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The City of San Mateo is hiring!

ADMINISTRATIVE ASSISTANT (PER DIEM)

City Manager's Office

Position:          Per Diem Administrative Assistant

Salary:             $36.47 - $43.50 hourly (depending on experience)

Job Type:        Temporary (up to 1,000 hours per fiscal year)

                         Part-time 30 hours per week with limited benefits

Location:         City Hall 330 W 20th Ave, San Mateo, CA 94403

Hours:             Flexible from 8:00 a.m. – 5:00 p.m., Monday through Friday

Application:    Application process is open until filled

EXAMPLES OF WORK PERFORMED:

• Provide customer service to the public in-person and answer the City's main telephone line
• Perform a variety of general administrative clerical duties for the City Manager's Office
• Refer in-person inquiries, emails, and phone calls to appropriate department personnel
• Respond to basic City Manger’s Office inquiries
• Sort, file and scan documents and records
• Prepare/review internal and external documents such as letters, flyers, and procedures documents
• Support facilities procurement and event planning
• Monitor and order department office supplies
• Provide other general administrative and office duties as assigned
• Effective communication and prioritization skills are highly desirable and bonus points for a positive attitude!

MINIMUM QUALIFICATIONS:

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:

    Experience:

•     One year of general clerical experience comparable to that of a journey level clerical class in 

    the City of San Mateo.

    Education:

•     Equivalent to the completion of the twelfth grade supplemented by specialized clerical training.

ADA Special Requirement:
Essential duties require the following physical abilities and work environment:

Ability to work in a standard office environment.
 

HOW TO APPLY: Interested candidates should submit an online City of San Mateo employment application at www.calopps.org

All applications will be reviewed in detail and the most qualified applicants will be invited to interview. The most successful applicants will be hired pending all necessary paperwork, DMV, and work history check. On the first day of employment, individuals will be required to provide documentation for proof of authorization to work in the United States.

Should you have questions regarding this position, please contact Christina Horrisberger at (650) 522-7210 or email chorrisberger@cityofsanmateo.org and expect a response on or after November 1, 2024.

Note: The City of San Mateo reserves the right, at its discretion, to limit the number of qualified candidates invited to the selection process. ALL RESPONSES WILL BE CONDUCTED VIA THE EMAIL ADDRESS PROVIDED IN YOUR ONLINE APPLICATION. Therefore, it is imperative that you provide an email address to which you have access, and it is recommended that you frequently check your email for notices from: sanmateo@CalOpps.org.

Fine Print

Prior to hire, candidates will be required to successfully complete a pre-employment process, including a driving record review, reference check, and Department of Justice (DOJ) and Federal Bureau of Investigation (FBI) background checks. A conviction history will not necessarily disqualify an applicant from appointment.

The policy of the City of San Mateo is to grant equal employment opportunity to all qualified persons without regard to race, color, sex, age, religion, ancestry, physical or mental disability, sexual preference, marital status, or national origin. It is the intent and desire of the City of San Mateo that equal employment opportunity will be provided in recruiting, hiring, training, promoting, wages, benefits, and all other privileges, terms and conditions of employment. The City of San Mateo is an Equal Opportunity Employer (EOE).

In compliance with the Americans with Disabilities Act, applicants requiring accommodations for any part of the testing or recruitment process must notify lcoles@cityofsanmateo.org or (650) 522-7264 seven (7) days in advance of the deadline for the part of the process requiring accommodations. Do not upload any documents related to your request for accommodation in CalOpps. The City of San Mateo complies with employment provisions of the Americans with Disabilities Act.

The Community

Pleasant Hill is a modern and dynamic city in the East Bay Area of San Francisco and home to approximately 33,000 residents. Located at the center of the Interstate 680 corridor in Contra Costa County, Pleasant Hill is characterized by small-town charm and a strong sense of community.

Residents of Pleasant Hill enjoy an enviable quality of life with safe, quiet residential neighborhoods and an array of amenities. Its appealing downtown boasts more than 350,000 square feet of retail space, movie theaters, entertainment venues, and restaurants. City Hall offers a central plaza area for community gatherings and events.

The City enjoys an ideal Northern California climate with warm, dry summers and mild winters making it perfect for visitors and residents seeking outdoor activities.

The City is home to many California distinguished schools and Diablo Valley Community College.

Pleasant Hill is considered one of the best places to work, live, shop, dine, and play in the Bay Area. To learn more please visit: https://www.ci.pleasant-hill.ca.us/.

