Minimum Qualifications Education and/or Equivalent Experience: Graduation with a Bachelor’s degree from an accredited college or university with major coursework in Business Administration, Public Administration or in a field related to the job, plus three (3) years of experience in an administrative or executive secretary capacity. Experience may substitute for education up to the maximum of four (4) years. Licenses and Certifications Required: None. Notes to Applicants The District 2 Council Office seeks experienced applicants for the position of Council Executive Secretary who are excited to join a small, hard-working team to support excellent constituent services that are effective, consistent, and build confidence and trust in local government. The ideal candidate has a passion and ability to quickly respond to constituent inquiries; coordinate with City departmental staff on constituent casework, and serve as the first point of contact for anyone who calls or stops by the District 2 office. The constituent liaison also manages Councilwoman Fuentes’ schedule, coordinates meetings and events, compiles public information requests, and manages record keeping. The following items are required to complete the application process: Resume Cover Letter Writing Sample Job responsibilities will include: Respond to constituent phone calls, emails, online messages, mail, and concerns Act as liaison between Council office, city departments and constituents Facilitate the handling of time-sensitive requests such as proclamations, fee waivers, and other confidential documents, including Public Information Requests Assess constituent calls for problems requiring policy action and makes recommendations to the Chief of Staff and Policy Team Monitor or prepare responses to management or Council requests for information Coordinate the logistics of speaking engagements, stakeholder meetings and other types of community meetings for the District 2 Office Manage appointments, meeting requests, calendars and other day-to-day issues requiring facilitating the flow of information among various groups Train and supervise interns to handle office matters such as logging incoming and outgoing correspondence, handling visitors, telephone calls, and computer operations Coordinate nominations to city boards and commissions Additional office and outreach duties as needed Ideal candidates will demonstrate: Spanish language fluency, written and verbal Creative and critical thinking Strong communication and writing skills Ability and desire to help people solve problems Attention to detail paired with political good sense Eagerness to learn quickly and be a self-starter Passion for politics, public policy, and good governance Teamwork and collaboration Consistent follow-through and ability to multi-task with frequent interruptions Patience and good judgment; strong customer services skills Familiarity with the City of Austin, local government, and City Council District 2 Pay Range $27.00 - $32.00/hr Hours Monday - Friday. 8:00 a.m. - 5:00 p.m. Hours will vary depending on operational needs. Some evenings/weekends may be required. Job Close Date 05/06/2024 Type of Posting External Department Mayor and Council Regular/Temporary Regular Grant Funded or Pooled Position Not Applicable Category Clerical Location 301 W 2nd Street, Austin, TX Preferred Qualifications Preferred Experience: Experience multi-tasking in a fast-paced and deadline driven environment Skill in oral and written communication Experience maintaining calendars, coordinating staff events and meetings Proficiency with Microsoft Office Suite, specifically with Word, Excel, Outlook Bilingual in Spanish/English Duties, Functions and Responsibilities Essential duties and functions, pursuant to the Americans with Disabilities Act, may include the following. Other related duties may be assigned. Answers multi-line telephone, directs calls to appropriate person or takes messages. Greets visitors, and serves as point of contact in providing assistance to citizens Organizes and maintains files related to office correspondence, reports and other pertinent data. Coordinates the logistics of speaking engagements, conference calls and various types of forums for City Council Members. Manages calendars, schedules appointments and plans travel itineraries. Coordinates agenda issues with members of the City Manager’s staff. Sorts, distributes, and prioritizes mail, answers routine correspondence. Prepares memos, letters and other documents such as notices or agenda for meetings. Facilitates the handling of time sensitive requests such as CAFs (Citizen Action Forms) and other confidential documents. Responsibilities - Supervisor and/or Leadership Exercised: None. Knowledge, Skills and Abilities Must possess required knowledge, skills, abilities, and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed. Knowledge of the principles and practices of public administration and municipal government. Knowledge of public administrative research methods, techniques, and report presentation. Knowledge of the principles underlying the laws and regulations of the municipality. Skill in oral and written communication. Skill in handling multiple tasks and prioritizing. Skill in using computers and related software. Skill in data analysis and problem solving. Skill in planning, organizing, and coordinating the efforts of several City departments and/or functions with other governmental or private agencies to accomplish program goals or objectives. Ability to exercise discretion in confidential matters. Ability to work with frequent interruptions and changes in priorities. Ability to analyze a variety of administrative or operational problems and make sound recommendations for solutions. Ability to establish and maintain good working relationships with other city employees and the public Criminal Background Investigation This position does not require a Criminal Background Investigation EEO/ADA City of Austin is committed to compliance with the Americans with Disabilities Act. If you require reasonable accommodation during the application process or have a question regarding an essential job function, please call (512) 974-3210 or Texas Relay by dialing 7-1-1. The City of Austin will not discriminate against any applicant or employee based on race, creed, color, national origin, sex, gender identity, age, religion, veteran status, disability, or sexual orientation. In addition, the City will not discriminate in employment decisions on the basis of an individual’s AIDS , AIDS Related Complex, or HIV status; nor will the City discriminate against individuals who are perceived to be at risk of HIV infection, or who associate with individuals who are believed to be at risk. Information For City Employees: If you are an employee within the department, are in good standing and meet both the minimum and preferred qualifications, then you will receive an initial interview. Supplemental Questions Required fields are indicated with an asterisk (*). * This position requires graduation with a Bachelor’s degree from an accredited college or university with major coursework in Business Administration, Public Administration or in a field related to the job, plus three (3) years of experience in an administrative or executive secretary capacity. Experience may substitute for education up to the maximum of four (4) years. Do you meet these minimum qualifications? Yes No * Describe your bilingual, English/Spanish fluency level. Speak, read, and write in both languages fluently Speak English and Spanish fluently Speak English and some Spanish Fluent in English only None of the above * Describe your experience using Outlook (or similar) to manage, schedule, and maintain calendars for management. (Open Ended Question) * Did you attach a writing sample (as directed in Notes to Applicant) as "other document”? Yes No Optional & Required Documents Required Documents Cover Letter Resume Other Document Optional Documents
Apr 13, 2024
Full Time
Minimum Qualifications Education and/or Equivalent Experience: Graduation with a Bachelor’s degree from an accredited college or university with major coursework in Business Administration, Public Administration or in a field related to the job, plus three (3) years of experience in an administrative or executive secretary capacity. Experience may substitute for education up to the maximum of four (4) years. Licenses and Certifications Required: None. Notes to Applicants The District 2 Council Office seeks experienced applicants for the position of Council Executive Secretary who are excited to join a small, hard-working team to support excellent constituent services that are effective, consistent, and build confidence and trust in local government. The ideal candidate has a passion and ability to quickly respond to constituent inquiries; coordinate with City departmental staff on constituent casework, and serve as the first point of contact for anyone who calls or stops by the District 2 office. The constituent liaison also manages Councilwoman Fuentes’ schedule, coordinates meetings and events, compiles public information requests, and manages record keeping. The following items are required to complete the application process: Resume Cover Letter Writing Sample Job responsibilities will include: Respond to constituent phone calls, emails, online messages, mail, and concerns Act as liaison between Council office, city departments and constituents Facilitate the handling of time-sensitive requests such as proclamations, fee waivers, and other confidential documents, including Public Information Requests Assess constituent calls for problems requiring policy action and makes recommendations to the Chief of Staff and Policy Team Monitor or prepare responses to management or Council requests for information Coordinate the logistics of speaking engagements, stakeholder meetings and other types of community meetings for the District 2 Office Manage appointments, meeting requests, calendars and other day-to-day issues requiring facilitating the flow of information among various groups Train and supervise interns to handle office matters such as logging incoming and outgoing correspondence, handling visitors, telephone calls, and computer operations Coordinate nominations to city boards and commissions Additional office and outreach duties as needed Ideal candidates will demonstrate: Spanish language fluency, written and verbal Creative and critical thinking Strong communication and writing skills Ability and desire to help people solve problems Attention to detail paired with political good sense Eagerness to learn quickly and be a self-starter Passion for politics, public policy, and good governance Teamwork and collaboration Consistent follow-through and ability to multi-task with frequent interruptions Patience and good judgment; strong customer services skills Familiarity with the City of Austin, local government, and City Council District 2 Pay Range $27.00 - $32.00/hr Hours Monday - Friday. 8:00 a.m. - 5:00 p.m. Hours will vary depending on operational needs. Some evenings/weekends may be required. Job Close Date 05/06/2024 Type of Posting External Department Mayor and Council Regular/Temporary Regular Grant Funded or Pooled Position Not Applicable Category Clerical Location 301 W 2nd Street, Austin, TX Preferred Qualifications Preferred Experience: Experience multi-tasking in a fast-paced and deadline driven environment Skill in oral and written communication Experience maintaining calendars, coordinating staff events and meetings Proficiency with Microsoft Office Suite, specifically with Word, Excel, Outlook Bilingual in Spanish/English Duties, Functions and Responsibilities Essential duties and functions, pursuant to the Americans with Disabilities Act, may include the following. Other related duties may be assigned. Answers multi-line telephone, directs calls to appropriate person or takes messages. Greets visitors, and serves as point of contact in providing assistance to citizens Organizes and maintains files related to office correspondence, reports and other pertinent data. Coordinates the logistics of speaking engagements, conference calls and various types of forums for City Council Members. Manages calendars, schedules appointments and plans travel itineraries. Coordinates agenda issues with members of the City Manager’s staff. Sorts, distributes, and prioritizes mail, answers routine correspondence. Prepares memos, letters and other documents such as notices or agenda for meetings. Facilitates the handling of time sensitive requests such as CAFs (Citizen Action Forms) and other confidential documents. Responsibilities - Supervisor and/or Leadership Exercised: None. Knowledge, Skills and Abilities Must possess required knowledge, skills, abilities, and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed. Knowledge of the principles and practices of public administration and municipal government. Knowledge of public administrative research methods, techniques, and report presentation. Knowledge of the principles underlying the laws and regulations of the municipality. Skill in oral and written communication. Skill in handling multiple tasks and prioritizing. Skill in using computers and related software. Skill in data analysis and problem solving. Skill in planning, organizing, and coordinating the efforts of several City departments and/or functions with other governmental or private agencies to accomplish program goals or objectives. Ability to exercise discretion in confidential matters. Ability to work with frequent interruptions and changes in priorities. Ability to analyze a variety of administrative or operational problems and make sound recommendations for solutions. Ability to establish and maintain good working relationships with other city employees and the public Criminal Background Investigation This position does not require a Criminal Background Investigation EEO/ADA City of Austin is committed to compliance with the Americans with Disabilities Act. If you require reasonable accommodation during the application process or have a question regarding an essential job function, please call (512) 974-3210 or Texas Relay by dialing 7-1-1. The City of Austin will not discriminate against any applicant or employee based on race, creed, color, national origin, sex, gender identity, age, religion, veteran status, disability, or sexual orientation. In addition, the City will not discriminate in employment decisions on the basis of an individual’s AIDS , AIDS Related Complex, or HIV status; nor will the City discriminate against individuals who are perceived to be at risk of HIV infection, or who associate with individuals who are believed to be at risk. Information For City Employees: If you are an employee within the department, are in good standing and meet both the minimum and preferred qualifications, then you will receive an initial interview. Supplemental Questions Required fields are indicated with an asterisk (*). * This position requires graduation with a Bachelor’s degree from an accredited college or university with major coursework in Business Administration, Public Administration or in a field related to the job, plus three (3) years of experience in an administrative or executive secretary capacity. Experience may substitute for education up to the maximum of four (4) years. Do you meet these minimum qualifications? Yes No * Describe your bilingual, English/Spanish fluency level. Speak, read, and write in both languages fluently Speak English and Spanish fluently Speak English and some Spanish Fluent in English only None of the above * Describe your experience using Outlook (or similar) to manage, schedule, and maintain calendars for management. (Open Ended Question) * Did you attach a writing sample (as directed in Notes to Applicant) as "other document”? Yes No Optional & Required Documents Required Documents Cover Letter Resume Other Document Optional Documents
City of Long Beach, CA
City of Long Beach, California, United States
DESCRIPTION THE PORT OF LONG BEACH IS SEEKING AN EXECUTIVE SECRETARY (This is an at-will position) Salary Range: $80,000 - $115,000 ABOUT US The Port of Long Beach, one of the world's busiest seaports, is an international gateway for the reliable, efficient, and sustainable movement of goods and is a leader in environmental stewardship. Credited with moving approximately $200 billion in trade, the Port serves as a critical hub for international commerce and is a major transportation center. East Asian trade accounts for the bulk of Long Beach shipments. Port-related international trade has a wide-ranging economic impact, supporting millions of jobs that benefit the region and the entire country. THE TEAM The Executive Offices of the Port of Long Beach provide leadership, policy direction, resources, and support to staff in all Port divisions so they can perform their specific job responsibilities as effectively as possible in support of the mission and strategic goals of the Port. THE ROLE Under general supervision, the Executive Secretary-Harbor provides executive level support for Managing Director and/or executive staff, and is involved with high-level contacts and exposure to sensitive information necessitating a considerable use of tact, diplomacy, discretion and judgement. EXAMPLES OF DUTIES Provides executive secretarial and administrative support to assigned executive staff. Maintains calendars; coordinates, schedules, arranges and confirms meetings, appointments, conferences and hearings; screens requests for appointments to ensure efficient and prudent utilization of executive availability. Arranges domestic and foreign travel; creates itinerary and expense reports. Reviews correspondence, business proposals, contracts and other documents to assess compatibility of obligations and sensitivity to business interest in specific subject matter. Annotates points of concern and recommends execution, revision or rejections. Answers, screens and directs telephone calls and takes messages. Acts as Timekeeper by completing timecards electronically on a weekly basis. Composes routine correspondence, Board, Committee, or Information Only Memoranda. Retrieves, distributes and opens mail. Edits and prints various types of correspondence, memoranda and reports. Provides backup support for other executive administration staff. Organizes, maintains and updates electronic files, documents and records; creates, maintains and updates filing and tracking systems. Uses shorthand skills to take diction and prepare correspondence for signature. Organizes, maintains, and updates electronic files, documents and records; creates, maintains and updates electronic files, documents records; creates maintains an updates filing and tracking systems. Keep executives and other staff informed regularly on status of open issues. Plans, organizes and makes arrangements for special events and meetings. Performs other secretarial and administrative duties as required. REQUIREMENTS TO FILE MINIMUM REQUIREMENTS 5 years or more of progressively responsible executive secretarial experience High school diploma or equivalency is required; Two or more years of college is preferred. Must have a valid driver’s license at the time of appointment. PROFESSIONAL EXPERIENCE Prior experience as an Executive Assistant working for a similar or larger sized company or organization, with similar responsibilities, is required. Prior experience working for the head of a division/department. Highly proficient computer and word processing skills (proficient in MS Word, Excel, PowerPoint, and Outlook). Professionalism and ability to exercise good judgment in handling confidential matters. Excellent verbal, written communications. Exceptional interpersonal skills, with ability to work effectively in a team environment. Excellent proofreading skills. Detail oriented. Competent organizational skills and ability to multi-task and prioritize tasks efficiently and effectively. Ability to work and think independently, without significant direction or oversight. Basic knowledge of operating office equipment and machinery required. Basic knowledge of customer service to employees and management required. A general understanding of maritime terminology a plus. Knowledge of how state and local government interacts with the Board of Harbor Commissioners a plus. A general understanding of the Brown Act would be a plus. A general understanding of the Board agenda process would be a plus. Ability to adapt and use new software programs. SELECTION PROCEDURE The final filing date for this recruitment is Thursday, May 16, 2024 @ 4:30 pm PDT. To be considered for this opportunity, please submit a cover letter and resume in PDF format. Incomplete applications (without a cover letter and resume) will not be considered. Individuals deemed best qualified for the position will be invited to participate in the selection process, which may include a work-related assessment to further evaluate candidate qualifications. The panel interview is scheduled for Tuesday, May 21, 2024 (in-person). Candidates should ensure availability on interview date. The successful candidate will be appointed shortly thereafter. References will be completed for finalist candidates; an employment offer is contingent on conducting a comprehensive background check. The Port reserves the right to extend the closing date without notice in order to accept additional applications. Those individuals determined to be most qualified for the position will be invited to participate in the selection process. If you require accommodation because of a disability in order to participate in any phase of the application/selection process, please contact (562) 283-7500 or email Careers@polb.com . The Port of Long Beach will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You are not required to disclose your criminal history or participate in a background check until you receive a conditional job offer. If the Port of Long Beach has concerns about a conviction that is directly related to the job after making a conditional job offer and conducting a background check, you will have the opportunity to explain the circumstances surrounding the conviction, provide evidence to mitigate concerns or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting https://calcivilrights.ca.gov/fair-chance-act or https://www.longbeach.gov/hr/about-us/talent-acquisition/the-fair-chance-act/ . THE BENEFITS: The Port of Long Beach has established an annual salary range of $80,000 - $115,000 (placement depends on qualifications). An attractive package of executive-level benefits is also included, with the opportunity to work in one of the most diverse and dynamic areas of the United States. The Port’s generous benefits package includes: Auto Allowance - $300.00 per month Executive Leave - 40 hours per year. Retirement - CalPERS 2% @ 62, coordinated with social security. Current member contribution is 8.00% for CalPERS, and 6.2% for social security, paid by the employee. Pay for Performance - Pay for Performance is awarded based on employee performance as demonstrated through achievement of individual goals, demonstration of required competencies, and available budget funds. Deferred Compensation - The City matches a percentage of base salary for all qualified members contributing to the 457(b) plan. Group Health Insurance - Medical and dental options (HMO and PPO). Free vision coverage. Life Insurance - City-paid life insurance policy of $20,000 plus executive insurance benefit equal to three times annual salary up to a maximum of $500,000. Disability Insurance - City-paid short- and long-term disability insurance. Vacation - Vacation is accrued at 3.7 hours per pay period to begin, which is equivalent to two weeks on an annual basis. Vacation can be used after six months of service. Sick Leave - Accrued at 8 hours per month. Accruals may be converted upon retirement to cash credit toward health and /or dental insurance premiums or retirement service credits. Paid Parental Leave - After six (6) months of City employment, the City pays up to 30 consecutive days (160 hours) for eligible employees to take paid time to bond with the child upon birth, adoption, or foster placement of a child, up to the age of 17. Holidays - 11 scheduled holidays per calendar year and four (4) personal holidays. Bereavement Leave - 5 days for death or critical illness of immediate family member. Education Reimbursement - Tuition reimbursement allows employees to obtain additional education or training. Annual Physical - Eligible to receive an annual physical examination at the city's expense through the city-provided program. Public Student Loan Forgiveness - As the Harbor Department of the City of Long Beach, a governmental agency, the Port of Long Beach is a qualifying employer for the Public Student Loan Forgiveness (PSLF) program. 529 college savings plan - The ScholarShare529 plan is an account that allows employees to invest specifically for future education expenses through the Long Beach City Employees Federal Credit Union. Funds can be used from your 529 savings plan to send your grandkids, kids, or even yourself to any accredited public or private U.S. college or university - or two-year technical or vocational institution. The Port of Long Beach is an Equal Opportunity Employer We do not discriminate based on race, religion, color, national origin, sexual orientation, gender, gender identity, gender expression, age, status as an individual with a disability, or other applicable legally protected characteristics. www.polb.com The City of Long Beach offers its employees opportunities to grow personally and professionally.As a permanent employee, you are eligible to receive fringe benefits that include: Retirement: California Public Employees' Retirement System (PERS) defined benefit retirement plan, which is coordinated with Social Security. The benefit is 2.5% or 2.7% (depending on hire date) @55 for "Classic" members and 2% @62 for new members as defined by PEPRA, subject to the compensation limitations set by PERS. Both the City and the employee contributes toward CalPERS retirement contributions. The city also participates in Social Security. Health and Dental Insurance: The City offers the choice of HMO and PPO plans. The city pays major portion of the premium for employee and dependents depending on the health/ dental plan selected. Life Insurance: City-paid term life insurance policy equal to three (3) times annual salary to a maximum of $500,000. Disability Insurance: City-paid short-term and long-term disability insurance. Management Physical: Annual City-paid physical examination. Vacation: Twelve (12) vacation days after the first year of service; 15 days after four years, six months of service; 20 days after 19 years, six months of service. Executive Leave: Forty (40) hours Executive Leave per year. The City Manager has discretion to grant an additional 40 hours each year. Sick Leave : One day earned per month; unlimited accumulation; conversion upon retirement to cash credit toward health and/or dental insurance premiums, or to pension credits. Holidays: Eleven (11) designated holidays per year, plus four personal holidays to be used at the employee's discretion. Transportation Allowance: Monthly allowance is allocated by classifications below; Department Head $650.00 Deputy Director/Manager/Director (Harbor/Utilities) $550.00 Division Officer/Superintendent/ Chief of Staff / Administrator / Principal DCA $450.00 Assistant to Executive / Executive Assistant / Executive Secretary/ Executive Support Staff $300.00 Deferred Compensation Plan: Optional for employee contribution to a supplementary retirement savings program available through Mission Square Retirement formerly ICMA-RC Retirement Corporation). Classic CalPERS Members: The City will contribute a maximum of up to two percent (2%) of base salary* for all qualified Classic CalPERS members. Public Employees’ Pension Reform Act (PEPRA) CalPERS Members: Effective the second full pay period following City Council adoption, the City contribution will increase from two percent (2%) to three percent (3%) of base salary* for all qualified PEPRA CalPERS members. Flexible Spending Account (FSA): Optional election for employees to reduce taxable income for payment of allowable childcare or medical expenses. Flexible/Hybrid Work Schedule: Available (subject to City Manager approval). Paid Parental Leave: The City provides one hundred and sixty (160) hours of Paid Parental Leave at 100% of salary, for the birth, adoption or foster placement of a child, regardless of the gender, marital status or sexual orientation of the parent. Closing Date/Time: 5/16/2024 4:30 PM Pacific
