Administrative specialist will provide responsible, varied, secretarial and office administrative assistance, including providing customer service to residents at our front counter. The Administrative Specialist will work alongside the Administrative Division in the fire department and support Fire Operations, Wildfire Prevention, Emergency Medical Services, Office of Emergency Services, and other core functions of the Fire Department. This position may position may be extended past the incumbent’s return depending on department needs.

This position performs the following essential job duties:

• Act as receptionist and receives and screens visitors and telephone calls and takes messages
• Performs office support activities
• Accounts payable including invoice processing and sorting
• Other duties as assigned

Education and/or Experience/Other:

• High School Diploma or equivalent
• One year of responsible secretarial or office administrative experience is required
• Must have the ability to multitask
• Must be able to work independently
• Bilingual is a plus
• Must be able to work Monday thru Friday/8:30 a.m. to 5:00 p.m.
• Position is 100% in person

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 since this information will be used to determine who will be invited to participate in the next phase of the examination process. The examination process may include any or all of the following: application appraisal, oral board interview examination. Note: Prior to appointment, candidate must pass background check/fingerprinting and driving record (if position requires a valid driver’s license).

To file an application online, go to www.calopps.org. Select “Member Agencies”. Select “San Rafael”. Or, follow this link to submit your application: https://www.calopps.org/san-rafael/job-20565670.

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

The City of San Rafael offers the following benefits for this position. The salary range for this position is $29.04 $35.30 per hour (depending upon experience/qualifications):

• This position receives no benefits with the exception of a retirement plan and paid sick leave.
• As a temporary employee, you may not work more than 1,000 hours in a fiscal year (July 1 - June 30).
• You are entitled to receive sick leave in accordance with California's Paid Sick Leave Law (AB 1522).
• Participation in a retirement plan is mandated by Federal Law and you will be enrolled in the Public Agency Retirement System (PARS):
  • Employee contributes 3.75% of salary
  • City of San Rafael contributes 3.75% of salary