The Organization

Pleasant Hill is a General Law City operating under the Council-Manager form of government. Currently, the City Council consists of five members who are elected at large for staggered four-year terms, with a rotating mayor. However, the City will transition to a District-based system in the upcoming election cycle, with three of the five new districts up for election in November. Pleasant Hill is widely recognized for being a well-managed, fiscally sound City and for its community focused programs that benefit its citizens as well as providing a dynamic, stimulating work environment for City employees. The City employs 110 regular employees and has a biennial operating budget of $33.7 million for 2024-2025.

The City delivers a range of municipal services including police, finance, building inspection, planning and code enforcement, engineering, economic development, street construction and maintenance, and storm drainage services. Fire protection, recreation and parks, sewage collection and treatment, water, and school services are provided through special districts not subject to City control.

The Division

The Department of Public Works comprises two divisions: Maintenance and Engineering. Working out of the Public Services Center on Civic Drive, the Maintenance Division provides a variety of services to keep the City clean and well maintained. The Division maintains all publicly owned streets and City-owned buildings (City Hall, the Police Department, Public Services Center, and the new City Library). It also manages the solid waste program, including street sweeping, which is contracted out to a private vendor. There are seventeen employees in Maintenance.

The Position

The Maintenance Superintendent reports to the Public Works Director and plans, organizes and manages maintenance operations in the Maintenance Division, including streets, storm drains, equipment maintenance, City buildings, and landscape areas; serves as a member of the City’s management team, and participates in administrative planning and policy development related to maintenance services; and performs related work as required.

Typical areas of responsibility include:

• Oversee and direct the daily operations of the Maintenance Division to provide efficient maintenance service within prescribed budget.
• Develops, implements and coordinates divisional goals and objectives, policies and procedures.
• Prepares, administers, and monitors the maintenance services budget, including submitting budgetary recommendations and anticipating future budgetary needs.
• Develops long-range plans and objectives for the Maintenance Division; conducts a continuing review of activities to address and resolve problem areas and increase efficiency.
• Participates in a variety of personnel actions including selection, promotion, conflict resolution, performance evaluation, discipline, and dismissal.
• Reviews activity reports, monitors maintenance activities and inspects work while in progress and upon completion to ensure compliance with policy and standards.
• Makes written recommendations regarding which projects should be contracted out and which should be performed by City staff; writes bid specifications and negotiates and writes contracts; may review and approve construction plans.
• Investigates public complaints and requests related to maintenance activities and makes determinations on action to be taken. Responds to and resolves user complaints.
• Coordinates activities of the division within the Public Works Department and other City departments and outside agencies.
• Sets work priorities, coordinates and schedules assignments, and establishes goals and objectives. Develops plan for training and cross-training of subordinates.
• Inspects building and field conditions for safety hazards and maintenance needs and considers findings in the development of work plans.
• Supervises and participates in field activities during emergency situations.

This position is open due to the internal promotion of the incumbent.

The Ideal Candidate

The City of Pleasant Hill prides itself on being an “employer of choice” in the region. It has a reputation for being a great place to work with a dedicated and intelligent workforce that has very low turnover rates. The ideal candidate for the Maintenance Superintendent position is a proactive and outgoing leader with a strong ability to build relationships, foster accountability, and effectively manage personnel. The ideal candidate will excel at motivating and mentoring staff, and be comfortable working both independently in the field and collaboratively with other departments, districts, and community stakeholders.

The top priorities of the Maintenance Superintendent will be:

• Command respect of the employees. Build a culture of continuous improvement and accountability.
• Ensure areas such as fleet management, building maintenance and customer service are areas of focus.  
• Foster collaborative and effective relationships with stakeholders such as the police department, County library contacts and the Park and Recreation District.
• Be responsive to the Public Works Director and City leadership.

Lastly, the ideal candidate will be someone who enjoys working with an engaged and interactive community and is comfortable working in the field or in the office. This person will be a hands-on manager who is committed to being a vital part of the Public Works Department.

Education and Experience

This position requires any combination of experience, education and/or training that would likely provide the required knowledge and abilities. A typical way to obtain the knowledge and abilities would be:

• Completion of a bachelor’s degree in construction technology, landscape architecture, engineering, public administration, business administration, or closely related field.
• Five years of progressively responsible experience in facility management, building maintenance, landscape maintenance, street maintenance, construction or related field, including three years in a supervisory or administrative capacity.
• Possession of, or ability to obtain, a valid California driver’s license and a satisfactory driving record.

Compensation

The annual salary for the Maintenance Superintendent is $136,356- $181,344 with an anticipated 3.5% COLA increase effective September 1, 2025. Placement in this range is dependent upon qualifications.