May 03, 2024
Full Time
DESCRIPTION THE PORT OF LONG BEACH IS SEEKING AN EXECUTIVE SECRETARY (This is an at-will position) Salary Range: $80,000 - $115,000 ABOUT US The Port of Long Beach, one of the world's busiest seaports, is an international gateway for the reliable, efficient, and sustainable movement of goods and is a leader in environmental stewardship. Credited with moving approximately $200 billion in trade, the Port serves as a critical hub for international commerce and is a major transportation center. East Asian trade accounts for the bulk of Long Beach shipments. Port-related international trade has a wide-ranging economic impact, supporting millions of jobs that benefit the region and the entire country. THE TEAM The Executive Offices of the Port of Long Beach provide leadership, policy direction, resources, and support to staff in all Port divisions so they can perform their specific job responsibilities as effectively as possible in support of the mission and strategic goals of the Port. THE ROLE Under general supervision, the Executive Secretary-Harbor provides executive level support for Managing Director and/or executive staff, and is involved with high-level contacts and exposure to sensitive information necessitating a considerable use of tact, diplomacy, discretion and judgement. EXAMPLES OF DUTIES Provides executive secretarial and administrative support to assigned executive staff. Maintains calendars; coordinates, schedules, arranges and confirms meetings, appointments, conferences and hearings; screens requests for appointments to ensure efficient and prudent utilization of executive availability. Arranges domestic and foreign travel; creates itinerary and expense reports. Reviews correspondence, business proposals, contracts and other documents to assess compatibility of obligations and sensitivity to business interest in specific subject matter. Annotates points of concern and recommends execution, revision or rejections. Answers, screens and directs telephone calls and takes messages. Acts as Timekeeper by completing timecards electronically on a weekly basis. Composes routine correspondence, Board, Committee, or Information Only Memoranda. Retrieves, distributes and opens mail. Edits and prints various types of correspondence, memoranda and reports. Provides backup support for other executive administration staff. Organizes, maintains and updates electronic files, documents and records; creates, maintains and updates filing and tracking systems. Uses shorthand skills to take diction and prepare correspondence for signature. Organizes, maintains, and updates electronic files, documents and records; creates, maintains and updates electronic files, documents records; creates maintains an updates filing and tracking systems. Keep executives and other staff informed regularly on status of open issues. Plans, organizes and makes arrangements for special events and meetings. Performs other secretarial and administrative duties as required. REQUIREMENTS TO FILE MINIMUM REQUIREMENTS 5 years or more of progressively responsible executive secretarial experience High school diploma or equivalency is required; Two or more years of college is preferred. Must have a valid driver’s license at the time of appointment. PROFESSIONAL EXPERIENCE Prior experience as an Executive Assistant working for a similar or larger sized company or organization, with similar responsibilities, is required. Prior experience working for the head of a division/department. Highly proficient computer and word processing skills (proficient in MS Word, Excel, PowerPoint, and Outlook). Professionalism and ability to exercise good judgment in handling confidential matters. Excellent verbal, written communications. Exceptional interpersonal skills, with ability to work effectively in a team environment. Excellent proofreading skills. Detail oriented. Competent organizational skills and ability to multi-task and prioritize tasks efficiently and effectively. Ability to work and think independently, without significant direction or oversight. Basic knowledge of operating office equipment and machinery required. Basic knowledge of customer service to employees and management required. A general understanding of maritime terminology a plus. Knowledge of how state and local government interacts with the Board of Harbor Commissioners a plus. A general understanding of the Brown Act would be a plus. A general understanding of the Board agenda process would be a plus. Ability to adapt and use new software programs. SELECTION PROCEDURE The final filing date for this recruitment is Thursday, May 16, 2024 @ 4:30 pm PDT. To be considered for this opportunity, please submit a cover letter and resume in PDF format. Incomplete applications (without a cover letter and resume) will not be considered. Individuals deemed best qualified for the position will be invited to participate in the selection process, which may include a work-related assessment to further evaluate candidate qualifications. The panel interview is scheduled for Tuesday, May 21, 2024 (in-person). Candidates should ensure availability on interview date. The successful candidate will be appointed shortly thereafter. References will be completed for finalist candidates; an employment offer is contingent on conducting a comprehensive background check. The Port reserves the right to extend the closing date without notice in order to accept additional applications. Those individuals determined to be most qualified for the position will be invited to participate in the selection process. If you require accommodation because of a disability in order to participate in any phase of the application/selection process, please contact (562) 283-7500 or email Careers@polb.com . The Port of Long Beach will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You are not required to disclose your criminal history or participate in a background check until you receive a conditional job offer. If the Port of Long Beach has concerns about a conviction that is directly related to the job after making a conditional job offer and conducting a background check, you will have the opportunity to explain the circumstances surrounding the conviction, provide evidence to mitigate concerns or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting https://calcivilrights.ca.gov/fair-chance-act or https://www.longbeach.gov/hr/about-us/talent-acquisition/the-fair-chance-act/ . THE BENEFITS: The Port of Long Beach has established an annual salary range of $80,000 - $115,000 (placement depends on qualifications). An attractive package of executive-level benefits is also included, with the opportunity to work in one of the most diverse and dynamic areas of the United States. The Port’s generous benefits package includes: Auto Allowance - $300.00 per month Executive Leave - 40 hours per year. Retirement - CalPERS 2% @ 62, coordinated with social security. Current member contribution is 8.00% for CalPERS, and 6.2% for social security, paid by the employee. Pay for Performance - Pay for Performance is awarded based on employee performance as demonstrated through achievement of individual goals, demonstration of required competencies, and available budget funds. Deferred Compensation - The City matches a percentage of base salary for all qualified members contributing to the 457(b) plan. Group Health Insurance - Medical and dental options (HMO and PPO). Free vision coverage. Life Insurance - City-paid life insurance policy of $20,000 plus executive insurance benefit equal to three times annual salary up to a maximum of $500,000. Disability Insurance - City-paid short- and long-term disability insurance. Vacation - Vacation is accrued at 3.7 hours per pay period to begin, which is equivalent to two weeks on an annual basis. Vacation can be used after six months of service. Sick Leave - Accrued at 8 hours per month. Accruals may be converted upon retirement to cash credit toward health and /or dental insurance premiums or retirement service credits. Paid Parental Leave - After six (6) months of City employment, the City pays up to 30 consecutive days (160 hours) for eligible employees to take paid time to bond with the child upon birth, adoption, or foster placement of a child, up to the age of 17. Holidays - 11 scheduled holidays per calendar year and four (4) personal holidays. Bereavement Leave - 5 days for death or critical illness of immediate family member. Education Reimbursement - Tuition reimbursement allows employees to obtain additional education or training. Annual Physical - Eligible to receive an annual physical examination at the city's expense through the city-provided program. Public Student Loan Forgiveness - As the Harbor Department of the City of Long Beach, a governmental agency, the Port of Long Beach is a qualifying employer for the Public Student Loan Forgiveness (PSLF) program. 529 college savings plan - The ScholarShare529 plan is an account that allows employees to invest specifically for future education expenses through the Long Beach City Employees Federal Credit Union. Funds can be used from your 529 savings plan to send your grandkids, kids, or even yourself to any accredited public or private U.S. college or university - or two-year technical or vocational institution. The Port of Long Beach is an Equal Opportunity Employer We do not discriminate based on race, religion, color, national origin, sexual orientation, gender, gender identity, gender expression, age, status as an individual with a disability, or other applicable legally protected characteristics. www.polb.com The City of Long Beach offers its employees opportunities to grow personally and professionally.As a permanent employee, you are eligible to receive fringe benefits that include: Retirement: California Public Employees' Retirement System (PERS) defined benefit retirement plan, which is coordinated with Social Security. The benefit is 2.5% or 2.7% (depending on hire date) @55 for "Classic" members and 2% @62 for new members as defined by PEPRA, subject to the compensation limitations set by PERS. Both the City and the employee contributes toward CalPERS retirement contributions. The city also participates in Social Security. Health and Dental Insurance: The City offers the choice of HMO and PPO plans. The city pays major portion of the premium for employee and dependents depending on the health/ dental plan selected. Life Insurance: City-paid term life insurance policy equal to three (3) times annual salary to a maximum of $500,000. Disability Insurance: City-paid short-term and long-term disability insurance. Management Physical: Annual City-paid physical examination. Vacation: Twelve (12) vacation days after the first year of service; 15 days after four years, six months of service; 20 days after 19 years, six months of service. Executive Leave: Forty (40) hours Executive Leave per year. The City Manager has discretion to grant an additional 40 hours each year. Sick Leave : One day earned per month; unlimited accumulation; conversion upon retirement to cash credit toward health and/or dental insurance premiums, or to pension credits. Holidays: Eleven (11) designated holidays per year, plus four personal holidays to be used at the employee's discretion. Transportation Allowance: Monthly allowance is allocated by classifications below; Department Head $650.00 Deputy Director/Manager/Director (Harbor/Utilities) $550.00 Division Officer/Superintendent/ Chief of Staff / Administrator / Principal DCA $450.00 Assistant to Executive / Executive Assistant / Executive Secretary/ Executive Support Staff $300.00 Deferred Compensation Plan: Optional for employee contribution to a supplementary retirement savings program available through Mission Square Retirement formerly ICMA-RC Retirement Corporation). Classic CalPERS Members: The City will contribute a maximum of up to two percent (2%) of base salary* for all qualified Classic CalPERS members. Public Employees’ Pension Reform Act (PEPRA) CalPERS Members: Effective the second full pay period following City Council adoption, the City contribution will increase from two percent (2%) to three percent (3%) of base salary* for all qualified PEPRA CalPERS members. Flexible Spending Account (FSA): Optional election for employees to reduce taxable income for payment of allowable childcare or medical expenses. Flexible/Hybrid Work Schedule: Available (subject to City Manager approval). Paid Parental Leave: The City provides one hundred and sixty (160) hours of Paid Parental Leave at 100% of salary, for the birth, adoption or foster placement of a child, regardless of the gender, marital status or sexual orientation of the parent. Closing Date/Time: 5/16/2024 4:30 PM Pacific
Introduction This examination is being given to fill one vacancy in the Probation Department and to establish an eligible list to fill future vacancies. Resumes will not be accepted in lieu of an application. A completed application must be postmarked or received online by the final filing deadline. Supporting a Safer, Stronger Community The San Joaquin County Probation Department is committed to increasing public safety, supporting victims, and reducing recidivism through client accountability and support; thereby making our community safer and stronger. We are dedicated to inspiring positive change by delivering proven evidence-based practices, which assist clients in identifying a path to productive life choices. San Joaquin County Probation has a shared set of values. We value excellence, importance of the individual, team concept, ethical conduct, professionalism, importance of community and a safe and healthy environment. *This position is represented by the SEIU bargaining unit and will receive salary increases based on the following schedule for a total of 12% through July 2025: Effective July 2024 - 4% Cost of Living Adjustment increase Effective July 2025 - 3% Cost of Living Adjustment increase NOTE: All correspondences relating to this recruitment will be delivered via e-mail. The e-mail account used will be the one provided on your employment application during time of submittal. Please be sure to check your e-mail often for updates. If you do not have an e-mail account on file, Human Resources will send you correspondences via US Mail. TYPICAL DUTIES Performs highly advanced secretarial support duties, usually for a department head or executive with responsibility for a large department or division; acts as a liaison between the manager(s) and staff and may represent management in highly sensitive and confidential situations; develops and recommends complex procedures applicable to areas of assignment; develops and implements systems for improving the efficiency and effectiveness of assigned operations; monitors deadlines and calendars as assigned and develops/maintains control and tracking systems; arranges and coordinates complex meetings, seminars or classes; arranges for travel transportation; may coordinate and/or perform clerical/technical aspects of budget administration. Receives and screens visitors and calls, using a very high degree of judgment in their disposition; interprets and explains specialized and complex information regarding established rules, regulations, policies, procedures and technical office operations to managers, patients, clients, outside agencies and others; researches difficult and complex issues; obtains information from managers, staff, patients, clients, and others; identifies and seeks to meet customer needs, maintaining tact and diplomacy and using good judgment regarding sensitive/confidential matters; provides customer service in a calm, helpful and effective manner. Relieves superior of very complex quasi-administrative/analytical duties in areas such as personnel management, payroll, purchasing, inventory, systems maintenance and/or similar functions; gathers, analyzes and maintains specialized and complex information related to office administrative operations, including administration of the budget; reviews and analyzes complex legal, custody, health care and other administrative records to identify needed information; researches, compiles, maintains and processes statistical, financial and/or other numerical data to support highly specialized office functions; may perform highly-advanced clerical accounting duties. Prepares a variety of difficult and complex reports, letters, resolutions and other documents with substantial independence, utilizing a highly advanced knowledge of specialized subject matter; develops and maintains complex spreadsheets and databases, either by hand or computer; maintains data and develops reports for budget and other purposes. Develops and maintains specialized filing systems, including coding and indexing various records and/or legal documents; prepares master lists and control files. Applies internal and external laws, regulations, ordinances and policies as they relate to assigned responsibilities; may produce and/or issue complex documents and complete complex forms for the purpose of documenting specialized program-related information. As an incidental duty, may perform second-level supervision over a small group of clerical and/or technical employees; provides training as assigned; develops, organizes and distributes training materials as appropriate. MINIMUM QUALIFICATIONS Either I Experience : Two years at a level comparable or higher to Office Secretary in San Joaquin County service that included significant responsibility for performing management secretarial duties. Or II Experience : Six years of general clerical, secretarial and/or office technical work, including at least two years with primary responsibility for performing management secretarial duties. Substitutions : a) One year of business training in an approved vocational training program may substitute for one year of the above-required experience; or b) Completion of 30 semester/45 quarter credit units at an accredited college or university may substitute for one year of the above-required experience; or c) Graduation from an accredited college or university with a Bachelor’s Degree in public or business administration, human resources management, labor relations, accounting, or a related field may substitute for the four years on non- secretarial experience required above. And Certificates : If required by the nature of the assignment: 1) possession of acceptable typing/keyboarding or other certification of ability to input data at the rate of 45 words per minute; and/or 2) possession of an acceptable proficiency certificate in one or more computer software programs. Special Requirement : Most positions require the ability to use computers and/or word processing equipment. If required by the nature of the assignment, demonstrated general or software-specific computer proficiency may be required prior to appointment. KNOWLEDGE Highly advanced secretarial and other office practices and procedures; advanced principles and practices of prioritizing, planning and organizing work; advanced clerical practices related to personnel management, payroll, labor relations, purchasing, inventory control, clerical accounting, and systems development/maintenance; advanced clerical methods of researching, gathering, organizing and reporting data; standard analytical principles and processes; personal computer systems and general office computer software; public relations techniques; advanced interviewing techniques; advanced filing and record keeping systems; complex correspondence and report formats; advanced clerical accounting methods and practices; principles of training and supervision. ABILITY Provide a full range of secretarial duties to support managers and/or other high-level staff; perform quasi-administrative/analytical work related to various specialized office activities; research, interpret, and apply complex laws/regulations, court orders, program policies/procedures, and third-party rules/requirements related to areas such as personnel management, payroll, labor relations, purchasing, inventory control, clerical accounting and systems development/maintenance; evaluate and establish priorities; gather, organize, input and maintain complex information, including financial or program-specific data; provide/obtain detailed information to/from others as appropriate, including confidential and/or otherwise sensitive information; utilize advanced office procedures and equipment; follow complex oral and written procedures and directions; establish and maintain effective working relationships with others, even in difficult situations; communicate effectively with others; write clearly and legibly; perform advanced arithmetical operations; lead or supervise others. PHYSICAL/MENTAL REQUIREMENTS Mobility - Frequent operation of a data entry device, repetitive motion, sitting for long periods, walking; occasional standing, pushing, pulling, bending, squatting, climbing; Lifting -Frequently 5 pounds or less; occasionally 5 to 30 pounds; Visual - Constant good overall vision and reading/close-up work; frequent color perception and use of eye/hand coordination; occasional use of depth perception and peripheral vision; Hearing/Talking - Frequent hearing of normal speech, hearing/talking on the telephone, talking in person; Emotional/Psychological -Frequent decision making, concentration, and public contact; Special Requirements -Some assignments may require working weekends, nights, and/or occasional overtime; Environmental -Occasional exposure to varied weather conditions. San Joaquin County complies with the Americans with Disabilities Act (ADA) and, upon request, will consider reasonable accommodations to enable individuals with disabilities to perform essential job functions. Equal Opportunity Employer San Joaquin County is an Equal Employment Opportunity (EEO) Employer and is committed to providing equal employment to all without regard to age, ancestry, color, creed, marital status, medical condition, national origin, physical or mental disability, political affiliation or belief, pregnancy, race, religion, sex, or sexual orientation. For more information go to Equal Employment Opportunity Division (sjgov.org) . Accommodations for those covered by the Americans with Disabilities Act (ADA): San Joaquin County complies with the Americans with Disabilities Act and, upon request, will consider reasonable accommodations to enable individuals with disabilities to perform essential job functions. BENEFITS Employees hired into this classification are members of a bargaining unit which is represented by SEIU Local 1021 . Health Insurance : San Joaquin County provides employees with a choice of three health plans: a Kaiser Plan, a Select Plan, and a Premier Plan. Employees pay a portion of the cost of the premium. Dependent coverage is also available. Dental Insurance : The County provides employees with a choice of two dental plans: Delta Dental and United Health Care-Select Managed Care Direct Compensation Plan. There is no cost for employee only coverage in either plan; dependent coverage is available at the employee’s expense. Vision Insurance : The County provides vision coverage through Vision Service Plan (VSP). There is no cost for employee only coverage; dependent coverage is available at the employee’s expense. For more detailed information on the County’s benefits program, visit our website at www.sjgov.org under Human Resources/Employee Benefits. Life Insurance : The County provides eligible employees with life insurance coverage as follows: 1 but less than 3 years of continuous service: $1,000 3 but less than 5 years of continuous service: $3,000 5 but less than 10 years of continuous service: $5,000 10 years of continuous service or more: $10,000 Employee may purchase additional term life insurance at the group rate. 125 Flexible Benefits Plan : This is a voluntary program that allows employees to use pre-tax dollars to pay for health-related expenses that are not paid by a medical, dental or vision plan (Health Flexible Spending Account $2550 annual limit with a $500 carry over); and dependent care costs (Dependent Care Assistance Plan $5000 annual limit). Retirement Plan : Employees of the County are covered by the County Retirement Law of 1937. Please visit the San Joaquin County Employees’ Retirement Association (SJCERA) at www.sjcera.org for more information. NOTE: If you are receiving a retirement allowance from another California county covered by the County Employees’ Retirement Act of 1937 or from any governmental agency covered by the California Public Employees’ Retirement System (PERS), you are advised to contact the Retirement Officer of the Retirement Plan from which you retired to determine what effect employment in San Joaquin County would have on your retirement allowance. Deferred Compensation : The County maintains a deferred compensation plan under Section 457 of the IRS code. You may annually contribute $22,500 or 100% of your includible compensation, whichever is less. Individuals age 50 or older may contribute to their plan, up to $30,000. The Roth IRA (after tax) is also now available. Vacation : Maximum earned vacation is 10 days each year up to 3 years; 15 days after 3 years; 20 days after 10 years; and 23 days after 20 years. Holidays : Effective July 1, 2017, all civil service status employees earn 14 paid holidays each year. Please see the appopriate MOU for details regarding holidays, accruals, use, and cashability of accrued time. Sick Leave : 12 working days of sick leave annually with unlimited accumulation. Sick leave incentive : An employee is eligible to receive eight hours administrative leave if the leave balance equals at least one- half of the cumulative amount that the employee is eligible to accrue. The employee must also be on payroll during the entire calendar year. Bereavement Leave : 3 days of paid leave for the death of qualifying family member, 2 additional days of accrued leave for death of employee’s spouse, domestic partner, parent or child. Merit Salary Increase : New employees will receive the starting salary, which is the first step of the salary range. After employees serve 52 weeks (2080 hours) on each step of the range, they are eligible for a merit increase to the next step. Job Sharing : Employees may agree to job-share a position, subject to approval by a Department Head