Part-Time Assistant to the City Clerk (20601249)

Description

The City of San Mateo Office of the City Clerk is looking for a highly qualified, experienced

Part-Time Assistant to the City Clerk

Why Join our Department?

The Office of the City Clerk is a service department within the municipal government upon which the five-member City Council, all City departments, and the general public rely for information regarding the operations and legislative history of the City. The City Clerk serves as the liaison between the public and the City Council and provides related municipal services such as serving as the Elections Official, providing key staff for Council meetings and recording all Council action, and serving as records manager for the protection and preservation of the public record.

Look to some of the reasons why the City of San Mateo is a great place to work: https://www.youtube.com/watch?v=_GTIzeSpc_g

What You’ll Do

The Assistant to the City Clerk position serves as the welcoming and friendly face of government for both the City Council and the City Clerk’s office as this position is the first contact for the front counter and the primary receptionist. The position requires an ability to help demystify government services and processes, learn and maintain an understanding of all government services and procedures and help citizens get to the right service. The position’s administrative functions include responsibility for records management including filing and scanning; managing off-site records inventory; managing and ordering office supply inventory; writing correspondence, creating certificates of commendation and writing proclamations on behalf of the Mayor. This position is also charged with maintaining multiple calendars, processing reservations and invoices and acting as primary administrative support for Council and the City Clerk. Excellent attention to detail, writing and proofreading skills are required and a positive upbeat attitude with the ability to be flexible, resilient, and creative when situations change is essential. The successful candidate will have a strong work ethic, a passion for making a difference and helping citizens, and a desire to grow in this field.

Some of the duties may include, but are not limited to, the following:

• Provide information and answer inquiries from officials, the public, and City staff on laws, procedures, and policies, such as the City Municipal Code, the Brown Act, and the Public Records Act; organize and assist with the filing of Statements of Economic Interests and Campaign Statements for candidates, office holders and City employees; record and file deeds and other documents requiring recordation; maintain and monitor agreements and insurance certificates; perform special projects as needed; and ensure the provision of official notification of public hearings, including legal notices in accordance with City, State, and Federal laws
• Manage, implement, and monitor the Clerk’s records management programs, including document imaging, the receipt, storage, retrieval and disposition of official City records; work with records representatives from other departments and train them in the process
• Review and evaluate records, applications, and reports to ensure completeness and compliance with the California Public Records Act and applicable City policies and procedures.
• Attend meetings as required, may prepare meeting minutes, may assist in City Council agenda preparation and follow-up, as needed; manage Council reservations, correspondence and calendars
• Assist with coordinating the bi-annual City-wide Records Clean-up Event; maintain comprehensive indexing and filing system of City Council actions, including resolutions, ordinances, deeds, contracts, and agreements; provide research to staff and the public on information needs, as needed
• Ensure that meeting facilities are properly prepared
• Maintain logs and manage Council and Clerk correspondence and responsiveness from other departments; receive, sort and distribute incoming and outgoing correspondence
• Assist Deputy with the preparation and distribution of notices, action reports, letters, and other correspondence as required by action taken in the meetings
• Act as receptionist and primary responsibility for staffing the front counter; answer the telephone and assist the public and internal customers by responding to requests for information; issue, receive, process various applications
• Order office supplies, manage supply inventory; submit expense claims, pay bills as needed
• Perform general clerical work including filing, scheduling appointments, and processing personnel, payroll and purchasing information
• May maintain petty cash fund; accept payment of fees; maintain and process cash records
  
  

The Assistant to the City Clerk receives general supervision from the Deputy City Clerk or a higher-level position and may exercise direct or functional and technical supervision over lower-level clerical positions, volunteers, and interns.

For a complete list of duties, reference our job specifications at www.cityofsanmateo.org

Ideal Candidate

Skills

Who You Are

• Exemplify an enthusiastic, resourceful, and effective customer service attitude with all who are contacted in the course of the work
• Manage and prioritize assigned projects while ensuring completion in a timely manner
• Design and implement procedures and programs
• Solve problems, use sound judgment, and make decisions that are consistent with department philosophy
• Work independently with minimal direction
• Communicate in a positive and clear manner, both written and verbal
• Effectively work with a variety of people at varying levels in the organization as well as the public and members of the City Council
• Stay calm under the pressure of deadlines
• Work with a sense of urgency
• Promote continuous improvement of systems and processes
• Provide an accurate and detail oriented work product
  
  

Abilities

• Learn, interpret, and apply City and department rules, regulations, policies, practices, ordinances, resolutions and laws
• Learn and operate specialized systems and software, such as document imaging, agenda management, automated 700 filing, public records request, and intranet and internet software
• Understand the organization and operation of City government and of outside agencies as necessary to assume assigned responsibilities
• Independently prepare correspondence and memorandums
• Understand and carry out oral and written directions
• Establish and maintain cooperative working relationships with those contacted in the course of work
• Attend evening meetings
  
  

What You Bring

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

• Three years of increasingly responsible administrative support experience which included public contact and working with records management systems similar to the systems/programs of the City of San Mateo City Clerk Department
• Equivalent to high school graduation supplemented by college level coursework in business administration, public administration, or other related specialized training
• Any recent training such as academic courses and certification programs, which are relevant to this job classification
• This position may be required to obtain and maintain certification as a Notary Public and possess an appropriate valid California Driver’s License
  
  

Bonus Points (highly desirable)

• Certification as a Municipal Clerk (CMC) by the International Institute of Municipal Clerks or Certification through the American Records Management Association (ARMA) is highly desirable.
• Previous experience in a City Clerk's office or related experience is desirable
• Experience working with the public responding to and providing information
• Experience working with a Records Management System
• Notary Public
• Technical proficiency to support specialized system and software administration
• Experience facilitating public meetings, including managing technical equipment
  
  

Benefits

What We Offer

• Salary: $6,322 - $7,538/month
• Comprehensive benefits package including generous paid leave and health benefits
• CalPERS retirement (2% @ 55 for classic members; 2% @ 62 for new members). Classic employees contribute 8.30% to CalPERS and New members contribute 6.75% to CalPERS.
• Participation in the Social Security Program
• Programs: Deferred Compensation plan with City match up to 0.5% of base salary, City will contribute 0.5% of base salary to the deferred compensation plan, and 1% city contribution to a Retirement Health Savings Account
• Free Fitness classes through City of San Mateo Parks and Recreation, Employee Assistance Program and Credit Union Membership
• Bilingual Diff: $195 monthly (if applicable)
• This classification is represented by the San Mateo City Employees’ Association