The City of Pleasant Hill’s City Hall closes at 1:00 p.m. every Friday. The City also offers a competitive benefits program that includes:

• Retirement – The City participates in the California Public Employees’ Retirement System (CalPERS) under a 2% @ 60 formula for Classic Members. The City contributes 3% to a 401(a) plan as well as $225/month to an RHS plan. Voluntary Roth IRA & 457 plans available.
• Medical Benefits – The City offers two choices for coverage—Kaiser or Blue Shield. The City pays 75% of the Kaiser monthly premium at each coverage level. Medical In Lieu up to $600/month.
• Dental & Vision – City-paid coverage for employee and eligible dependents.
• Life Insurance – City-paid coverage equal to 1x annual salary.
• Holidays – City recognizes 14 paid holidays per year.
• Vacation Leave – Up to 25 days; negotiable based on Management Pay Plan
• Sick Leave – Accrues at the rate of one day per month, with no maximum accrual.
• Administrative Leave – Up to 16 hours of administrative leave each month on a non-cumulative basis.
• Section 125 Plan – Dependent care and out-of-pocket medical costs may be paid on a pre-tax basis.
• Telework – The City offers up to two days of remote work per week.

How to Apply

Please apply by 5:00 PM November 8, 2024 at www.allianceRC.com. For questions, inquiries or candidate recommendations, please contact:

Sherrill Uyeda: (562) 901-0769 x331; suyeda@alliancerc.com

Syldy Tom: (562) 901-0769 x334; stom@alliancerc.com

This position is located in the Clerk-Recorder Office and performs a wide variety of specialized technical duties including providing 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. The position is scheduled for forty (40) hours per week. 
 

JOB DUTIES

• 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.
• 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.

Refer to the job description for a full list of duties.

THE OPPORTUNITY

The City of Pacifica is a beautiful coastal community, just south of San Francisco with an exciting opportunity. We are currently hiring for a Part Time Office Assistant to join our team. Under general supervision, performs a variety of general clerical duties in support of an assigned department/division.

Currently, we have an opening within our Community Development Department. However, the list established for this recruitment may be used to fill any current or future vacancies accordingly.

At the City of Pacifica, we are an equal opportunity employer and value diversity. All aspects of employment including the decision to hire, promote, discipline, or discharge, will be based on merit, competence, performance, and business needs. To us, equal opportunity employment is not just about compliance, it’s about who you are, how you can help our City and who you want to be. We are committed to creating an inclusive environment for all employees and residents.

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

BASIC EXAMPLE OF DUTIES

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

• Performs a variety of office support and general clerical duties.
• Acts as receptionist; receives and screens visitors and telephone calls; takes messages, directs the caller to the proper office or person, and/or provides factual information regarding City and departmental activities and functions.
• Enters, edits, updates, and retrieves data from reports, spreadsheets, and automated systems and prepares periodic or special reports, following established formats and processes.
• Establishes and maintains office files, following an established filing system; research and compiles information from such files; purges files as required.
• Perform related duties as assigned.

The duties described in this job announcement are intended only as illustrations of the basic types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. 

Program Assistant - Receptionist

Salary Range: $18.52 - $30.68/hour, depending on experience.

DEFINITION

Perform a wide variety of general clerical and/or operational support duties at the Danville Community Center and Senior Center, such as serve as a receptionist, operate a telephone system and assist/direct callers and visitors according to established procedures.

• This is a part-time temporary, non-benefitted position.
• 10-20 hours per week; not-to-exceed 950 hours per calendar year.

SUPERVISION

General supervision is received from the Administrative Assistant with indirect supervision from the Program Supervisor. May exercise supervision of part-time personnel and volunteers as assigned.

ESSENTIAL JOB DUTIES

Essential duties are inclusive of, but not limited to the following:

• Deal directly with the public and internal staff.
• Provide information to the public by email, in person or over the phone. 
• Register participants and support facility reservations using Active Net software. 
• Provide administrative support on special projects, as assigned.

• Assist in proofreading the Activity Guide and other marketing materials.

• Communicate with a variety of programming staff to resolve customer inquiries.

QUALIFICATIONS

Must be able to handle multiple tasks, have strong computer skills and excellent customer service skills. Must be able to work a flexible schedule throughout the year.

Knowledge of:

• Correct English usage, spelling, grammar and punctuation.
• Modern office methods, procedures and equipment, including office automation hardware and software.
• File management.
• Word processing (Microsoft Word) and data processing systems, including Microsoft Outlook.

Ability to:

• Have attention to detail and accuracy.
• Maintain a welcoming environment in busy office.
• Complete tasks in a timely fashion.