and the Director of Human Resources. Educational Reimbursement Program : Eligible employees may be reimbursed for career-related course work up to a maximum of $850 per fiscal year. Eligible employees enrolled in an approved four (4) year College or University academic program may be reimbursed up to $800 per semester for a maximum of $1600 per fiscal year. Parking Supplemental Downtown Stockton: The County contributes up to $20 per pay period for employees who pay for parking and are assigned to work in the Downtown Core Area. School Activities : Employees may take up to 40 hours per year, but not more than eight (8) hours per month, to participate in their children’s school activities. Selection Procedures Applicants who meet the minimum qualifications will go through the following examination process: Written Exam : The civil service written exam is a multiple choice format. If the written exam is administered alone, it will be 100% of the overall score. Candidates must achieve a minimum rating of 70% in order to be placed on the eligible list. Oral Exam : The oral exam is a structured interview process that will assess the candidate’s education, training, and experience and may include a practical exercise. The oral exam selection process is not a hiring interview. A panel of up to four people will determine the candidate’s score and rank for placement on the eligible list. Top candidates from the eligible list are referred for hiring interviews. If the oral exam is administered alone, it will be 100% of the overall score. Candidates must achieve a minimum rating of 70% in order to be placed on the eligible list. Written & Oral Exam : If both a written exam and an oral exam is administered, the written exam is weighted at 60% and the oral exam is weighted at 40% unless otherwise indicated on the announcement. Candidates must achieve a minimum rating of 70% on each examination in order to be placed on the eligible list. Rate-out : A rate-out is an examination that involves a paper rating of the candidate’s application using the following criteria: education, training, and experience. Candidates will not be scheduled for the rate-out process. Note: The rating of 70 referred to may be the same or other than an arithmetic 70% of the total possible points. Online Written Exams : Written exams may be administered online. Candidates will be notified of the examination date and will be responsible to complete the written exam within a given period of time (typically within five calendar days). Candidates are required to read the Online Exam Guide for Test Takers prior to taking an online written exam. The link to the guide is here: Online Exam Guide For Test Takers PLEASE NOTE: Online exams must be completed in one sitting and can only be taken once Candidates will have access to an online exam within the allotted time only A steady internet connection is highly recommended The allotted time will still continue if a candidate closes the window or gets disconnected Once the allotted time expires, access to the exam will be unavailable Microsoft is no longer supporting Internet Explorer . Therefore, it is recommended that candidates do not use Internet Explorer to complete online written exams. Candidates that do not have access to a computer can contact the Human Resources office at (209)468-3370 for information on accommodations. Testing Accommodation : Candidates who require testing accommodation under the Americans with Disabilities Act (ADA) must call Human Resources Division at (209) 468-3370 prior to the examination date. Veteran’s Points : Eligible veterans, unmarried widows and widowers of veterans of the United States Armed Forces who have been honorably discharged and who have served during wartime shall be given veteran’s points in initial appointment to County service. Eligible veterans receive 5 points and eligible disabled veterans receive 10 points. Disabled veterans must submit a recent award letter stating a 10% service connected disability issued by the United States Veterans Administration. Note: A copy of your DD214 showing the discharge type must be received in the Human Resources by the date of the examination. Acceptable wartime service dates: September 16, 1940 to December 31, 1946 June 27, 1950 to January 31, 1955 August 5, 1964 to May 7, 1975 Persian Gulf War, August 2, 1990, through a date to be set by law or Presidential Proclamation. Eligible Lists : Candidates who pass the examination will be placed on an eligible list for that classification. Eligible lists are effective for nine months, but may be extended by the Human Resources Director for a period which shall not exceed a total of three years from the date established. Certification/Referral : Names from the eligible list will be referred to the hiring department by the following methods. Rule of the Rank : The top rank or ranks of eligibles will be referred for hiring interviews. The minimum number of names to be referred will be equal to the number of positions plus nine, or 10% of the eligible list, whichever is higher. When filling nine or more positions in a department at the same time, the top rank or ranks will be referred and the minimum number of names shall be two times the number of positions to be filled or 10% of the eligible list, whichever is higher. This applies only to open competitive recruitments. Rule of Five : The top five names will be referred for hiring interviews. This applies only to department or countywide promotional examination. Physical Exam : Some classifications require physical examinations. Final appointment cannot be made until the eligible has passed the physical examination. The County pays for physical examinations administered in its medical facilities. Pre-Employment Drug Screening Exam : Some classifications require a new employee successfully pass a pre-employment drug screen as a condition of employment. Final appointment cannot be made until the eligible has passed the drug screen. The County pays for the initial drug screen. Employment of Relatives : Applicants who are relatives of employees in a department within the 3rd degree of relationship, (parent, child, grand parent, grand child or sibling) either by blood or marriage, may not be appointed, promoted, transferred into or within the department when; They are related to the Appointing Authority or The employment would result in one of them supervising the work of the other. Department Head may establish additional limitations on the hiring of relatives by departmental rule. Proof of Eligibility : If you are offered a job you will be required to provide proof of U.S. citizenship or other documents that establish your eligibility to be employed in the U.S. HOW TO APPLY Apply Online: www.sjgov.org/department/hr By mail or in person: San Joaquin County Human Resources 44 N. San Joaquin Street Suite 330 Stockton, CA 95202 Office hours: Monday - Friday 8:00 am to 5:00 pm; excluding holidays. Phone: (209) 468-3370 Job Line: For current employment opportunities please call our 24-hour job line at (209) 468-3377. When a final filing date is indicated, applications must be filed with the Human Resources Division before 5:00 p.m. or postmarked by the final filing date. Resumes will not be accepted in lieu of an application. Applications sent through county inter-office mail, which are not received by the final filing date, will not be accepted. ( The County assumes no responsibility for mailed applications which are not received by the Human Resources Division) . San Joaquin County Substance Abuse Policy: San Joaquin County has adopted a Substance Abuse Policy in compliance with the Federal Drug Free Workplace Act of 1988. This policy is enforced by all San Joaquin County Departments and applies to all San Joaquin County employees. Equal Opportunity Employer : San Joaquin County is an Equal Employment Opportunity (EEO) Employer and is committed to providing equal employment to all without regard to age, ancestry, color, creed, marital status, medical condition, national origin, physical or mental disability, political affiliation or belief, pregnancy, race, religion, sex, or sexual orientation. For more information go to www.sjgov.org/department/hr/eeo . Click on a link below to apply for this position: Fill out the Supplemental Questionnaire and Application NOW using the Internet. Apply Online View and print the Supplemental Questionnaire. This recruitment requires completion of a supplemental questionnaire. You may view and print the supplemental questionnaire here . View and print the official application form as an Acrobat pdf file. A San Joaquin County application form is required for this recruitment. You may print this Acrobat PDF document and then fill it in. Contact us via conventional means. You may contact us by phone at (209) 468-3370, or by email , or apply for a job in person at the San Joaquin County Human Resources Division. Closing Date/Time: 5/10/2024 11:59:00 PM
Apr 30, 2024
Full Time
Introduction This examination is being given to fill one vacancy in the Probation Department and to establish an eligible list to fill future vacancies. Resumes will not be accepted in lieu of an application. A completed application must be postmarked or received online by the final filing deadline. Supporting a Safer, Stronger Community The San Joaquin County Probation Department is committed to increasing public safety, supporting victims, and reducing recidivism through client accountability and support; thereby making our community safer and stronger. We are dedicated to inspiring positive change by delivering proven evidence-based practices, which assist clients in identifying a path to productive life choices. San Joaquin County Probation has a shared set of values. We value excellence, importance of the individual, team concept, ethical conduct, professionalism, importance of community and a safe and healthy environment. *This position is represented by the SEIU bargaining unit and will receive salary increases based on the following schedule for a total of 12% through July 2025: Effective July 2024 - 4% Cost of Living Adjustment increase Effective July 2025 - 3% Cost of Living Adjustment increase NOTE: All correspondences relating to this recruitment will be delivered via e-mail. The e-mail account used will be the one provided on your employment application during time of submittal. Please be sure to check your e-mail often for updates. If you do not have an e-mail account on file, Human Resources will send you correspondences via US Mail. TYPICAL DUTIES Performs highly advanced secretarial support duties, usually for a department head or executive with responsibility for a large department or division; acts as a liaison between the manager(s) and staff and may represent management in highly sensitive and confidential situations; develops and recommends complex procedures applicable to areas of assignment; develops and implements systems for improving the efficiency and effectiveness of assigned operations; monitors deadlines and calendars as assigned and develops/maintains control and tracking systems; arranges and coordinates complex meetings, seminars or classes; arranges for travel transportation; may coordinate and/or perform clerical/technical aspects of budget administration. Receives and screens visitors and calls, using a very high degree of judgment in their disposition; interprets and explains specialized and complex information regarding established rules, regulations, policies, procedures and technical office operations to managers, patients, clients, outside agencies and others; researches difficult and complex issues; obtains information from managers, staff, patients, clients, and others; identifies and seeks to meet customer needs, maintaining tact and diplomacy and using good judgment regarding sensitive/confidential matters; provides customer service in a calm, helpful and effective manner. Relieves superior of very complex quasi-administrative/analytical duties in areas such as personnel management, payroll, purchasing, inventory, systems maintenance and/or similar functions; gathers, analyzes and maintains specialized and complex information related to office administrative operations, including administration of the budget; reviews and analyzes complex legal, custody, health care and other administrative records to identify needed information; researches, compiles, maintains and processes statistical, financial and/or other numerical data to support highly specialized office functions; may perform highly-advanced clerical accounting duties. Prepares a variety of difficult and complex reports, letters, resolutions and other documents with substantial independence, utilizing a highly advanced knowledge of specialized subject matter; develops and maintains complex spreadsheets and databases, either by hand or computer; maintains data and develops reports for budget and other purposes. Develops and maintains specialized filing systems, including coding and indexing various records and/or legal documents; prepares master lists and control files. Applies internal and external laws, regulations, ordinances and policies as they relate to assigned responsibilities; may produce and/or issue complex documents and complete complex forms for the purpose of documenting specialized program-related information. As an incidental duty, may perform second-level supervision over a small group of clerical and/or technical employees; provides training as assigned; develops, organizes and distributes training materials as appropriate. MINIMUM QUALIFICATIONS Either I Experience : Two years at a level comparable or higher to Office Secretary in San Joaquin County service that included significant responsibility for performing management secretarial duties. Or II Experience : Six years of general clerical, secretarial and/or office technical work, including at least two years with primary responsibility for performing management secretarial duties. Substitutions : a) One year of business training in an approved vocational training program may substitute for one year of the above-required experience; or b) Completion of 30 semester/45 quarter credit units at an accredited college or university may substitute for one year of the above-required experience; or c) Graduation from an accredited college or university with a Bachelor’s Degree in public or business administration, human resources management, labor relations, accounting, or a related field may substitute for the four years on non- secretarial experience required above. And Certificates : If required by the nature of the assignment: 1) possession of acceptable typing/keyboarding or other certification of ability to input data at the rate of 45 words per minute; and/or 2) possession of an acceptable proficiency certificate in one or more computer software programs. Special Requirement : Most positions require the ability to use computers and/or word processing equipment. If required by the nature of the assignment, demonstrated general or software-specific computer proficiency may be required prior to appointment. KNOWLEDGE Highly advanced secretarial and other office practices and procedures; advanced principles and practices of prioritizing, planning and organizing work; advanced clerical practices related to personnel management, payroll, labor relations, purchasing, inventory control, clerical accounting, and systems development/maintenance; advanced clerical methods of researching, gathering, organizing and reporting data; standard analytical principles and processes; personal computer systems and general office computer software; public relations techniques; advanced interviewing techniques; advanced filing and record keeping systems; complex correspondence and report formats; advanced clerical accounting methods and practices; principles of training and supervision. ABILITY Provide a full range of secretarial duties to support managers and/or other high-level staff; perform quasi-administrative/analytical work related to various specialized office activities; research, interpret, and apply complex laws/regulations, court orders, program policies/procedures, and third-party rules/requirements related to areas such as personnel management, payroll, labor relations, purchasing, inventory control, clerical accounting and systems development/maintenance; evaluate and establish priorities; gather, organize, input and maintain complex information, including financial or program-specific data; provide/obtain detailed information to/from others as appropriate, including confidential and/or otherwise sensitive information; utilize advanced office procedures and equipment; follow complex oral and written procedures and directions; establish and maintain effective working relationships with others, even in difficult situations; communicate effectively with others; write clearly and legibly; perform advanced arithmetical operations; lead or supervise others. PHYSICAL/MENTAL REQUIREMENTS Mobility - Frequent operation of a data entry device, repetitive motion, sitting for long periods, walking; occasional standing, pushing, pulling, bending, squatting, climbing; Lifting -Frequently 5 pounds or less; occasionally 5 to 30 pounds; Visual - Constant good overall vision and reading/close-up work; frequent color perception and use of eye/hand coordination; occasional use of depth perception and peripheral vision; Hearing/Talking - Frequent hearing of normal speech, hearing/talking on the telephone, talking in person; Emotional/Psychological -Frequent decision making, concentration, and public contact; Special Requirements -Some assignments may require working weekends, nights, and/or occasional overtime; Environmental -Occasional exposure to varied weather conditions. San Joaquin County complies with the Americans with Disabilities Act (ADA) and, upon request, will consider reasonable accommodations to enable individuals with disabilities to perform essential job functions. Equal Opportunity Employer San Joaquin County is an Equal Employment Opportunity (EEO) Employer and is committed to providing equal employment to all without regard to age, ancestry, color, creed, marital status, medical condition, national origin, physical or mental disability, political affiliation or belief, pregnancy, race, religion, sex, or sexual orientation. For more information go to Equal Employment Opportunity Division (sjgov.org) . Accommodations for those covered by the Americans with Disabilities Act (ADA): San Joaquin County complies with the Americans with Disabilities Act and, upon request, will consider reasonable accommodations to enable individuals with disabilities to perform essential job functions. BENEFITS Employees hired into this classification are members of a bargaining unit which is represented by SEIU Local 1021 . Health Insurance : San Joaquin County provides employees with a choice of three health plans: a Kaiser Plan, a Select Plan, and a Premier Plan. Employees pay a portion of the cost of the premium. Dependent coverage is also available. Dental Insurance : The County provides employees with a choice of two dental plans: Delta Dental and United Health Care-Select Managed Care Direct Compensation Plan. There is no cost for employee only coverage in either plan; dependent coverage is available at the employee’s expense. Vision Insurance : The County provides vision coverage through Vision Service Plan (VSP). There is no cost for employee only coverage; dependent coverage is available at the employee’s expense. For more detailed information on the County’s benefits program, visit our website at www.sjgov.org under Human Resources/Employee Benefits. Life Insurance : The County provides eligible employees with life insurance coverage as follows: 1 but less than 3 years of continuous service: $1,000 3 but less than 5 years of continuous service: $3,000 5 but less than 10 years of continuous service: $5,000 10 years of continuous service or more: $10,000 Employee may purchase additional term life insurance at the group rate. 125 Flexible Benefits Plan : This is a voluntary program that allows employees to use pre-tax dollars to pay for health-related expenses that are not paid by a medical, dental or vision plan (Health Flexible Spending Account $2550 annual limit with a $500 carry over); and dependent care costs (Dependent Care Assistance Plan $5000 annual limit). Retirement Plan : Employees of the County are covered by the County Retirement Law of 1937. Please visit the San Joaquin County Employees’ Retirement Association (SJCERA) at www.sjcera.org for more information. NOTE: If you are receiving a retirement allowance from another California county covered by the County Employees’ Retirement Act of 1937 or from any governmental agency covered by the California Public Employees’ Retirement System (PERS), you are advised to contact the Retirement Officer of the Retirement Plan from which you retired to determine what effect employment in San Joaquin County would have on your retirement allowance. Deferred Compensation : The County maintains a deferred compensation plan under Section 457 of the IRS code. You may annually contribute $22,500 or 100% of your includible compensation, whichever is less. Individuals age 50 or older may contribute to their plan, up to $30,000. The Roth IRA (after tax) is also now available. Vacation : Maximum earned vacation is 10 days each year up to 3 years; 15 days after 3 years; 20 days after 10 years; and 23 days after 20 years. Holidays : Effective July 1, 2017, all civil service status employees earn 14 paid holidays each year. Please see the appopriate MOU for details regarding holidays, accruals, use, and cashability of accrued time. Sick Leave : 12 working days of sick leave annually with unlimited accumulation. Sick leave incentive : An employee is eligible to receive eight hours administrative leave if the leave balance equals at least one- half of the cumulative amount that the employee is eligible to accrue. The employee must also be on payroll during the entire calendar year. Bereavement Leave : 3 days of paid leave for the death of qualifying family member, 2 additional days of accrued leave for death of employee’s spouse, domestic partner, parent or child. Merit Salary Increase : New employees will receive the starting salary, which is the first step of the salary range. After employees serve 52 weeks (2080 hours) on each step of the range, they are eligible for a merit increase to the next step. Job Sharing : Employees may agree to job-share a position, subject to approval by a Department Head and the Director of Human Resources. Educational Reimbursement Program : Eligible employees may be reimbursed for career-related course work up to a maximum of $850 per fiscal year. Eligible employees enrolled in an approved four (4) year College or University academic program may be reimbursed up to $800 per semester for a maximum of $1600 per fiscal year. Parking Supplemental Downtown Stockton: The County contributes up to $20 per pay period for employees who pay for parking and are assigned to work in the Downtown Core Area. School Activities : Employees may take up to 40 hours per year, but not more than eight (8) hours per month, to participate in their children’s school activities. Selection Procedures Applicants who meet the minimum qualifications will go through the following examination process: Written Exam : The civil service written exam is a multiple choice format. If the written exam is administered alone, it will be 100% of the overall score. Candidates must achieve a minimum rating of 70% in order to be placed on the eligible list. Oral Exam : The oral exam is a structured interview process that will assess the candidate’s education, training, and experience and may include a practical exercise. The oral exam selection process is not a hiring interview. A panel of up to four people will determine the candidate’s score and rank for placement on the eligible list. Top candidates from the eligible list are referred for hiring interviews. If the oral exam is administered alone, it will be 100% of the overall score. Candidates must achieve a minimum rating of 70% in order to be placed on the eligible list. Written & Oral Exam : If both a written exam and an oral exam is administered, the written exam is weighted at 60% and the oral exam is weighted at 40% unless otherwise indicated on the announcement. Candidates must achieve a minimum rating of 70% on each examination in order to be placed on the eligible list. Rate-out : A rate-out is an examination that involves a paper rating of the candidate’s application using the following criteria: education, training, and experience. Candidates will not be scheduled for the rate-out process. Note: The rating of 70 referred to may be the same or other than an arithmetic 70% of the total possible points. Online Written Exams : Written exams may be administered online. Candidates will be notified of the examination date and will be responsible to complete the written exam within a given period of time (typically within five calendar days). Candidates are required to read the Online Exam Guide for Test Takers prior to taking an online written exam. The link to the guide is here: Online Exam Guide For Test Takers PLEASE NOTE: Online exams must be completed in one sitting and can only be taken once Candidates will have access to an online exam within the allotted time only A steady internet connection is highly recommended The allotted time will still continue if a candidate closes the window or gets disconnected Once the allotted time expires, access to the exam will be unavailable Microsoft is no longer supporting Internet Explorer . Therefore, it is recommended that candidates do not use Internet Explorer to complete online written exams. Candidates that do not have access to a computer can contact the Human Resources office at (209)468-3370 for information on accommodations. Testing Accommodation : Candidates who require testing accommodation under the Americans with Disabilities Act (ADA) must call Human Resources Division at (209) 468-3370 prior to the examination date. Veteran’s Points : Eligible veterans, unmarried widows and widowers of veterans of the United States Armed Forces who have been honorably discharged and who have served during wartime shall be given veteran’s points in initial appointment to County service. Eligible veterans receive 5 points and eligible disabled veterans receive 10 points. Disabled veterans must submit a recent award letter stating a 10% service connected disability issued by the United States Veterans Administration. Note: A copy of your DD214 showing the discharge type must be received in the Human Resources by the date of the examination. Acceptable wartime service dates: September 16, 1940 to December 31, 1946 June 27, 1950 to January 31, 1955 August 5, 1964 to May 7, 1975 Persian Gulf War, August 2, 1990, through a date to be set by law or Presidential Proclamation. Eligible Lists : Candidates who pass the examination will be placed on an eligible list for that classification. Eligible lists are effective for nine months, but may be extended by the Human Resources Director for a period which shall not exceed a total of three years from the date established. Certification/Referral : Names from the eligible list will be referred to the hiring department by the following methods. Rule of the Rank : The top rank or ranks of eligibles will be referred for hiring interviews. The minimum number of names to be referred will be equal to the number of positions plus nine, or 10% of the eligible list, whichever is higher. When filling nine or more positions in a department at the same time, the top rank or ranks will be referred and the minimum number of names shall be two times the number of positions to be filled or 10% of the eligible list, whichever is higher. This applies only to open competitive recruitments. Rule of Five : The top five names will be referred for hiring interviews. This applies only to department or countywide promotional examination. Physical Exam : Some classifications require physical examinations. Final appointment cannot be made until the eligible has passed the physical examination. The County pays for physical examinations administered in its medical facilities. Pre-Employment Drug Screening Exam : Some classifications require a new employee successfully pass a pre-employment drug screen as a condition of employment. Final appointment cannot be made until the eligible has passed the drug screen. The County pays for the initial drug screen. Employment of Relatives : Applicants who are relatives of employees in a department within the 3rd degree of relationship, (parent, child, grand parent, grand child or sibling) either by blood or marriage, may not be appointed, promoted, transferred into or within the department when; They are related to the Appointing Authority or The employment would result in one of them supervising the work of the other. Department Head may establish additional limitations on the hiring of relatives by departmental rule. Proof of Eligibility : If you are offered a job you will be required to provide proof of U.S. citizenship or other documents that establish your eligibility to be employed in the U.S. HOW TO APPLY Apply Online: www.sjgov.org/department/hr By mail or in person: San Joaquin County Human Resources 44 N. San Joaquin Street Suite 330 Stockton, CA 95202 Office hours: Monday - Friday 8:00 am to 5:00 pm; excluding holidays. Phone: (209) 468-3370 Job Line: For current employment opportunities please call our 24-hour job line at (209) 468-3377. When a final filing date is indicated, applications must be filed with the Human Resources Division before 5:00 p.m. or postmarked by the final filing date. Resumes will not be accepted in lieu of an application. Applications sent through county inter-office mail, which are not received by the final filing date, will not be accepted. ( The County assumes no responsibility for mailed applications which are not received by the Human Resources Division) . San Joaquin County Substance Abuse Policy: San Joaquin County has adopted a Substance Abuse Policy in compliance with the Federal Drug Free Workplace Act of 1988. This policy is enforced by all San Joaquin County Departments and applies to all San Joaquin County employees. Equal Opportunity Employer : San Joaquin County is an Equal Employment Opportunity (EEO) Employer and is committed to providing equal employment to all without regard to age, ancestry, color, creed, marital status, medical condition, national origin, physical or mental disability, political affiliation or belief, pregnancy, race, religion, sex, or sexual orientation. For more information go to www.sjgov.org/department/hr/eeo . Click on a link below to apply for this position: Fill out the Supplemental Questionnaire and Application NOW using the Internet. Apply Online View and print the Supplemental Questionnaire. This recruitment requires completion of a supplemental questionnaire. You may view and print the supplemental questionnaire here . View and print the official application form as an Acrobat pdf file. A San Joaquin County application form is required for this recruitment. You may print this Acrobat PDF document and then fill it in. Contact us via conventional means. You may contact us by phone at (209) 468-3370, or by email , or apply for a job in person at the San Joaquin County Human Resources Division. Closing Date/Time: 5/10/2024 11:59:00 PM