EXPERIENCE AND EDUCATION

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

Experience:

One (1) year of experience performing standard clerical and secretarial duties. Prior experience as a receptionist in a related field preferred.

Education:

The equivalent of the successful completion of the twelfth grade; some college experience preferred.

The City of Thousand Oaks is seeking enthusiastic and service-oriented individuals to join our team!  As an Administrative Aide (Part-time, Hourly City Worker), you will interact with a broad range of customers and play an important role in delivering extraordinary customer service to City residents and customers.  The Administrative Aide will serve as a primary contact for City departments and maintain positive and professional customer relationships by responding promptly to inquiries and finding solutions.  

The Administrative Aide (Hourly City Worker) is a part-time, hourly, at-will position that involves working approximately 15-25 hours per week, not to exceed 29 hours in a week, or 1000 hours per fiscal year (July 1st to June 30th).  

Exact working hours will vary depending on the department or work location and will be between Monday - Friday. We currently have openings at City Hall/Civic Arts Plaza, and this recruitment may be used to fill future vacancies at the Hill Canyon Treatment Plant (HCTP), Municipal Service Center (MSC), and/or either of the two Library locations (Thousand Oaks branch or Newbury Park branch). 

The eligibility list established from this recruitment may be used for vacancies within the City as they occur.

Primary duties may include but are not limited to:

• Provide clerical and administrative support for assigned department
• Greet clients/customers; answer incoming phone calls (may include multi-line phone system), and handle incoming and outgoing mail and email
• Respond to customer inquiries
• Organize and maintain file systems
• Maintain databases and ensure attention to detail when entering data
• Perform basic data analysis and prepare routine reports
• Support the day-to-day activities of assigned department

ADMINISTRATIVE SERVICES ANALYST II/III - Limited Term
CLOSE DATE: Friday, October 25, 2024

SALARY RANGE:
II  – $28.64 - $34.81  Per Hour
III – $31.63 - $38.45  Per Hour
(New employees should anticipate being hired at the beginning of the salary range.)
 
THE POSITION
This position will be under the County Administrative Office and will report to the  Glenn Grows Office in Orland. This person will perform routine to moderately difficult, administrative and analytical work that may involve and/or emphasize the functional areas of: general and administrative support, fiscal, contract management,  and program analysis and compliance, prepare correspondence, grant writing and reporting, and other related duties as required. The Administrative Services Analyst III may be distinguished from the Administrative Services Analyst II class because incumbents in the lower class provide journey-level support usually within a division or segment of a department.  This position is scheduled for forty (40) hours per week. This recruitment may be used to establish a list to fill future vacancies for the next twelve (12) months.

TRAINING AND EXPERIENCE
Experience:        II - Either one (1) year as an Administrative Services Analyst I in Glenn County; or three (3) years of professional analytical journey level experience in any of the functional areas required by the position: general and administrative support, fiscal and contract management, program analysis and compliance or staff development and training. III - One (1) year of experience as an Administrative Services Analyst II in Glenn County; or four (4) years of professional journey level analytical, administrative, professional, managerial, or supervisor experience in any of the functional areas required by the position: general and administrative support, fiscal and contract management, program analysis and compliance, and/or staff development and training.  

Training:        II/III - Possession of a bachelor’s degree from an accredited college or university in business administration, public administration, accounting, finance, organizational development, social work, education, human resources or a closely related field. Substitution:  Additional professional level experience in any of the functional areas noted above may be substituted for the required education on a year-for-year basis up to a maximum of two years.

All applicants are encouraged to review a detailed job description available at http://www.countyofglenn.net/dept/personnel/job-opportunities/job-descriptions and apply only if they clearly meet the Minimum Qualifications for the position.

APPLICANT INSTRUCTIONS/INFORMATION - A COMPLETE APPLICATION PACKET MUST INCLUDE:
*     A Glenn County Employment Application        *    Résumé
*     Transcripts and/or Certificates                         *    Cover Letter

This position in the General Services Department, under general supervision performs a variety of technical para-professional administrative duties in support of fiscal and accounting, and requires the knowledge of the terminology, procedures, and practices for the assigned functional area; and performs related work as assigned. This position is full-time, and is scheduled for forty (40) hours per week.  

WHAT YOU’LL DO

• Performs routine administrative, clerical, and customer service duties.
• Enters data into computer systems and maintains information systems database; processes transactions, assesses and validates data, compiles documentation, reconciles reports.
• Collects, compiles, and tracks data, including caseload data, and provides data summaries, reports, and/or recommendations for program improvement.
• Verifies and reconciles various information, reports, journals or related fiscal and statistical data.
• Checks documents for validity and accuracy of information; collects, records, files, and distributes related paperwork.
• Prepares presentations, general and technical correspondence, develops forms, tracking systems, databases, and spreadsheets.
• Tracks progress of projects, payments, expenditures, and reimbursements.