CITY OF GLENDALE CA
Glendale, California, United States
The Position Under supervision of senior management, this journey-level classification provides skilled, complex legal secretarial support to the City Attorney and/or senior management attorneys requiring the frequent use of independent judgment. Essential functions of the job include, but are not limited to, the following: Ensures Department services are provided with exceptional customer service and the highest level of ethical standards. Prepares discovery documents, motions, notices, orders, stipulations, complaints, responsive documents, and other legal documents and correspondence for litigation as directed. Prepares legal documents, letters, memos, resolutions, motions, ordinances, reports, minutes, forms, lists or other written material for transactional matters as directed. Composes correspondence from general instruction in accordance with established policy and/or procedure. Determines appropriate form letters or notices to send in response to routine requests for information or material. Prepares and distributes meeting agendas. Reviews, proofreads and edits documents and correspondence to ensure proper grammar, spelling, punctuation, format, and completeness. Appropriately applies court rules for filing and serving documents in federal and state courts. Maintains a chronology, calendar, and/or docket of litigation cases including appearance dates, deposition dates, discovery due dates, trial due dates, and other pertinent dates. Effectively tracks due dates. Schedules and organizes meetings, notifies participants, and acts as liaison to committees, boards, or council members. Coordinates dates for hearings, depositions, discovery and other litigation deadlines for federal and state court cases. Tracks records in accordance with laws regulating public records retention, and schedules and arranges records destruction in accordance with resolutions authorizing routine records destruction. Scans and enters documents into document management system. Assists with the opening and closing of litigation and transactional files. Interacts with public in person or over the telephone and directs to the appropriate person or department, provides routine information, and/or records messages. Contacts individuals in person or by telephone to obtain information, documents or resolve discrepancies. Assists or informs the public about procedures or policies. Sorts incoming mail or packages into categories requiring a variety of handling, routine or filing procedures. Assembles and issues supplies, materials, books or other literature in response to requisitions, orders or requests. May deliver/pick up messages, materials or equipment utilizing a cart or hand truck. Maintains automated or manual tracking systems and follow-up records to ensure timely action. Maintains reference lists such as mailing lists, telephone numbers or employee records. Compiles and copies information by using a copier and distributes finished material by mail, facsimile machine, personal delivery, or by inter-office delivery. May drive on City business as necessary. Ensures Department services are provided with exceptional customer service and the highest level of ethical standards. Assumes responsibility for ensuring the duties of the position are performed in a safe and efficient manner. Performs other related duties as assigned or as the situation requires. Minimum Requirements Knowledge, Skills & Abilities Experience Four years of moderately difficult legal secretarial experience. Experience in a civil litigation setting highly desirable. Education/Training Graduation from high school or attainment of GED or CHSPE certificate, supplemented by coursework in computer applications, business practices and procedures, or office practices. Legal Secretary Certificate or Associate's Degree highly desirable. License(s)/Certification(s) Valid Class C California driver's license may be required for some positions in this series. Knowledge of: Basic mathematical operations such as addition, subtraction, multiplication and division. Civil litigation court proceedings and deadlines for federal and state courts. English grammar usage, spelling, punctuation, and business vocabulary. Legal terminology. Rules for formatting, filing, and serving legal documents for federal and state courts. Standard office procedures. Skill in: Making independent judgments and decisions based on standard policy or procedure. Organizing and prioritizing work. Utilizing software used within the City Attorney’s Office including, but not limited to, Microsoft Office (with demonstrated proficiency in Word, Excel, and PowerPoint), Abacus, Legal Solutions, Filemaker, or other database applications, Vision or other calendaring programs, and document management software. Ability to: Providing exceptional customer service to those utilizing the services of the City Attorney’s office. Compose/write materials such as business letters and memos in English. Develop necessary skills from on-the-job training and meet the standards of performance for the classification by the end of the probationary period. Establish and maintain a filing system. Establish smooth working relationships and resolve interpersonal conflicts. Format information such as lists, tables, documents and correspondence. Handle confidential information with discretion. Maintain accuracy while performing a high volume of very detailed, repetitious work under strict deadline pressures. Model and practice the highest standards of ethical conduct. Prepare spreadsheets, charts and graphs utilizing a personal computer and automated spreadsheet software. Prioritize workload to meet deadlines. Proofread and to use reference books as reading or writing aids. Read, write, communicate effectively and comprehend directions in English. Type accurately at 40 words per minute net. Utilize electronic calendaring. Word process general correspondence and reports using a personal computer and word processing software applications. Other Characteristics Willingness to: Work overtime as required or requested. Assume responsibility for maintaining a safe working environment. Promotional Eligibility Any City of Glendale employee who meets the minimum qualifications for this position, has completed probation or six months of City employment and is occupying a permanent full-time classification on file in the Human Resources Office. Hourly City employees may be considered, provided that they furnish proof of continuous employment immediately preceding the final filing date, which would equal a minimum of six months of full-time service or 1040 part-time hours. (Civil Service Rule VIII 4-E). Note An equivalent combination of experience, education and/or training may substitute for the listed minimum requirements. Exceptional Customer Service Policy The City of Glendale places a high importance on quality customer service and prides itself for the high level of services it provides by every employee of the organization. As employees of the City of Glendale, we are committed to providing our diverse community and each other with courteous, considerate, and personal attention. Please click on the link to read the Exceptional Customer Service Policy . Selection Process EVALUATION OF APPLICATION: All applications, resumes and submitted reference materials will be reviewed and evaluated and only the best-qualified candidates based on applicable experience will be invited to the selection process. PERFORMANCE EXAM: (PASS/FAIL) To evaluate the candidate's ability to type at least 40 words per minute (net). WRITTEN EXAM: (PASS/FAIL) To evaluate the candidate's ability to be successful in this position. Exam will be relevant to the duties of this position. Due to the large amount of applications anticipated, only the top scoring candidates who achieve a minimum passing score of 70.00% on the written exam will be invited to the further stages of the examination process. ORAL INTERVIEW: (Weight of 100%) To evaluate the applicant's experience, education, and general background for the position. TIME AND PLACE OF THE EXAMINATION WILL BE ANNOUNCED. Any evaluation will be based on the candidate's education and experience as related to the position. Any examination will be to evaluate the candidate's education, experience, knowledge and skills for the position. The City of Glendale reserves the right to modify the above stated examination components and/or weights. Should this be necessary, the candidates will be notified of the specific examination components and weights prior to the administration of any examination. The selected candidate will be subjected to a background check including Livescan fingerprinting. The City of Glendale conforms with State and Federal obligations to make reasonable accommodation for applicants and employees with disabilities. The Human Resources Department asks that it be advised of special needs at least five days prior to the first test part so that a reasonable accommodation may be made. The provisions of this bulletin do not constitute an express or implied contract. In compliance with the Immigration Reform and Control Act of 1986, the City of Glendale requires that all new employees provide documentation to establish both work authorization and identity. The City of Glendale offers a comprehensive benefit package including vacation, holiday, and sick leave as well as medical, dental, vision, and long-term disability insurance. The above listed benefits apply to full-time, salaried positions only. Closing Date/Time: 5/10/2024 11:59 PM Pacific
Apr 30, 2024
Full Time
The Position Under supervision of senior management, this journey-level classification provides skilled, complex legal secretarial support to the City Attorney and/or senior management attorneys requiring the frequent use of independent judgment. Essential functions of the job include, but are not limited to, the following: Ensures Department services are provided with exceptional customer service and the highest level of ethical standards. Prepares discovery documents, motions, notices, orders, stipulations, complaints, responsive documents, and other legal documents and correspondence for litigation as directed. Prepares legal documents, letters, memos, resolutions, motions, ordinances, reports, minutes, forms, lists or other written material for transactional matters as directed. Composes correspondence from general instruction in accordance with established policy and/or procedure. Determines appropriate form letters or notices to send in response to routine requests for information or material. Prepares and distributes meeting agendas. Reviews, proofreads and edits documents and correspondence to ensure proper grammar, spelling, punctuation, format, and completeness. Appropriately applies court rules for filing and serving documents in federal and state courts. Maintains a chronology, calendar, and/or docket of litigation cases including appearance dates, deposition dates, discovery due dates, trial due dates, and other pertinent dates. Effectively tracks due dates. Schedules and organizes meetings, notifies participants, and acts as liaison to committees, boards, or council members. Coordinates dates for hearings, depositions, discovery and other litigation deadlines for federal and state court cases. Tracks records in accordance with laws regulating public records retention, and schedules and arranges records destruction in accordance with resolutions authorizing routine records destruction. Scans and enters documents into document management system. Assists with the opening and closing of litigation and transactional files. Interacts with public in person or over the telephone and directs to the appropriate person or department, provides routine information, and/or records messages. Contacts individuals in person or by telephone to obtain information, documents or resolve discrepancies. Assists or informs the public about procedures or policies. Sorts incoming mail or packages into categories requiring a variety of handling, routine or filing procedures. Assembles and issues supplies, materials, books or other literature in response to requisitions, orders or requests. May deliver/pick up messages, materials or equipment utilizing a cart or hand truck. Maintains automated or manual tracking systems and follow-up records to ensure timely action. Maintains reference lists such as mailing lists, telephone numbers or employee records. Compiles and copies information by using a copier and distributes finished material by mail, facsimile machine, personal delivery, or by inter-office delivery. May drive on City business as necessary. Ensures Department services are provided with exceptional customer service and the highest level of ethical standards. Assumes responsibility for ensuring the duties of the position are performed in a safe and efficient manner. Performs other related duties as assigned or as the situation requires. Minimum Requirements Knowledge, Skills & Abilities Experience Four years of moderately difficult legal secretarial experience. Experience in a civil litigation setting highly desirable. Education/Training Graduation from high school or attainment of GED or CHSPE certificate, supplemented by coursework in computer applications, business practices and procedures, or office practices. Legal Secretary Certificate or Associate's Degree highly desirable. License(s)/Certification(s) Valid Class C California driver's license may be required for some positions in this series. Knowledge of: Basic mathematical operations such as addition, subtraction, multiplication and division. Civil litigation court proceedings and deadlines for federal and state courts. English grammar usage, spelling, punctuation, and business vocabulary. Legal terminology. Rules for formatting, filing, and serving legal documents for federal and state courts. Standard office procedures. Skill in: Making independent judgments and decisions based on standard policy or procedure. Organizing and prioritizing work. Utilizing software used within the City Attorney’s Office including, but not limited to, Microsoft Office (with demonstrated proficiency in Word, Excel, and PowerPoint), Abacus, Legal Solutions, Filemaker, or other database applications, Vision or other calendaring programs, and document management software. Ability to: Providing exceptional customer service to those utilizing the services of the City Attorney’s office. Compose/write materials such as business letters and memos in English. Develop necessary skills from on-the-job training and meet the standards of performance for the classification by the end of the probationary period. Establish and maintain a filing system. Establish smooth working relationships and resolve interpersonal conflicts. Format information such as lists, tables, documents and correspondence. Handle confidential information with discretion. Maintain accuracy while performing a high volume of very detailed, repetitious work under strict deadline pressures. Model and practice the highest standards of ethical conduct. Prepare spreadsheets, charts and graphs utilizing a personal computer and automated spreadsheet software. Prioritize workload to meet deadlines. Proofread and to use reference books as reading or writing aids. Read, write, communicate effectively and comprehend directions in English. Type accurately at 40 words per minute net. Utilize electronic calendaring. Word process general correspondence and reports using a personal computer and word processing software applications. Other Characteristics Willingness to: Work overtime as required or requested. Assume responsibility for maintaining a safe working environment. Promotional Eligibility Any City of Glendale employee who meets the minimum qualifications for this position, has completed probation or six months of City employment and is occupying a permanent full-time classification on file in the Human Resources Office. Hourly City employees may be considered, provided that they furnish proof of continuous employment immediately preceding the final filing date, which would equal a minimum of six months of full-time service or 1040 part-time hours. (Civil Service Rule VIII 4-E). Note An equivalent combination of experience, education and/or training may substitute for the listed minimum requirements. Exceptional Customer Service Policy The City of Glendale places a high importance on quality customer service and prides itself for the high level of services it provides by every employee of the organization. As employees of the City of Glendale, we are committed to providing our diverse community and each other with courteous, considerate, and personal attention. Please click on the link to read the Exceptional Customer Service Policy . Selection Process EVALUATION OF APPLICATION: All applications, resumes and submitted reference materials will be reviewed and evaluated and only the best-qualified candidates based on applicable experience will be invited to the selection process. PERFORMANCE EXAM: (PASS/FAIL) To evaluate the candidate's ability to type at least 40 words per minute (net). WRITTEN EXAM: (PASS/FAIL) To evaluate the candidate's ability to be successful in this position. Exam will be relevant to the duties of this position. Due to the large amount of applications anticipated, only the top scoring candidates who achieve a minimum passing score of 70.00% on the written exam will be invited to the further stages of the examination process. ORAL INTERVIEW: (Weight of 100%) To evaluate the applicant's experience, education, and general background for the position. TIME AND PLACE OF THE EXAMINATION WILL BE ANNOUNCED. Any evaluation will be based on the candidate's education and experience as related to the position. Any examination will be to evaluate the candidate's education, experience, knowledge and skills for the position. The City of Glendale reserves the right to modify the above stated examination components and/or weights. Should this be necessary, the candidates will be notified of the specific examination components and weights prior to the administration of any examination. The selected candidate will be subjected to a background check including Livescan fingerprinting. The City of Glendale conforms with State and Federal obligations to make reasonable accommodation for applicants and employees with disabilities. The Human Resources Department asks that it be advised of special needs at least five days prior to the first test part so that a reasonable accommodation may be made. The provisions of this bulletin do not constitute an express or implied contract. In compliance with the Immigration Reform and Control Act of 1986, the City of Glendale requires that all new employees provide documentation to establish both work authorization and identity. The City of Glendale offers a comprehensive benefit package including vacation, holiday, and sick leave as well as medical, dental, vision, and long-term disability insurance. The above listed benefits apply to full-time, salaried positions only. Closing Date/Time: 5/10/2024 11:59 PM Pacific
City of Long Beach, CA
City of Long Beach, California, United States
DESCRIPTION T H E C O M M U N I T Y The City of Long Beach is located south of Los Angeles and adjacent to Orange County, making it an idyllic location with oceanside activities, diverse culture, and a unique economy. Long Beach is home to approximately 470,000 residents living across the area’s 51 square miles, including 169 parks with 26 community centers and many public spaces. This community is one of the most diverse in the United States, making it an excellent place to learn about and immerse yourself in various cultures. When you live in Long Beach, you get to enjoy the Southern California climate all year long, making surfing, hiking, golfing, and other outdoor activities popular in this area. Biking is a favorite pastime among residents, as this area is bike friendly. Walking around town is also easy, considering the City was rated the 10th “Most Walkable City” of over 100 cities globally. Long Beach features six miles of beaches and many parks and public spaces, as well as the Long Beach Convention Center, Aquarium of the Pacific, Queen Mary, and the annual IndyCar Acura Grand Prix of Long Beach. C I T Y G O V E R N M E N T The City of Long Beach is a charter city that is governed by nine City Council members elected by districts and a City-wide elected Mayor. The City Manager is appointed by the City Council and oversees 15 City departments, including the Department of Health and Human Services. The City operates on a budget of $3.2 billion and employs approximately 6,048 full-time staff. Long Beach is one of only three cities in California with its own health department and one of the very few municipalities with its own water and gas departments. The City of Long Beach is committed to creating a workplace where every employee is valued for who they are, and for the unique skills they bring to their role. Having a workforce that reflects the diversity of our community at various levels of the organization is a continuous goal embraced by our departments, management staff, and policymakers. To support efforts of fairness and diversity, City Leadership is committed to incorporating equity and inclusion into our work by supporting staff and community partners. The City is committed to promoting transparency by publishing updated demographic information for employees, including workforce diversity data and pay by race and gender. T H E D E P A R T M E N T The Department of Health and Human Services has been improving the health of the Long Beach community for over a century, and Long Beach is one of only three municipal health jurisdictions in the State of California, as well as one of three City homeless continuums of care in Los Angeles County. The Department recently received public health reaccreditation and works to address matters of public health and safety, including communicable disease, strengthening the public safety net, and equitable access to care. Of the Department’s $170 million budget, more than 80% comes from grant funding. The Department is overseen by the Director of Health and Human Services and has more than 55 programs serving the health and wellness of the City. It is organized into seven bureaus—Community Health, Communicable Disease and Emergency Response, Collective Impact, Environmental Health, Homeless Services, the Housing Authority, and Administrative and Financial Services. The Department operates its programs and services as efficiently and effectively as possible, using technology, innovation, and creativity to enhance the quality of services provided to the Long Beach community. EXAMPLES OF DUTIES T H E P O S I T I O N The Department of Health and Human Services has an immediate opening for an Executive Assistant to the Director. This demanding position requires an energetic, organized, flexible individual who responds well in a fast-paced environment and has exceptional customer service skills. The Executive Assistant supports the Department and City missions by ensuring that the Director is able to communicate their intent to other City leadership, including but not limited to, the Mayor and City Council, City Manager’s Office, and fellow City department heads. This position serves as the primary administrative support for the Department's Director and management team. The position is unclassified, permanent, and full-time, located at the Health and Human Services Administration Office, 2525 