This position in the Behavioral Health division of the Health and Human Services Agency 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. The position is full-time and scheduled for  forty (40) hours per week.

JOB DUTIES

• Word processes and proofreads a variety of documents; enters a variety of departmental data into the computer; retrieves information as needed; operates various printers.
• 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.
• Establishes files; maintains accurate and detailed records; verifies the accuracy of information; researches discrepancies and notifies appropriate personnel or agency.
• Compiles data for use in reports and/or managerial decision-making.

We have exciting internship opportunities available at the City of Millbrae’s Public Works Department Environmental Programs Division.  Interns can work up to 1,000 hours per fiscal year. 

The interns would work on projects, such as assisting with the water conservation programs and reporting, implementation of Millbrae’s 2020 Climate Action Plan measures (i.e. e-bike sharing programs and Safe Routes to School projects), and community engagement support.  Interns would report to the Environmental Programs Manager located at City Hall at 621 Magnolia Avenue.

We encourage anyone interested in environmental programs to apply.  Jump start your career early through participating in these valuable, paid internships.  Join the Millbrae team to learn and experience City government! 

SUMMARY:  Under close supervision, performs a variety of entry-level administrative tasks and special projects; assists in the coordination of administrative activities and analysis of department systems and procedures; and performs related work, as required.

ESSENTIAL FUNCTIONS: -- Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills.  This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required.  The job description does not constitute an employment agreement and is subject to change at any time by the employer.  Essential duties and responsibilities may include, but are not limited to the following:

• Research, compile, tabulate, and analyze data for a variety of administrative and departmental matters.
• Assist department personnel in assigned administrative, planning, organizational, technical, and professional tasks.
• Provide suggestions or recommendations regarding department specific projects.
• Prepare and present reports; draft policies and procedures; respond to requests for information. 
• Perform specific department related duties and tasks as required.

MINIMUM QUALIFICATIONS:

Education, Training and Experience Guidelines: 

Proof of enrollment in a college or university OR recent graduates with paid or volunteer work experience, which demonstrates the ability to successfully perform the duties of the position.  Major course of study may be in one of the following areas: Business Administration, Public Administration, Accounting, Architecture, Computer Science, Engineering, Urban Planning, Human Resources, Communications, Recreation Administration, OR a related field of study. Education and experience will be evaluated based on the actual position.

Knowledge of: 

• Principles and practices of public administration and organization applicable to a local agency.
• Administrative techniques; statistical practices and methods of graphic presentation.
• Modern office methods, practices, procedures, and equipment, including personal computers and modern software and spreadsheet programs.
• Elements of business writing and proper use of English, vocabulary, spelling, punctuation, and grammar.  

Skill in:  

• Providing efficient customer service and communicating clearly and objectively both verbally and in writing.
• Organizing with the ability to prioritize work and exercise independent judgment, wisdom, common sense, and initiative.
• Thoroughly carrying out oral and written instructions.
• Gathering and analyzing data; preparing narrative reports and performing numerical analysis.
• Evaluating and recommending changes to policies, programs, and practices.
• Conducting research; proficiently utilizing a personal computer in completing special projects. 
• Following written and oral instructions with minimum supervision; effectively presenting information in writing and orally to the general public, outside agencies, and fellow employees. 
• Speaking effectively in a public forum on related topics and issues. 
• Prioritizing and scheduling workload to ensure completion when faced with deadlines or emergencies.
• Establishing and maintaining effective working relationships with those contacted in the course of work, including City and other government officials, community groups, and the general public; and apply safe work practices.

LICENSE AND CERTIFICATION REQUIREMENTS:

Possession of a valid Class "C" California driver's license. 

PHYSICAL DEMANDS AND WORKING ENVIRONMENT:

Work is performed in an office environment in close proximity to other workers.  Incumbent shall be exposed to those conditions normally encountered in a business office environment.  Physical demands require frequent standing, reaching, leaning, twisting, grasping, lifting and sitting for prolonged periods of time.  Must carry moderately heavy boxes up to 50 pounds and/or utilize a dolly.  Incumbent must be able to drive safely to various City sites.  Incumbent must be able to see and hear in the normal range, with or without correction.  Incumbent must have the stamina to work long hours and overtime, if assigned, and be willing to work an irregular schedule, which might include evenings, weekends, holidays, and varying hours.