Grand Avenue, Long Beach, CA. Specific duties include: Interacts effectively with the Department Director, Deputy Director, Health Officer, and all levels of department management; Serves as liaison to the public, elected officials, City Manager's Office, and City departments on behalf of the Director; Leads all aspects of City Council letter processing and correspondence with the public and outside agencies; Prepares and manages City correspondence, reports, memorandums, and other documents. Responsible for accuracy and clarity of final copy by proofreading for adherence to agency branding standards; Maintains calendars and assists with preparation for meetings, including coordinating biweekly all-staff meetings, trainings, and appointments for the Director, Deputy Director and City Health Officer; Coordinates requests from the City Council, City Manager's Office, City Departments, the public, or other clients; Coordinates Public Records Act Requests and Subpoena processing; Provides support to the Board of Health and Human Services (agenda, meeting minutes, compliance); Compiles information and data for use in preparing various records and reports; Utilize current best practices and technology (eg. Microsoft Teams, SharePoint, appropriate AI tools) to optimize department-wide efficiency and communication; Maintains the departments global email distribution lists and acts as an administrator for Microsoft Teams; Prepares detailed and comprehensive written reports; Identify and implement efficiency that support management and the department; Assists with gathering, researching, reviewing, tracking, comparing, verifying and maintaining data and preparing announcements, publications, program materials, and general operations in the department; Facilitates office moves, coordinates staffing changes and equipment purchases; Assists with administration and communication-related policies, procedures, manuals, flyers, and tools; May supervise other clerical personnel; May assume responsibility for office in absence of department head; Performs special projects as assigned; Performs other related duties as required. THE IDEAL CANIDATE Excellent interpersonal skills and the ability to interact effectively with all levels of leadership and staff; Ability to work independently and consistently and produce accurate work products in a timely manner in a high workload environment; Exercises a high degree of strict confidentiality, initiative, and resourcefulness; Excellent written and verbal communication skills, and strong proofreading skills; Excellent planning, interpersonal, and time management skills; Exceptional verbal, written, and customer service skills; Manages multiple assignments with competing priorities; Demonstrated experience managing and coordinating complex projects and being responsible for other department’s deadlines; Ability to quickly assemble information, seek out key details, and use good judgment when making decisions; Ability to work weekends, holidays, and overtime as required for Emergency Operations Center (EOC) activations and emergencies; Highly flexible and adaptable with respect to changing priorities; Demonstrate honesty, integrity, and a strong sense of ownership over their work, outcomes and behavior; and strives to learn and grow from their experiences Strong attention to detail; Proficiency in spelling, grammar, punctuation, and English language skills; and, Proficiency in a wide range of software, including Word, Excel, PowerPoint, and Outlook. REQUIREMENTS TO FILE MINIMUM REQUIREMENTS Five years of progressively responsible clerical and/or administrative assistant experience; Valid Class C Motor Vehicle Operator License. (Required to obtain a California Class C Motor Vehicle operator license within 6 months if out of state. California residents are required to submit a DMV K4 driver license information report during onboarding if selected for the position). DESIRABLE QUALIFICATIONS Public sector experience. Public health knowledge or experience. Advanced skills Microsoft applications. Working with/for executive leadership experience. Project management software experience. SELECTION PROCEDURE This recruitment will close at 11:59PM PST, on May 22, 2024 . T o be considered, applicants must submit a resume, cover letter, and proof of education in PDF format. Applications will be reviewed for depth and breadth of experience, and for level and relatedness of education. The most qualified candidates will be invited to participate in further selection procedures. The selected candidate may be required to go through a background check and a physical examination prior to appointment. Applicants who do not meet the minimum requirements, including submission of all required attachments, will not be considered. For questions regarding this recruitment, please contact (562) 570-6927. The City of Long Beach is an Equal Opportunity Employer . We value and encourage diversity in our workforce. The City of Long Beach is committed to creating a workplace where every employee is valued for who they are. Having our workforce reflect the diversity of our community at various levels of the organization is a continuous goal embraced by our departments, management staff, and policymakers. To support efforts of fairness and diversity, City Leadership is committed to incorporating equity and inclusion into our work by supporting staff and community partners. We are committed to promoting transparency by publishing updated demographic information for employees, including workforce diversity data and pay by race and gender. The City of Long Beach will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You are not required to disclose your criminal history or participate in a background check until you receive a conditional job offer. If the City of Long Beach has concerns about a conviction that is directly related to the job after making a conditional job offer and conducting a background check, you will have the opportunity to explain the circumstances surrounding the conviction, provide evidence to mitigate concerns, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting https://calcivilrights.ca.gov/fair-chance-act The City of Long Beach intends to provide reasonable accommodations in accordance with the Americans with Disabilities Act of 1990 . If a special accommodation is desired, or if you would like to request this information in an alternative format, please call (562) 570-6927 . For technical support with your governmentjobs.com application, please contact (855) 524-5627. The City of Long Beach offers its employees opportunities to grow personally and professionally.As a permanent employee, you are eligible to receive fringe benefits that include: Retirement: California Public Employees' Retirement System (PERS) defined benefit retirement plan, which is coordinated with Social Security. The benefit is 2.5% or 2.7% (depending on hire date) @55 for "Classic" members and 2% @62 for new members as defined by PEPRA, subject to the compensation limitations set by PERS. Both the City and the employee contributes toward CalPERS retirement contributions. The city also participates in Social Security. Health and Dental Insurance: The City offers the choice of HMO and PPO plans. The city pays major portion of the premium for employee and dependents depending on the health/ dental plan selected. Life Insurance: City-paid term life insurance policy equal to three (3) times annual salary to a maximum of $500,000. Disability Insurance: City-paid short-term and long-term disability insurance. Management Physical: Annual City-paid physical examination. Vacation: Twelve (12) vacation days after the first year of service; 15 days after four years, six months of service; 20 days after 19 years, six months of service. Executive Leave: Forty (40) hours Executive Leave per year. The City Manager has discretion to grant an additional 40 hours each year. Sick Leave : One day earned per month; unlimited accumulation; conversion upon retirement to cash credit toward health and/or dental insurance premiums, or to pension credits. Holidays: Eleven (11) designated holidays per year, plus four personal holidays to be used at the employee's discretion. Transportation Allowance: Monthly allowance is allocated by classifications below; Department Head $650.00 Deputy Director/Manager/Director (Harbor/Utilities) $550.00 Division Officer/Superintendent/ Chief of Staff / Administrator / Principal DCA $450.00 Assistant to Executive / Executive Assistant / Executive Secretary/ Executive Support Staff $300.00 Deferred Compensation Plan: Optional for employee contribution to a supplementary retirement savings program available through Mission Square Retirement formerly ICMA-RC Retirement Corporation). Classic CalPERS Members: The City will contribute a maximum of up to two percent (2%) of base salary* for all qualified Classic CalPERS members. Public Employees’ Pension Reform Act (PEPRA) CalPERS Members: Effective the second full pay period following City Council adoption, the City contribution will increase from two percent (2%) to three percent (3%) of base salary* for all qualified PEPRA CalPERS members. Flexible Spending Account (FSA): Optional election for employees to reduce taxable income for payment of allowable childcare or medical expenses. Flexible/Hybrid Work Schedule: Available (subject to City Manager approval). Paid Parental Leave: The City provides one hundred and sixty (160) hours of Paid Parental Leave at 100% of salary, for the birth, adoption or foster placement of a child, regardless of the gender, marital status or sexual orientation of the parent. Closing Date/Time: 5/22/2024 11:59 PM Pacific
Apr 23, 2024
Full Time
DESCRIPTION T H E C O M M U N I T Y The City of Long Beach is located south of Los Angeles and adjacent to Orange County, making it an idyllic location with oceanside activities, diverse culture, and a unique economy. Long Beach is home to approximately 470,000 residents living across the area’s 51 square miles, including 169 parks with 26 community centers and many public spaces. This community is one of the most diverse in the United States, making it an excellent place to learn about and immerse yourself in various cultures. When you live in Long Beach, you get to enjoy the Southern California climate all year long, making surfing, hiking, golfing, and other outdoor activities popular in this area. Biking is a favorite pastime among residents, as this area is bike friendly. Walking around town is also easy, considering the City was rated the 10th “Most Walkable City” of over 100 cities globally. Long Beach features six miles of beaches and many parks and public spaces, as well as the Long Beach Convention Center, Aquarium of the Pacific, Queen Mary, and the annual IndyCar Acura Grand Prix of Long Beach. C I T Y G O V E R N M E N T The City of Long Beach is a charter city that is governed by nine City Council members elected by districts and a City-wide elected Mayor. The City Manager is appointed by the City Council and oversees 15 City departments, including the Department of Health and Human Services. The City operates on a budget of $3.2 billion and employs approximately 6,048 full-time staff. Long Beach is one of only three cities in California with its own health department and one of the very few municipalities with its own water and gas departments. The City of Long Beach is committed to creating a workplace where every employee is valued for who they are, and for the unique skills they bring to their role. Having a workforce that reflects the diversity of our community at various levels of the organization is a continuous goal embraced by our departments, management staff, and policymakers. To support efforts of fairness and diversity, City Leadership is committed to incorporating equity and inclusion into our work by supporting staff and community partners. The City is committed to promoting transparency by publishing updated demographic information for employees, including workforce diversity data and pay by race and gender. T H E D E P A R T M E N T The Department of Health and Human Services has been improving the health of the Long Beach community for over a century, and Long Beach is one of only three municipal health jurisdictions in the State of California, as well as one of three City homeless continuums of care in Los Angeles County. The Department recently received public health reaccreditation and works to address matters of public health and safety, including communicable disease, strengthening the public safety net, and equitable access to care. Of the Department’s $170 million budget, more than 80% comes from grant funding. The Department is overseen by the Director of Health and Human Services and has more than 55 programs serving the health and wellness of the City. It is organized into seven bureaus—Community Health, Communicable Disease and Emergency Response, Collective Impact, Environmental Health, Homeless Services, the Housing Authority, and Administrative and Financial Services. The Department operates its programs and services as efficiently and effectively as possible, using technology, innovation, and creativity to enhance the quality of services provided to the Long Beach community. EXAMPLES OF DUTIES T H E P O S I T I O N The Department of Health and Human Services has an immediate opening for an Executive Assistant to the Director. This demanding position requires an energetic, organized, flexible individual who responds well in a fast-paced environment and has exceptional customer service skills. The Executive Assistant supports the Department and City missions by ensuring that the Director is able to communicate their intent to other City leadership, including but not limited to, the Mayor and City Council, City Manager’s Office, and fellow City department heads. This position serves as the primary administrative support for the Department's Director and management team. The position is unclassified, permanent, and full-time, located at the Health and Human Services Administration Office, 2525 Grand Avenue, Long Beach, CA. Specific duties include: Interacts effectively with the Department Director, Deputy Director, Health Officer, and all levels of department management; Serves as liaison to the public, elected officials, City Manager's Office, and City departments on behalf of the Director; Leads all aspects of City Council letter processing and correspondence with the public and outside agencies; Prepares and manages City correspondence, reports, memorandums, and other documents. Responsible for accuracy and clarity of final copy by proofreading for adherence to agency branding standards; Maintains calendars and assists with preparation for meetings, including coordinating biweekly all-staff meetings, trainings, and appointments for the Director, Deputy Director and City Health Officer; Coordinates requests from the City Council, City Manager's Office, City Departments, the public, or other clients; Coordinates Public Records Act Requests and Subpoena processing; Provides support to the Board of Health and Human Services (agenda, meeting minutes, compliance); Compiles information and data for use in preparing various records and reports; Utilize current best practices and technology (eg. Microsoft Teams, SharePoint, appropriate AI tools) to optimize department-wide efficiency and communication; Maintains the departments global email distribution lists and acts as an administrator for Microsoft Teams; Prepares detailed and comprehensive written reports; Identify and implement efficiency that support management and the department; Assists with gathering, researching, reviewing, tracking, comparing, verifying and maintaining data and preparing announcements, publications, program materials, and general operations in the department; Facilitates office moves, coordinates staffing changes and equipment purchases; Assists with administration and communication-related policies, procedures, manuals, flyers, and tools; May supervise other clerical personnel; May assume responsibility for office in absence of department head; Performs special projects as assigned; Performs other related duties as required. THE IDEAL CANIDATE Excellent interpersonal skills and the ability to interact effectively with all levels of leadership and staff; Ability to work independently and consistently and produce accurate work products in a timely manner in a high workload environment; Exercises a high degree of strict confidentiality, initiative, and resourcefulness; Excellent written and verbal communication skills, and strong proofreading skills; Excellent planning, interpersonal, and time management skills; Exceptional verbal, written, and customer service skills; Manages multiple assignments with competing priorities; Demonstrated experience managing and coordinating complex projects and being responsible for other department’s deadlines; Ability to quickly assemble information, seek out key details, and use good judgment when making decisions; Ability to work weekends, holidays, and overtime as required for Emergency Operations Center (EOC) activations and emergencies; Highly flexible and adaptable with respect to changing priorities; Demonstrate honesty, integrity, and a strong sense of ownership over their work, outcomes and behavior; and strives to learn and grow from their experiences Strong attention to detail; Proficiency in spelling, grammar, punctuation, and English language skills; and, Proficiency in a wide range of software, including Word, Excel, PowerPoint, and Outlook. REQUIREMENTS TO FILE MINIMUM REQUIREMENTS Five years of progressively responsible clerical and/or administrative assistant experience; Valid Class C Motor Vehicle Operator License. (Required to obtain a California Class C Motor Vehicle operator license within 6 months if out of state. California residents are required to submit a DMV K4 driver license information report during onboarding if selected for the position). DESIRABLE QUALIFICATIONS Public sector experience. Public health knowledge or experience. Advanced skills Microsoft applications. Working with/for executive leadership experience. Project management software experience. SELECTION PROCEDURE This recruitment will close at 11:59PM PST, on May 22, 2024 . T o be considered, applicants must submit a resume, cover letter, and proof of education in PDF format. Applications will be reviewed for depth and breadth of experience, and for level and relatedness of education. The most qualified candidates will be invited to participate in further selection procedures. The selected candidate may be required to go through a background check and a physical examination prior to appointment. Applicants who do not meet the minimum requirements, including submission of all required attachments, will not be considered. For questions regarding this recruitment, please contact (562) 570-6927. The City of Long Beach is an Equal Opportunity Employer . We value and encourage diversity in our workforce. The City of Long Beach is committed to creating a workplace where every employee is valued for who they are. Having our workforce reflect the diversity of our community at various levels of the organization is a continuous goal embraced by our departments, management staff, and policymakers. To support efforts of fairness and diversity, City Leadership is committed to incorporating equity and inclusion into our work by supporting staff and community partners. We are committed to promoting transparency by publishing updated demographic information for employees, including workforce diversity data and pay by race and gender. The City of Long Beach will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You are not required to disclose your criminal history or participate in a background check until you receive a conditional job offer. If the City of Long Beach has concerns about a conviction that is directly related to the job after making a conditional job offer and conducting a background check, you will have the opportunity to explain the circumstances surrounding the conviction, provide evidence to mitigate concerns, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting https://calcivilrights.ca.gov/fair-chance-act The City of Long Beach intends to provide reasonable accommodations in accordance with the Americans with Disabilities Act of 1990 . If a special accommodation is desired, or if you would like to request this information in an alternative format, please call (562) 570-6927 . For technical support with your governmentjobs.com application, please contact (855) 524-5627. The City of Long Beach offers its employees opportunities to grow personally and professionally.As a permanent employee, you are eligible to receive fringe benefits that include: Retirement: California Public Employees' Retirement System (PERS) defined benefit retirement plan, which is coordinated with Social Security. The benefit is 2.5% or 2.7% (depending on hire date) @55 for "Classic" members and 2% @62 for new members as defined by PEPRA, subject to the compensation limitations set by PERS. Both the City and the employee contributes toward CalPERS retirement contributions. The city also participates in Social Security. Health and Dental Insurance: The City offers the choice of HMO and PPO plans. The city pays major portion of the premium for employee and dependents depending on the health/ dental plan selected. Life Insurance: City-paid term life insurance policy equal to three (3) times annual salary to a maximum of $500,000. Disability Insurance: City-paid short-term and long-term disability insurance. Management Physical: Annual City-paid physical examination. Vacation: Twelve (12) vacation days after the first year of service; 15 days after four years, six months of service; 20 days after 19 years, six months of service. Executive Leave: Forty (40) hours Executive Leave per year. The City Manager has discretion to grant an additional 40 hours each year. Sick Leave : One day earned per month; unlimited accumulation; conversion upon retirement to cash credit toward health and/or dental insurance premiums, or to pension credits. Holidays: Eleven (11) designated holidays per year, plus four personal holidays to be used at the employee's discretion. Transportation Allowance: Monthly allowance is allocated by classifications below; Department Head $650.00 Deputy Director/Manager/Director (Harbor/Utilities) $550.00 Division Officer/Superintendent/ Chief of Staff / Administrator / Principal DCA $450.00 Assistant to Executive / Executive Assistant / Executive Secretary/ Executive Support Staff $300.00 Deferred Compensation Plan: Optional for employee contribution to a supplementary retirement savings program available through Mission Square Retirement formerly ICMA-RC Retirement Corporation). Classic CalPERS Members: The City will contribute a maximum of up to two percent (2%) of base salary* for all qualified Classic CalPERS members. Public Employees’ Pension Reform Act (PEPRA) CalPERS Members: Effective the second full pay period following City Council adoption, the City contribution will increase from two percent (2%) to three percent (3%) of base salary* for all qualified PEPRA CalPERS members. Flexible Spending Account (FSA): Optional election for employees to reduce taxable income for payment of allowable childcare or medical expenses. Flexible/Hybrid Work Schedule: Available (subject to City Manager approval). Paid Parental Leave: The City provides one hundred and sixty (160) hours of Paid Parental Leave at 100% of salary, for the birth, adoption or foster placement of a child, regardless of the gender, marital status or sexual orientation of the parent. Closing Date/Time: 5/22/2024 11:59 PM Pacific
Water Employee Services Agency (WESA)
Lake Elsinore, CA, US
The Position: Deputy District Secretary Salary: $41.71 to $54.74 per hour Immediate Impact: The successful candidate will be given the following objectives upon hire: Within the first 3 months, be familiar with the District's policies and procedures related to Board administration. Within the first 6 months, be familiar with the District's agenda management software and begin compiling and posting agendas/packets per the Brown Act. Within the first 9 months, begin documenting standard operating procedures for the Deputy Secretary Position. Within the first 12 months, understands and administers the Statement of Economic Interest Filing and campaign noticing requirements. The Ideal Candidate: The ideal candidate will possess the following: Detail oriented, ability to work independently, exercise judgment and take initiative. Ability to efficiently receive and screen visitors and telephone calls, that may require sensitivity. Working knowledge of administrative best practices and procedures, along with the ability to utilize standard office software at an advanced skill level. Knowledge of public agency practices, including the role and responsibilities of a public governing board. SUMMARY DESCRIPTION Under direction of an Assistant General Manager or the District Secretary/Administrative Services Supervisor, performs a wide variety of responsible, professional, confidential, and complex administrative and programmatic duties requiring independence, initiative, and discretion for an assigned branch of the District; participates in the preparation of the Board agenda and minutes and may serve as Deputy Board Secretary as required; provides supervision and leadership over administrative support staff assigned to the branch; performs, monitors, and assigns work to ensure high performance and quality of work consistent with District wide policies and standards; interprets District policies and administrative regulations; performs a variety of coordination and research functions; serves as a liaison with District staff, outside agencies, and the general public; coordinates the work with Assistant General Managers, District Secretary/Administrative Services Supervisor, or Department Heads for assigned branch of the District; and performs related duties as assigned. Incumbents in this class are involved in administration, coordination, supervision, and support responsibilities. Assignments involve complex, diverse and confidential administrative and support services. Assignments are typically received from an Assistant General Manager or from the District Secretary/Administrative Services Supervisor in the form of general instructions and objectives and incumbents are expected to organize the necessary details and carry them through to completion. Incumbents in this class operate in an environment characterized by involvement in broad District-wide issues and interactions with District board members and top executives, elected officials, high-level executives of regional agencies, representatives of industry and professional groups and the media on complex and sensitive matters. Incumbents may be expected to supervise a small administrative support staff. The Senior Executive Assistant is distinguished from the Executive Assistant in that the former class serves in a District-wide leadership capacity to provide coordination and communications related to administrative standards and expectations; further, the higher level class performs at the advanced professional level and performs confidential office administrative and secretarial support functions for the General Manager, requiring the highest degree of independent judgment, a higher level of responsibility, extensive experience and skill level, and a thorough knowledge of District functions policies, and procedures. Other information: REPRESENTATIVE DUTIES The following duties are typical for this classification. Incumbents may not perform all duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices. •Serves in the capacity of Executive Assistant to an Assistant General Manager over a major branch of the District or to the District Secretary; provides centralized administrative support services to the Assistant General Manager, Department Heads, and Managers for the assigned branch, or to the District Secretary (serves in the capacity of Deputy Board Secretary when assigned to Administration); plans, coordinates, and reviews activities and operations of the branch, as assigned. •Performs a wide variety of professional and responsible secretarial and administrative duties for an Assistant General Manager, Department Heads, and Managers for an assigned branch of the District, or for the District Secretary; relieves the Assistant General Manager, and other assigned staff of administrative work including investigating and answering complaints and providing assistance in resolving operational and administrative problems. •When assigned to Administration, assists the District Secretary with stock transfers; maintains records for issued certificates. •When assigned to Administration,assiststheDistrictSecretaryinconductingelectionsfortheBoardofDirectors. •Maintains a calendar of activities, meetings, and various events for the Assistant General Manager, Board of Directors, District Secretary and/or assigned staff; coordinates activities with other District departments, the District Secretary, the public, and outside agencies; arranges for meetings with multiple parties; sets-up meeting rooms, required equipment and refreshments. •Reviews and organizes office operations; implements various administrative operating procedures, rules, regulations, and clerical systems and ensures consistency within the branch; develops and revises office forms and report formats which are unique to the branch; and initiates, organizes, and maintains complex filing systems and records. •As assigned, provides leadership and supervision of a centralized pool of administrative support staff in order to serve the administrative needs of the branch; provides regular communications and training to assigned staff related to administrative processes, procedures, methods, standards and expectations; attends and may conduct regular meetings with administrative staff at the branch level to ensure effectiveness and efficiency. •Establishes schedules and methods for providing support services; assigns work activities, projects, and programs to assigned staff; reviews and evaluates work products, methods, and procedures; meets with staff to identify and resolve problems; recommends improvements in work flow, procedures, and use of equipment and forms; implements improvements as approved. •Develops and implements goals, objectives, and priorities for administrative pool, as assigned, consistent with management objectives; recommends and participates in the implementation of resulting policies and procedures; monitors work activities to ensure compliance with established policies and procedures. •Identifies resource needs; reviews needs with appropriate management staff; allocates resources accordingly. •Participates in the selection of assigned personnel; provides or coordinates staff training; evaluates performance; works with employees to correct deficiencies; implements discipline procedures. •Provides records management leadership for department records; provides records management support to the Records Management Coordinator when assigned to Administration; maintains accurate and up-to-date files and records for assigned areas including maintaining electronic records management systems; monitors various logs, accounts, and files for current and accurate information; develops, organizes, and maintains filing systems; scans and indexes records; follows District Retention Policy guidelines. •Initiates, organizes, maintains, and controls access to complex filing systems and records including highly sensitive files; establishes, makes entries in, controls accessibility to, updates, and maintains assigned files; scans documents into electronic format and files hardcopies; establishes and maintains administrative files. •May serve as the primary contact and liaison, for matters related to administrative support, for the branch to which assigned with other District departments and staff, the general public, and outside agencies and organizations; screens office calls, visitors, and mail; provides information and assistance including responding to requests for information and assistance; assists the public and other District staff in interpreting and applying District policies and procedures; researches information related to District policies; explains, justifies, and defends programs, policies and activities. •Conducts research, prepares, revises, and implements various administrative policies, procedures, rules, and regulations in accordance with sound organizational practices at the branch level; collects, compiles, and analyzes information from various sources on a variety of specialized topics related to programs administered by the position or by management staff; writes reports that present and interpret data, identify alternatives, and make and justify recommendations. •Assists management staff in collecting, compiling, and analyzing information from various sources on a variety of specialized topics; participates in the preparation of reports that present and interpret data, identify alternatives, and make and justify recommendations; assists with special projects, task forces, and ad hoc committees as assigned. •Gathers background materials needed to draft recommendations, staff reports and related documents for the Board of Directors; tracks status of Board items and ensures that required deadlines are met. •Utilizes standard business software at an advanced skill level to prepare a wide variety of reports, letters, memoranda, correspondence, and statistical charts; types from rough draft, verbal instruction, or transcribing machine and proofreads for accuracy; independently composes correspondence and reports related to assigned area of responsibility. •Participates in maintaining the District’s website, as assigned. •Attends, and participates in meetings and committees as required; schedules meetings and coordinates and prepares agendas for meetings as necessary; may take, transcribe, and maintain minutes for meetings. •May assist in monitoring assigned budgets; compiles annual budget requests and budget information as assigned. •Operates a variety of modern office equipment; utilizes various computer applications and software packages at an advanced level; maintains and generates reports from a database or network system. •Notarizes documents for the District, as required. •Provides backup for other District, branch, department or division office administrative support staff; performs in a manner which supports good team work. •Reads, understands, and ensures compliance with the Records Retention Policy and Brown Act. •Reads, understands, and ensures compliance with the District Safety Manual; attends safety meetings, as required; reports all accidents, violations, or infractions to supervisor. •Performs related duties as required. Competencies and skills: Nonessential: * Enthusiasm - Possessing a strong drive and desire for learning, innovation, forward-thinking, and the overall desire to do your job well. * Experience * Inclusiveness - Conducting yourself in a manner which promotes respect and teamwork; communication with and appreciation for all, understanding each person is unique; Striving to understand how to work with our differences, provide better service, work products, and enhance organizational culture. * Integrity - Demonstrating sincerity and high moral standards in principles, intentions, and actions; having an honest and open approach to all conduct aspects that encourages loyalty, transparency, fairness, and trust. * Professionalism - Demonstrating knowledge, effectiveness, and competency when interacting with coworkers and customers while maintaining a calm, professional outward demeanor, upholding a reputation for accuracy, dependability, expertise, efficiency, and high quality through delivery of information, services, and products. * Stewardship - Taking responsibility and ownership for assigned responsibilities; considering the expectations of customers, both internal and external, while demonstrating a proactive, positive willingness to serve. Credentials: Nonessential: * Notary Public * CA Class C Driver's License Education: Nonessential: * High School or Equivalent Compensation: •Medical, dental, vision, accidental death and dismemberment insurance, a life insurance policy equal to two times the annual salary for the employee and a $1,000.00 policy for eligible dependents. Benefits become effective on the first of the month following a 30-day waiting period and the Authority contributes 90% of the cost of such insurance. • CalPERS Retirement is provided using the 2.7 at age 55 formula for “Classic” Members. Retirement is provided using the 2% at age 62 formula for “New/PEPRA” Members. • Three deferred compensation plans to which an employee may voluntarily contribute up to $23,000 per year. The Authority does not contribute to these plans. • Twelve (12) paid holidays per year. Upon employment with WESA for one (1) year, employees also receive one (1) floating holiday annually. • Employees accrue vacation at a rate of 3.08 hours per two-week pay period for the first 4 years of employment; 4.62 hours for years 5-8;6.16 hours for years 9-13; 6.47 hours for years 14-18; and 6.78 for 19+ years of service. • Sick leave is accrued at a rate of 3.70 hours per bi-weekly pay period for a total of 96.20 hours per year with unlimited accumulation. • Additional benefits available include: 9/80 work schedule, Direct Deposit, Flexible Spending Accounts, Employee Assistance Program, Educational Assistance, Certification Reimbursement Program, Certification Bonus Program, Onsite Wellness Center, and two credit unions. Our Mission: To manage our natural resources to provide reliable, cost efficient and high quality water and wastewater services for the communities we serve, while promoting conservation, environmental responsibility, educations, community interaction, ethical behavior and recognizing employees as highly valuable assets. The Water Employee Services Authority: WESA was established as a joint powers authority between the Elsinore Valley Municipal Water District and Meeks & Daley Water Company. As a joint powers authority, WESA provides professional water and wastewater services to both agencies. WESA is committed to: • Professionalism-Demonstrating competency while maintaining a professional demeanor and upholding a reputation for expertise, efficiency, and high quality through delivery of information, services, and products. • Enthusiasm-Possessing a strong drive for learning, innovation, forward thinking, and the overall desire to do your job well. • Transparency-Demonstrating high moral standards in principles, intentions and actions; conduct that encourages loyalty, integrity, and trust. • Inclusiveness-Promoting respect and teamwork through communication and appreciation for all. • Stewardship-Taking ownership and responsibility for assigned responsibilities, while demonstrating a proactive, positive willingness to serve. The Application Process: If you are interested in this opportunity, submit a completed WESA employment application online at www.wesawater.com. Resumes and certifications may be included, but will not be accepted in lieu of a completed employment application. In order to be considered, applications must be received no later than ____________. For questions and inquiries, please contact: Human Resources at HR@evmwd.net or (951) 674-3146 Closing Date/Time: 2024-05-06
Apr 24, 2024
The Position: Deputy District Secretary Salary: $41.71 to $54.74 per hour Immediate Impact: The successful candidate will be given the following objectives upon hire: Within the first 3 months, be familiar with the District's policies and procedures related to Board administration. Within the first 6 months, be familiar with the District's agenda management software and begin compiling and posting agendas/packets per the Brown Act. Within the first 9 months, begin documenting standard operating procedures for the Deputy Secretary Position. Within the first 12 months, understands and administers the Statement of Economic Interest Filing and campaign noticing requirements. The Ideal Candidate: The ideal candidate will possess the following: Detail oriented, ability to work independently, exercise judgment and take initiative. Ability to efficiently receive and screen visitors and telephone calls, that may require sensitivity. Working knowledge of administrative best practices and procedures, along with the ability to utilize standard office software at an advanced skill level. Knowledge of public agency practices, including the role and responsibilities of a public governing board. SUMMARY DESCRIPTION Under direction of an Assistant General Manager or the District Secretary/Administrative Services Supervisor, performs a wide variety of responsible, professional, confidential, and complex administrative and programmatic duties requiring independence, initiative, and discretion for an assigned branch of the District; participates in the preparation of the Board agenda and minutes and may serve as Deputy Board Secretary as required; provides supervision and leadership over administrative support staff assigned to the branch; performs, monitors, and assigns work to ensure high performance and quality of work consistent with District wide policies and standards; interprets District policies and administrative regulations; performs a variety of coordination and research functions; serves as a liaison with District staff, outside agencies, and the general public; coordinates the work with Assistant General Managers, District Secretary/Administrative Services Supervisor, or Department Heads for assigned branch of the District; and performs related duties as assigned. Incumbents in this class are involved in administration, coordination, supervision, and support responsibilities. Assignments involve complex, diverse and confidential administrative and support services. Assignments are typically received from an Assistant General Manager or from the District Secretary/Administrative Services Supervisor in the form of general instructions and objectives and incumbents are expected to organize the necessary details and carry them through to completion. Incumbents in this class operate in an environment characterized by involvement in broad District-wide issues and interactions with District board members and top executives, elected officials, high-level executives of regional agencies, representatives of industry and professional groups and the media on complex and sensitive matters. Incumbents may be expected to supervise a small administrative support staff. The Senior Executive Assistant is distinguished from the Executive Assistant in that the former class serves in a District-wide leadership capacity to provide coordination and communications related to administrative standards and expectations; further, the higher level class performs at the advanced professional level and performs confidential office administrative and secretarial support functions for the General Manager, requiring the highest degree of independent judgment, a higher level of responsibility, extensive experience and skill level, and a thorough knowledge of District functions policies, and procedures. Other information: REPRESENTATIVE DUTIES The following duties are typical for this classification. Incumbents may not perform all duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices. •Serves in the capacity of Executive Assistant to an Assistant General Manager over a major branch of the District or to the District Secretary; provides centralized administrative support services to the Assistant General Manager, Department Heads, and Managers for the assigned branch, or to the District Secretary (serves in the capacity of Deputy Board Secretary when assigned to Administration); plans, coordinates, and reviews activities and operations of the branch, as assigned. •Performs a wide variety of professional and responsible secretarial and administrative duties for an Assistant General Manager, Department Heads, and Managers for an assigned branch of the District, or for the District Secretary; relieves the Assistant General Manager, and other assigned staff of administrative work including investigating and answering complaints and providing assistance in resolving operational and administrative problems. •When assigned to Administration, assists the District Secretary with stock transfers; maintains records for issued certificates. •When assigned to Administration,assiststheDistrictSecretaryinconductingelectionsfortheBoardofDirectors. •Maintains a calendar of activities, meetings, and various events for the Assistant General Manager, Board of Directors, District Secretary and/or assigned staff; coordinates activities with other District departments, the District Secretary, the public, and outside agencies; arranges for meetings with multiple parties; sets-up meeting rooms, required equipment and refreshments. •Reviews and organizes office operations; implements various administrative operating procedures, rules, regulations, and clerical systems and ensures consistency within the branch; develops and revises office forms and report formats which are unique to the branch; and initiates, organizes, and maintains complex filing systems and records. •As assigned, provides leadership and supervision of a centralized pool of administrative support staff in order to serve the administrative needs of the branch; provides regular communications and training to assigned staff related to administrative processes, procedures, methods, standards and expectations; attends and may conduct regular meetings with administrative staff at the branch level to ensure effectiveness and efficiency. •Establishes schedules and methods for providing support services; assigns work activities, projects, and programs to assigned staff; reviews and evaluates work products, methods, and procedures; meets with staff to identify and resolve problems; recommends improvements in work flow, procedures, and use of equipment and forms; implements improvements as approved. •Develops and implements goals, objectives, and priorities for administrative pool, as assigned, consistent with management objectives; recommends and participates in the implementation of resulting policies and procedures; monitors work activities to ensure compliance with established policies and procedures. •Identifies resource needs; reviews needs with appropriate management staff; allocates resources accordingly. •Participates in the selection of assigned personnel; provides or coordinates staff training; evaluates performance; works with employees to correct deficiencies; implements discipline procedures. •Provides records management leadership for department records; provides records management support to the Records Management Coordinator when assigned to Administration; maintains accurate and up-to-date files and records for assigned areas including maintaining electronic records management systems; monitors various logs, accounts, and files for current and accurate information; develops, organizes, and maintains filing systems; scans and indexes records; follows District Retention Policy guidelines. •Initiates, organizes, maintains, and controls access to complex filing systems and records including highly sensitive files; establishes, makes entries in, controls accessibility to, updates, and maintains assigned files; scans documents into electronic format and files hardcopies; establishes and maintains administrative files. •May serve as the primary contact and liaison, for matters related to administrative support, for the branch to which assigned with other District departments and staff, the general public, and outside agencies and organizations; screens office calls, visitors, and mail; provides information and assistance including responding to requests for information and assistance; assists the public and other District staff in interpreting and applying District policies and procedures; researches information related to District policies; explains, justifies, and defends programs, policies and activities. •Conducts research, prepares, revises, and implements various administrative policies, procedures, rules, and regulations in accordance with sound organizational practices at the branch level; collects, compiles, and analyzes information from various sources on a variety of specialized topics related to programs administered by the position or by management staff; writes reports that present and interpret data, identify alternatives, and make and justify recommendations. •Assists management staff in collecting, compiling, and analyzing information from various sources on a variety of specialized topics; participates in the preparation of reports that present and interpret data, identify alternatives, and make and justify recommendations; assists with special projects, task forces, and ad hoc committees as assigned. •Gathers background materials needed to draft recommendations, staff reports and related documents for the Board of Directors; tracks status of Board items and ensures that required deadlines are met. •Utilizes standard business software at an advanced skill level to prepare a wide variety of reports, letters, memoranda, correspondence, and statistical charts; types from rough draft, verbal instruction, or transcribing machine and proofreads for accuracy; independently composes correspondence and reports related to assigned area of responsibility. •Participates in maintaining the District’s website, as assigned. •Attends, and participates in meetings and committees as required; schedules meetings and coordinates and prepares agendas for meetings as necessary; may take, transcribe, and maintain minutes for meetings. •May assist in monitoring assigned budgets; compiles annual budget requests and budget information as assigned. •Operates a variety of modern office equipment; utilizes various computer applications and software packages at an advanced level; maintains and generates reports from a database or network system. •Notarizes documents for the District, as required. •Provides backup for other District, branch, department or division office administrative support staff; performs in a manner which supports good team work. •Reads, understands, and ensures compliance with the Records Retention Policy and Brown Act. •Reads, understands, and ensures compliance with the District Safety Manual; attends safety meetings, as required; reports all accidents, violations, or infractions to supervisor. •Performs related duties as required. Competencies and skills: Nonessential: * Enthusiasm - Possessing a strong drive and desire for learning, innovation, forward-thinking, and the overall desire to do your job well. * Experience * Inclusiveness - Conducting yourself in a manner which promotes respect and teamwork; communication with and appreciation for all, understanding each person is unique; Striving to understand how to work with our differences, provide better service, work products, and enhance organizational culture. * Integrity - Demonstrating sincerity and high moral standards in principles, intentions, and actions; having an honest and open approach to all conduct aspects that encourages loyalty, transparency, fairness, and trust. * Professionalism - Demonstrating knowledge, effectiveness, and competency when interacting with coworkers and customers while maintaining a calm, professional outward demeanor, upholding a reputation for accuracy, dependability, expertise, efficiency, and high quality through delivery of information, services, and products. * Stewardship - Taking responsibility and ownership for assigned responsibilities; considering the expectations of customers, both internal and external, while demonstrating a proactive, positive willingness to serve. Credentials: Nonessential: * Notary Public * CA Class C Driver's License Education: Nonessential: * High School or Equivalent Compensation: •Medical, dental, vision, accidental death and dismemberment insurance, a life insurance policy equal to two times the annual salary for the employee and a $1,000.00 policy for eligible dependents. Benefits become effective on the first of the month following a 30-day waiting period and the Authority contributes 90% of the cost of such insurance. • CalPERS Retirement is provided using the 2.7 at age 55 formula for “Classic” Members. Retirement is provided using the 2% at age 62 formula for “New/PEPRA” Members. • Three deferred compensation plans to which an employee may voluntarily contribute up to $23,000 per year. The Authority does not contribute to these plans. • Twelve (12) paid holidays per year. Upon employment with WESA for one (1) year, employees also receive one (1) floating holiday annually. • Employees accrue vacation at a rate of 3.08 hours per two-week pay period for the first 4 years of employment; 4.62 hours for years 5-8;6.16 hours for years 9-13; 6.47 hours for years 14-18; and 6.78 for 19+ years of service. • Sick leave is accrued at a rate of 3.70 hours per bi-weekly pay period for a total of 96.20 hours per year with unlimited accumulation. • Additional benefits available include: 9/80 work schedule, Direct Deposit, Flexible Spending Accounts, Employee Assistance Program, Educational Assistance, Certification Reimbursement Program, Certification Bonus Program, Onsite Wellness Center, and two credit unions. Our Mission: To manage our natural resources to provide reliable, cost efficient and high quality water and wastewater services for the communities we serve, while promoting conservation, environmental responsibility, educations, community interaction, ethical behavior and recognizing employees as highly valuable assets. The Water Employee Services Authority: WESA was established as a joint powers authority between the Elsinore Valley Municipal Water District and Meeks & Daley Water Company. As a joint powers authority, WESA provides professional water and wastewater services to both agencies. WESA is committed to: • Professionalism-Demonstrating competency while maintaining a professional demeanor and upholding a reputation for expertise, efficiency, and high quality through delivery of information, services, and products. • Enthusiasm-Possessing a strong drive for learning, innovation, forward thinking, and the overall desire to do your job well. • Transparency-Demonstrating high moral standards in principles, intentions and actions; conduct that encourages loyalty, integrity, and trust. • Inclusiveness-Promoting respect and teamwork through communication and appreciation for all. • Stewardship-Taking ownership and responsibility for assigned responsibilities, while demonstrating a proactive, positive willingness to serve. The Application Process: If you are interested in this opportunity, submit a completed WESA employment application online at www.wesawater.com. Resumes and certifications may be included, but will not be accepted in lieu of a completed employment application. In order to be considered, applications must be received no later than ____________. For questions and inquiries, please contact: Human Resources at HR@evmwd.net or (951) 674-3146 Closing Date/Time: 2024-05-06
SMCTD - SAN MATEO COUNTY TRANSIT DISTRICT
San Carlos, California, United States
General The Deputy District Secretary reports to the Executive Officer, District Secretary, and will perform detailed, complex, and highly responsible administrative and technical work. This would include providing support for the Boards of Directors and committees of the San Mateo County Transit District (“SamTrans”), Peninsula Corridor Joint Powers Board (“Caltrain” aka “JPB”), the San Mateo County Transportation Authority (“TA”), and The San Mateo County Express Lanes Joint Powers Authority (“Express Lanes” aka “SMCELJPA”). APPLICATION DEADLINE: Sunday, May 26, 2024 (1st Cutoff May 12th, 2024) Essential Functions & Duties Provide detailed, analytical, and responsible administrative support to the Executive Officer/District Secretary and to the General Manager/CEO, Executive Director, and/or Deputy General Manager/CEO. Facilitate and attend Board and Committee meetings, assists with public comment, and accurately prepares agendas, agenda packets, summary reports, and minutes. Ensure agenda materials, meeting minutes, and other documents and correspondence relating to the official functions of the Boards and its committees are prepared, posted, and processed in accordance with the law, other guidelines, and inflexible legal deadlines. Assist the Custodian of Record for Boards and committees matters; accurately maintain official votes and attendance and objectively document relevant information for the official record. Oversees the accurate, timely preparation, and follow through for the approval, proper dissemination, and retention of all Boards and committees’ minutes, actions, and resolutions. Manage, track, and help troubleshoot Agenda management workflow processes and Public Records Act requests. Assist with Conflict-of-Interest Code updates and multiple state-mandated filings for Statements of Economic Interests (Form 700s), ethics, and preventing harassment certifications. May supervise staff. Hire, mentor, and take appropriate corrective and/or disciplinary action. Ensure EEO and affirmative action policies and procedures are followed. Participate in selection and coordination of staff training and professional development, establish performance objectives, monitor and evaluate employee performance. Examples of Duties: Schedule, coordinate, and attend Boards and committees’ meetings, including the arrangement of facilities, security, legal public notices, posting online, and taking meeting minutes. Attend and support any special meetings or events which may be offsite and outside regular business hours, including detailed logistics and event planning. Review, track, organize, and compile agenda packet items by inflexible deadlines for agenda reviews, output and/or any revisions/updates. Remind staff of upcoming Board agenda submission due dates, follow-up on missed deadlines, and appropriately route questions submitted by various stakeholders. Provide ad hoc training to new staff members on Board agenda management software (OnBase). Organize, assemble, print, post online, and mail out both hardcopy and electronic Boards and committees’ agendas and agenda packets by mandatory inflexible deadlines. Create documents and maintain records for the Boards and committees, including proper indexing for records retention and retrieval of official agency records/documents. Handle public records requests as per the California Public Records Act. Assist with Board Member business-related and approved travel arrangements and expense reports. Act as the Executive Officer, District Secretary in their absence as assigned as related to the work of this office. Respond to inquiries from the public, staff, or Board members concerning any public proceedings, actions, or records requests. Perform other duties and special projects as assigned. Minimum Qualifications Sufficient experience, training and/or education to demonstrate the knowledge and ability to successfully perform the essential functions of the position. In lieu of a degree, work-related experience that demonstrates the skills and experience necessary to perform this role will be accepted. Development of the required knowledge and abilities is typically obtained through but not limited to: Bachelor’s degree in public administration, or closely related field. Four (4) years executive level administrative support. Two (2) years supervisory or lead experience. Preferred Qualifications: Availability/flexibility to attend monthly evening meetings and any offsite meetings as needed with core business hours usually between 8 am to 5 pm most days. Able to learn, interpret, and exercise good judgment when applying regulations, laws, policies, and procedures. E.g., Robert’s Rules of Order, the Ralph M. Brown Act, California Public Records Act, and California Political Reform Act. Ability to use tact, discretion, and discernment in establishing positive and cooperative working relations with Board and committee members, the public, and staff at all levels. Proficient in Microsoft Office Suite: Word, Excel, Outlook, PowerPoint, SharePoint, and able to quickly learn all other office applications, such as Zoom, Teams, OnBase, and Next Request. Records management principles, including filing, indexing, and cross-referencing methods. Certified Municipal Clerk certification desired. Ability to be accurate, organized, follow through on direction, work effectively under pressure, manage multiple deadlines, and be flexible, positive, resilient, tactful, and professional. Ability to work under pressure, be flexible and adaptable, and interface diplomatically with various elected and appointed officials, and the public and staff as well as establishing effective working relationships at all levels. Ability to operate standard office equipment, including photocopiers, and sit extended periods. Ability to troubleshoot and follow through on any problems and issues as they arise while exercising good judgement. Possession of a valid California Driver’s license and ability/willingness to travel as needed. Below is a summary of the comprehensive benefits provided to District full-time employees: Health and Welfare Benefits: Healthcare Benefits -District employees are offered a choice of healthcare providers under the CalPERS Health Benefits Program.The District will contribute ninety (90) percent towards monthly premiums for full-time employees. Fifty (50) percent for part-time employees. Free Dental and Vision Benefits provided - Employer Covers Premiums Free Employee Assistance Benefit - Employees are entitled to 5 face-to-face sessions or telephonic or web-video consultations for problem-solving support per incident, per calendar year. Flexible Spending Accounts - Pre-tax dollars to pay for qualified Health or Dependent Care expenses. Retirement Medical Benefits: Long Term Disability Insurance - After 90 days of total disability, Administrative full-time employees are eligible for 60% of monthly income covered by the District. Health and Wellness - Gyms located at most work locations and discounted Weight Watcher Membership Option. Holidays and Paid Time Off: Paid Time Off - Newly hired employees accrue 6.5 hours bi-weekly when hired (if Exempt 8.5 hours).As you move up in years of service credit, the rate of the amount of PTO accrued will also increase. Paid Holidays - The District provides seven paid holidays throughout the year - New Years Day, Martin Luther King Jr. Day, Memorial Day, Independence Day (July 4th), Labor Day, Thanksgiving Day and Christmas Day Floating Holidays - District employees can earn up to five (5) floating holidays. Financial Planning Benefits: Pension Benefits through CalPERS -You must have a minimum of 5 years of service to be eligible for this pension. CalPERS PEPRA vs. Classic - All employees hired on, or after January 1, 2013, are considered PEPRA members and will contribute 8% of their salary up to the maximum IRS cut-off. All Classic members will contribute 6% Deferred Compensation Options - Select to contribute to one or both of our Tax Deferred Compensation Options Reliance Standard Life Insurance with 100% premium paid by the District - 1 times annual salary of employee - max $200,000 Optional Life Insurance - Employees may purchase additional life insurance for themselves and their eligible family members. Growth and Education Benefits: Professional Development - Access to LinkedIn Learning and San Mateo County’s professional training. District Tuition Reimbursement Program - A maximum of $5,250 per year for courses related to your job or career goals with the District. Computer Loan Program - Interest-free two-year loan with a maximum amount of $4,000. Other Amazing Benefits: Credit Union - Employees and family members are eligible to join the San Mateo Credit Union and Patelco Credit Union. Employee Clean Commute (ECC) - Car/Van poolers and Public Transit riders receive a monthly reimbursement. Commuter Benefits - Free Employee Parking; Free Bus Pass for employee as well as children/spouse; Clipper Card/Go Pass Program for Central employees. For union employees, all of the above benefits are subject to the employee’s Collective Bargaining Agreement. Benefits listed are also subject to change with or without notice and are subject to contract/provider terms and conditions. Closing Date/Time: 5/26/2024 11:59 PM Pacific
May 01, 2024
Full Time
General The Deputy District Secretary reports to the Executive Officer, District Secretary, and will perform detailed, complex, and highly responsible administrative and technical work. This would include providing support for the Boards of Directors and committees of the San Mateo County Transit District (“SamTrans”), Peninsula Corridor Joint Powers Board (“Caltrain” aka “JPB”), the San Mateo County Transportation Authority (“TA”), and The San Mateo County Express Lanes Joint Powers Authority (“Express Lanes” aka “SMCELJPA”). APPLICATION DEADLINE: Sunday, May 26, 2024 (1st Cutoff May 12th, 2024) Essential Functions & Duties Provide detailed, analytical, and responsible administrative support to the Executive Officer/District Secretary and to the General Manager/CEO, Executive Director, and/or Deputy General Manager/CEO. Facilitate and attend Board and Committee meetings, assists with public comment, and accurately prepares agendas, agenda packets, summary reports, and minutes. Ensure agenda materials, meeting minutes, and other documents and correspondence relating to the official functions of the Boards and its committees are prepared, posted, and processed in accordance with the law, other guidelines, and inflexible legal deadlines. Assist the Custodian of Record for Boards and committees matters; accurately maintain official votes and attendance and objectively document relevant information for the official record. Oversees the accurate, timely preparation, and follow through for the approval, proper dissemination, and retention of all Boards and committees’ minutes, actions, and resolutions. Manage, track, and help troubleshoot Agenda management workflow processes and Public Records Act requests. Assist with Conflict-of-Interest Code updates and multiple state-mandated filings for Statements of Economic Interests (Form 700s), ethics, and preventing harassment certifications. May supervise staff. Hire, mentor, and take appropriate corrective and/or disciplinary action. Ensure EEO and affirmative action policies and procedures are followed. Participate in selection and coordination of staff training and professional development, establish performance objectives, monitor and evaluate employee performance. Examples of Duties: Schedule, coordinate, and attend Boards and committees’ meetings, including the arrangement of facilities, security, legal public notices, posting online, and taking meeting minutes. Attend and support any special meetings or events which may be offsite and outside regular business hours, including detailed logistics and event planning. Review, track, organize, and compile agenda packet items by inflexible deadlines for agenda reviews, output and/or any revisions/updates. Remind staff of upcoming Board agenda submission due dates, follow-up on missed deadlines, and appropriately route questions submitted by various stakeholders. Provide ad hoc training to new staff members on Board agenda management software (OnBase). Organize, assemble, print, post online, and mail out both hardcopy and electronic Boards and committees’ agendas and agenda packets by mandatory inflexible deadlines. Create documents and maintain records for the Boards and committees, including proper indexing for records retention and retrieval of official agency records/documents. Handle public records requests as per the California Public Records Act. Assist with Board Member business-related and approved travel arrangements and expense reports. Act as the Executive Officer, District Secretary in their absence as assigned as related to the work of this office. Respond to inquiries from the public, staff, or Board members concerning any public proceedings, actions, or records requests. Perform other duties and special projects as assigned. Minimum Qualifications Sufficient experience, training and/or education to demonstrate the knowledge and ability to successfully perform the essential functions of the position. In lieu of a degree, work-related experience that demonstrates the skills and experience necessary to perform this role will be accepted. Development of the required knowledge and abilities is typically obtained through but not limited to: Bachelor’s degree in public administration, or closely related field. Four (4) years executive level administrative support. Two (2) years supervisory or lead experience. Preferred Qualifications: Availability/flexibility to attend monthly evening meetings and any offsite meetings as needed with core business hours usually between 8 am to 5 pm most days. Able to learn, interpret, and exercise good judgment when applying regulations, laws, policies, and procedures. E.g., Robert’s Rules of Order, the Ralph M. Brown Act, California Public Records Act, and California Political Reform Act. Ability to use tact, discretion, and discernment in establishing positive and cooperative working relations with Board and committee members, the public, and staff at all levels. Proficient in Microsoft Office Suite: Word, Excel, Outlook, PowerPoint, SharePoint, and able to quickly learn all other office applications, such as Zoom, Teams, OnBase, and Next Request. Records management principles, including filing, indexing, and cross-referencing methods. Certified Municipal Clerk certification desired. Ability to be accurate, organized, follow through on direction, work effectively under pressure, manage multiple deadlines, and be flexible, positive, resilient, tactful, and professional. Ability to work under pressure, be flexible and adaptable, and interface diplomatically with various elected and appointed officials, and the public and staff as well as establishing effective working relationships at all levels. Ability to operate standard office equipment, including photocopiers, and sit extended periods. Ability to troubleshoot and follow through on any problems and issues as they arise while exercising good judgement. Possession of a valid California Driver’s license and ability/willingness to travel as needed. Below is a summary of the comprehensive benefits provided to District full-time employees: Health and Welfare Benefits: Healthcare Benefits -District employees are offered a choice of healthcare providers under the CalPERS Health Benefits Program.The District will contribute ninety (90) percent towards monthly premiums for full-time employees. Fifty (50) percent for part-time employees. Free Dental and Vision Benefits provided - Employer Covers Premiums Free Employee Assistance Benefit - Employees are entitled to 5 face-to-face sessions or telephonic or web-video consultations for problem-solving support per incident, per calendar year. Flexible Spending Accounts - Pre-tax dollars to pay for qualified Health or Dependent Care expenses. Retirement Medical Benefits: Long Term Disability Insurance - After 90 days of total disability, Administrative full-time employees are eligible for 60% of monthly income covered by the District. Health and Wellness - Gyms located at most work locations and discounted Weight Watcher Membership Option. Holidays and Paid Time Off: Paid Time Off - Newly hired employees accrue 6.5 hours bi-weekly when hired (if Exempt 8.5 hours).As you move up in years of service credit, the rate of the amount of PTO accrued will also increase. Paid Holidays - The District provides seven paid holidays throughout the year - New Years Day, Martin Luther King Jr. Day, Memorial Day, Independence Day (July 4th), Labor Day, Thanksgiving Day and Christmas Day Floating Holidays - District employees can earn up to five (5) floating holidays. Financial Planning Benefits: Pension Benefits through CalPERS -You must have a minimum of 5 years of service to be eligible for this pension. CalPERS PEPRA vs. Classic - All employees hired on, or after January 1, 2013, are considered PEPRA members and will contribute 8% of their salary up to the maximum IRS cut-off. All Classic members will contribute 6% Deferred Compensation Options - Select to contribute to one or both of our Tax Deferred Compensation Options Reliance Standard Life Insurance with 100% premium paid by the District - 1 times annual salary of employee - max $200,000 Optional Life Insurance - Employees may purchase additional life insurance for themselves and their eligible family members. Growth and Education Benefits: Professional Development - Access to LinkedIn Learning and San Mateo County’s professional training. District Tuition Reimbursement Program - A maximum of $5,250 per year for courses related to your job or career goals with the District. Computer Loan Program - Interest-free two-year loan with a maximum amount of $4,000. Other Amazing Benefits: Credit Union - Employees and family members are eligible to join the San Mateo Credit Union and Patelco Credit Union. Employee Clean Commute (ECC) - Car/Van poolers and Public Transit riders receive a monthly reimbursement. Commuter Benefits - Free Employee Parking; Free Bus Pass for employee as well as children/spouse; Clipper Card/Go Pass Program for Central employees. For union employees, all of the above benefits are subject to the employee’s Collective Bargaining Agreement. Benefits listed are also subject to change with or without notice and are subject to contract/provider terms and conditions. Closing Date/Time: 5/26/2024 11:59 PM Pacific
City of San Jose
United States, California, San Jose
The City of San José, the Capital of Silicon Valley, is one of the nation's best managed cities and one of the top ten cities in which to live, work, and do business. Moreover, San José is the center of cultural government and economic activity for the region. The employees of the City of San José have embraced the following values: Integrity, Innovation, Excellence, Collaboration, Respect and Celebration. The Office of the City Clerk is a service department within the municipal government upon which the 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 City Council and provides related municipal services, including delivering fiscal, human resources, and administrative and technical support services to the Mayor's Office, City Council Offices, and for the City's Boards, Commissions and Committees.The Office of the City Clerk is recruiting for a full-time Legislative Secretary to become part of a dynamic and productive team. The Legislative Secretary reports to the City Clerk and conducts activities unique to the Office of the City Clerk, in support of the Legislative process of the City Council, assigned Council Committees, and Boards or Commissions. Successful applicants must possess strong organizational skills with the ability to establish and maintain effective working relationships. They must possess exemplary customer service and communication skills to interact effectively and respond to inquiries from the general public, elected officials, and City staff throughout the organization. A successful applicant must work well under pressure, meeting frequent deadlines. Occasional evening work may be required. The Legislative Secretary coordinates preparation of City Council agenda packets, meeting minutes, and calendars; publishes legal notices, hearings, ordinances, etc.; follows-up on Council actions to ensure timely preparation; compiles original documents, transmittal letters, affidavits and exhibits from City Council Meeting agenda items; prepares meeting minutes; processes actions resulting from meetings. Key Responsibilities In order to fulfill these job duties, a Legislative Secretary should have good knowledge of English composition, grammar, spelling and punctuation and be experienced with standard office practices and procedures with the skills necessary to organize, coordinate, and prioritize assigned tasks in order to meet established daily deadlines. The position requires the ability to type 55 words per minute with proficiency using MS Word, or equivalent, with the ability to follow strict formatting requirements for the preparation of meeting agenda, synopsis, and/or minutes for each Council, Committee, Board or Commission meeting. The employee may be expected to learn various software systems including Granicus and become proficient at posting or editing documents for publication on the web and to the GILES Records Database. Agenda : The Legislative Secretary is responsible for preparing a variety of documents (Agendas for City Council, Council Committee, Boards or Commissions) utilizing wording and layout based upon standard formats to ensure consistency and compliance with the City's legislative procedures; posting documents in accordance with State Brown Act and City Open Government requirements. The Legislative Secretary may be responsible for the assembly and distribution of those documents to elected officials, City Administration, media and the public under tight deadlines. Minutes : Responsibilities include attending City Council, Council Committee, Board or Commission meetings and taking complete notes of actions taken while utilizing Granicus software and/or other audio recording equipment to provide for storage and playback. Subsequently, the Legislative Secretary is responsible for preparing a synopsis and/or minutes of the meeting which accurately reflect the course of the proceedings and actions taken by the body for the approval by the City Clerk for publication and distribution within prescribed deadlines. The Legislative Secretary must selectively condense and paraphrase the discussions while exercising care to include relevant materials and to accurately record the vote(s) taken. The development of complete synopsis and/or minutes requires the Legislative Secretary to review all documents on which the Council, Council Committee, Board or Commission has taken action to ensure that the documentation is complete and accurate. Records Management : The Office of the City Clerk is responsible for maintaining records and documents and other public disclosures required under State and local laws to be filed by elected officials, candidates for public office, lobbyists, campaigns, Board and Commission members, designated employees, and other governmental agencies. The Legislative Secretary is responsible for reading, indexing, filing, researching and retrieving documents considered and acted upon by the City Council, Council Committee, Board or Commission, as well as other documents required to be filed with the City Clerk including contracts, agreements, maps, disclosure forms, etc. The Office must respond to requests under the California Public Records Act for information from members of the public and media and/or research information, as well as records and documents requested by various City departments and other public agencies. 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. 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 promote job performance. Customer Service - demonstrates the ability to anticipate customers' needs and deliver services effectively and efficiently in a timely, accurate, respectful and friendly manner. Problem Solving - approaches a situation or problem by defining the problem or issue; determines the significance of problem(s); collects information; uses logic and intuition to arrive at decisions or solutions to problems that achieve the desired outcome. Teamwork & Interpersonal Skills - demonstrates a positive attitude and flexibility along with the ability to develop effective relationships with co-workers and supervisors by helping others accomplish tasks and using collaboration and conflict resolution skills. Computer Skills - experienced with common business computer applications including but not limited to: MS Office 365, MS Word, MS PowerPoint, MS Access, and MS Excel. Experience using database applications, PeopleSoft, and FMS. Ability to learn new applications as changing technology and procedures require. Communication Skills - communicates and listens effectively and responds in a timely, effective, positive, and respectful manner, displaying openness to other people's ideas and thoughts; written reports and correspondence are accurate, complete, current; well-organized, legible, concise, neat, and in proper grammatical form. Multi-Tasking - can handle multiple projects and responsibilities simultaneously; has handled a wide variety of assignments in past and/or current position(s). Reliability - completes quality work assignments in a timely and efficient manner; fulfill
s responsibilities and maintains confidentiality as appropriate. Combination of training and experience equivalent to the following: Education : Successful completion of high school or equivalent General Education Development (GED) Test or California Proficiency Certificate Experience : Six (6) years of experience in clerical and secretarial work, including two (2) years providing individual support to an executive. Acceptable Substitution : Completion of two (2) years undergraduate course work from an accredited college or university and one (1) year experience assembling and verifying data for complex reports, records, or databases OR acting as lead to clerical staff Selection Process The selection process will consist of an evaluation of the applicant's training and experience based on the application and responses to the Job Specific Questions. Only the candidates whose backgrounds best match the position will be invited to proceed in the selection process. Additional phases of the selection process will consist of one or more interviews , one of which may include a practical/writing exercise . You must answer all j ob-specific questions i n order to be considered for this vacancy or your application will be deemed incomplete and withheld from further consideration. In addition, please attach your resume as part of the application process. If you have questions about the duties of these positions, the selection or hiring processes, please contact Joy Rodriguez at joy.rodriguez@sanjoseca.gov.
Apr 14, 2024
Full Time
The City of San José, the Capital of Silicon Valley, is one of the nation's best managed cities and one of the top ten cities in which to live, work, and do business. Moreover, San José is the center of cultural government and economic activity for the region. The employees of the City of San José have embraced the following values: Integrity, Innovation, Excellence, Collaboration, Respect and Celebration. The Office of the City Clerk is a service department within the municipal government upon which the 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 City Council and provides related municipal services, including delivering fiscal, human resources, and administrative and technical support services to the Mayor's Office, City Council Offices, and for the City's Boards, Commissions and Committees.The Office of the City Clerk is recruiting for a full-time Legislative Secretary to become part of a dynamic and productive team. The Legislative Secretary reports to the City Clerk and conducts activities unique to the Office of the City Clerk, in support of the Legislative process of the City Council, assigned Council Committees, and Boards or Commissions. Successful applicants must possess strong organizational skills with the ability to establish and maintain effective working relationships. They must possess exemplary customer service and communication skills to interact effectively and respond to inquiries from the general public, elected officials, and City staff throughout the organization. A successful applicant must work well under pressure, meeting frequent deadlines. Occasional evening work may be required. The Legislative Secretary coordinates preparation of City Council agenda packets, meeting minutes, and calendars; publishes legal notices, hearings, ordinances, etc.; follows-up on Council actions to ensure timely preparation; compiles original documents, transmittal letters, affidavits and exhibits from City Council Meeting agenda items; prepares meeting minutes; processes actions resulting from meetings. Key Responsibilities In order to fulfill these job duties, a Legislative Secretary should have good knowledge of English composition, grammar, spelling and punctuation and be experienced with standard office practices and procedures with the skills necessary to organize, coordinate, and prioritize assigned tasks in order to meet established daily deadlines. The position requires the ability to type 55 words per minute with proficiency using MS Word, or equivalent, with the ability to follow strict formatting requirements for the preparation of meeting agenda, synopsis, and/or minutes for each Council, Committee, Board or Commission meeting. The employee may be expected to learn various software systems including Granicus and become proficient at posting or editing documents for publication on the web and to the GILES Records Database. Agenda : The Legislative Secretary is responsible for preparing a variety of documents (Agendas for City Council, Council Committee, Boards or Commissions) utilizing wording and layout based upon standard formats to ensure consistency and compliance with the City's legislative procedures; posting documents in accordance with State Brown Act and City Open Government requirements. The Legislative Secretary may be responsible for the assembly and distribution of those documents to elected officials, City Administration, media and the public under tight deadlines. Minutes : Responsibilities include attending City Council, Council Committee, Board or Commission meetings and taking complete notes of actions taken while utilizing Granicus software and/or other audio recording equipment to provide for storage and playback. Subsequently, the Legislative Secretary is responsible for preparing a synopsis and/or minutes of the meeting which accurately reflect the course of the proceedings and actions taken by the body for the approval by the City Clerk for publication and distribution within prescribed deadlines. The Legislative Secretary must selectively condense and paraphrase the discussions while exercising care to include relevant materials and to accurately record the vote(s) taken. The development of complete synopsis and/or minutes requires the Legislative Secretary to review all documents on which the Council, Council Committee, Board or Commission has taken action to ensure that the documentation is complete and accurate. Records Management : The Office of the City Clerk is responsible for maintaining records and documents and other public disclosures required under State and local laws to be filed by elected officials, candidates for public office, lobbyists, campaigns, Board and Commission members, designated employees, and other governmental agencies. The Legislative Secretary is responsible for reading, indexing, filing, researching and retrieving documents considered and acted upon by the City Council, Council Committee, Board or Commission, as well as other documents required to be filed with the City Clerk including contracts, agreements, maps, disclosure forms, etc. The Office must respond to requests under the California Public Records Act for information from members of the public and media and/or research information, as well as records and documents requested by various City departments and other public agencies. 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. 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 promote job performance. Customer Service - demonstrates the ability to anticipate customers' needs and deliver services effectively and efficiently in a timely, accurate, respectful and friendly manner. Problem Solving - approaches a situation or problem by defining the problem or issue; determines the significance of problem(s); collects information; uses logic and intuition to arrive at decisions or solutions to problems that achieve the desired outcome. Teamwork & Interpersonal Skills - demonstrates a positive attitude and flexibility along with the ability to develop effective relationships with co-workers and supervisors by helping others accomplish tasks and using collaboration and conflict resolution skills. Computer Skills - experienced with common business computer applications including but not limited to: MS Office 365, MS Word, MS PowerPoint, MS Access, and MS Excel. Experience using database applications, PeopleSoft, and FMS. Ability to learn new applications as changing technology and procedures require. Communication Skills - communicates and listens effectively and responds in a timely, effective, positive, and respectful manner, displaying openness to other people's ideas and thoughts; written reports and correspondence are accurate, complete, current; well-organized, legible, concise, neat, and in proper grammatical form. Multi-Tasking - can handle multiple projects and responsibilities simultaneously; has handled a wide variety of assignments in past and/or current position(s). Reliability - completes quality work assignments in a timely and efficient manner; fulfill
s responsibilities and maintains confidentiality as appropriate. Combination of training and experience equivalent to the following: Education : Successful completion of high school or equivalent General Education Development (GED) Test or California Proficiency Certificate Experience : Six (6) years of experience in clerical and secretarial work, including two (2) years providing individual support to an executive. Acceptable Substitution : Completion of two (2) years undergraduate course work from an accredited college or university and one (1) year experience assembling and verifying data for complex reports, records, or databases OR acting as lead to clerical staff Selection Process The selection process will consist of an evaluation of the applicant's training and experience based on the application and responses to the Job Specific Questions. Only the candidates whose backgrounds best match the position will be invited to proceed in the selection process. Additional phases of the selection process will consist of one or more interviews , one of which may include a practical/writing exercise . You must answer all j ob-specific questions i n order to be considered for this vacancy or your application will be deemed incomplete and withheld from further consideration. In addition, please attach your resume as part of the application process. If you have questions about the duties of these positions, the selection or hiring processes, please contact Joy Rodriguez at joy.rodriguez@sanjoseca.gov.
LOS ANGELES COUNTY
Los Angeles, California, United States
Position/Program Information TYPE OF RECRUITMENT: OPEN COMPETITIVE - EMERGENCY FILING DATE: Wednesday, April 3, 2024 at 8:30 a.m. , Pacific Time (PT) This examination will remain open until the needs of the service are met and is subject to closure without prior notice. No out-of-class experience will be accepted. EXAM NUMBER: PH2102A-EA The LA County Board of Supervisors recently declared a local state of emergency for homelessness, and the County is working to revise and expand our response to help all who are affected. We are looking for qualified and passionate individuals to help us in the mission of addressing issues like housing, mental health, and substance use. If you are looking for a new career that will directly benefit the population of LA County, this may be the opportunity for you. The County of Los Angeles Department of Public Health is seeking qualified candidates to fill emergency Senior Secretary III vacancies related to the homelessness crisis. Under the emergency order, applicants who meet the requirements may be hired for an initial period of up to 90 days, with an opportunity for permanent County employment. Before the end of your initial work period, you will be assessed on your work performance. This assessment will be weighted 100%. Those who successfully pass the assessment will be considered for permanent appointment to Senior Secretary III . DEFINITION: Acts as secretary to the head of a major division in a large and complex County department. CLASSIFICATION STANDARDS: All classes in the Secretarial Group perform duties composed of essentially the same basic activities and operations. Positions in these classes are allocated when the work of the supervisor requires full-time personal secretarial assistance. The level of secretary allocated is related primarily to the level of supervisor served. Typically, positions allocable to this class provide full-time secretarial assistance to the head of a major division or a minor branch in a large and complex County department having 1,000 or more employees and characterized by the professional or technical nature of work performed, or major protective or recreational services provided. In Health Services, this includes the head of a major nursing or administrative division in a large and complex hospital, comprehensive ambulatory health or rehabilitation center, major program or staff division under a central headquarters deputy director, or a division allocated on a Countywide basis. Essential Job Functions Replies to both verbal and written communication. Screens telephone calls, furnishes requested information, refers calls to others better qualified, and personally takes care of those calls which do not require the attention of the supervisor. Makes appointments, keeps calendar, and schedules conferences, meetings and travel arrangements for supervisor. Acts as intermediary between supervisor and staff, transmitting messages, orders, and requests, both written and verbal, and when authorized acts in the supervisor's absence. Acts as liaison officer between the supervisor's office and other departments, agencies, and jurisdictions. Prepares inter-office notices, bulletins, and memoranda, including interpretations of departmental policy and the laws and regulations governing the activities of the office. Gathers data for general information purposes or special reports, contacting other departments, employees, agencies, and individuals for additional material as necessary, and may prepare reports for supervisor's approval upon request. Checks material being submitted for supervisor's attention to ascertain that all relevant data, files, signatures, etc., are included. Relieves supervisor of routine personnel, budget, and other operating details such as scheduling, timekeeping, and contacting the Chief Executive Office, Department of Human Resources, and other departments. Keeps track of the execution of plans, improvements, and projects initiated by the supervisor and recommends improvements in departmental procedures. Supervises lower-level clerical staff. Requirements MINIMUM REQUIREMENTS: Option I: One year of highly responsible secretarial experience at the level of Los Angeles County's class* of Secretary III, Secretary IV, Senior Secretary I or Senior Secretary II. Option II: Two years of responsible secretarial experience at the level of Los Angeles County's class* of Secretary I or Secretary II . LICENSE: A valid California Class C Driver License or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions. PHYSICAL CLASS: Physical Class II - Light: This class includes administrative and clerical positions requiring light physical effort that may include occasional light lifting to a 10 pound limit and some bending, stooping, or squatting. Considerable ambulation may be involved. OTHER REQUIREMENTS: Typing Rate: 40 net words per minute. IMPORTANT TYPING TEST INFORMATION: The following candidates are NOT required to take the County typing test : Those candidates who currently hold or have held a typing position that requires 40 words per minute in the service of the County of Los Angeles. OR Those candidates who have taken and passed a Los Angeles County typing performance test of 40 works per minute administered by a County Department. Passing scores on record with the Department of Human Resources will be transferred automatically. Applicants who have met the typing requirement in another department must attach a copy of their typing certificate to their application at the time of filing or email to hrexams@ph.lacounty.gov within fifteen (15) calendar days from the last day of fling. Applicants MUS T apply to the "TYPING TEST - SCORE BANKING ONLY " bulletin. You will be invited to take a time typing test designed to measure speed and accuracy in typing. Typing performance test results from this examination will be used for this Senior Secretary III (PH2102A-EA) exam , which requires proficiency at 40 words per minute. To apply, please copy and past the URL to the address bar of the web browser OR click on the link below: URL: https://www.governmentjobs.com/careers/lacounty/jobs/2950238/typing-test-score-banking-only?keywords=typing%20bank&pagetype=jobOpportunitiesJobs Please note it is recommended to apply to the TYPING TEST - SCORE BANKING ONLY jo b bulletin as soon as possible as the job bulletin may close at any time without prior notification and you will no longer be able to apply for the typing test and may be rejected for this exam. TESTING ACCOMMODATION: If you require an accommodation to fairly compete in any part of the TYPING TEST - SCORE- BANKING ONLY assessment process, let the Department of Human Resources (DHR) know by contacting the Testing Accommodations Coordinator at TestingAccommodations@hr.lacounty.gov . You will be required to complete the Request for Reasonable Accommodation form as well as provide supporting documentation from a qualified professional justifying the requested accommodation(s). The sooner you contact DHR, the sooner they can respond to your request and keep you moving through the process. SPECIAL REQUIREMENT INFORMATION: * Experience at the level of the Los Angeles County classes listed in the Minimum Requirements are defined as follows: Secretary III: Functions as secretary to either (1) the head of a major section in a large and complex County department, (2) the head of a minor section in Health Services, (3) the head of a major unit in either (a) a department headed by an elective official of the County of Los Angeles, (b) a department headed by an appointive official who provides immediate advisory services to the Board of Supervisors, or (c) the Department of the Public Defender. Secretary IV: Functions as secretary to the head of a major section in a very large and complex County department. Senior Secretary I: Acts as secretary to the head of a major division in a small County department. Senior Secretary II: Acts as secretary to the head of a major division in a medium-sized County department. Secretary I: Functions as secretary to either (1) the head of a major section in a small County department, or (2) the head of a major unit in a large and complex County department. Secretary II: Functions as secretary to either (1) the head of a major section in a medium-sized County department or (2) the head of a major unit in a very large and complex County department. Additional Information No out-of-class experience will be accepted. EXAMINATION CONTENT: Under the emergency order, applicants who meet the requirements may be hired for an initial period of up to 90 days, with an opportunity for permanent County employment. Before the end of your initial work assignment, the appointing department will evaluate your performance. Those who achieve a passing score on this evaluation will be considered for permanent appointment. _______________________________________________________________ Application and Filing Information HOW TO APPLY: Applications must be filed ONLINE ONLY . Applicants are required to complete and submit an online Los Angeles County Employment Application AND Supplemental Questionnaire in order to be considered for this examination. Paper applications, resumes, or any unsolicited documents will not be accepted in lieu of completing the online application and Supplemental Questionnaire. Application filing may be suspended at any time without advance notice. Many important notifications will be sent electronically to the email address provided on the application, so it is important that you provide a valid email address. Please add hrexams@ph.lacounty.gov as well as noreply@governmentjobs.com, and info@governmentjobs.com to your email address and list of approved senders to prevent email notifications from being filtered as spam/junk/clutter mail. You have the ability to opt out of emails from LA County. If you unsubscribe, you will not receive any email notification for any examination for which you apply with Los Angeles County. Regardless of whether you choose to unsubscribe, you can always check for notifications by logging into governmentjobs.com and viewing your profile inbox, which saves a copy of all emailed notices. Plan to submit your online application well in advance of the 5:00 p.m. PT deadline as you may be required to verify your email address. This only needs to be done once per email address, and if you already have a job seeker account on www.governmentjobs.com/careers/lacounty, you can verify at any time by logging in and following the prompts. This is to enhance the security of your online application and to ensure you do not enter an incorrect email address. SOCIAL SECURITY NUMBER: Please include your Social Security Number for record control purposes. Federal law requires that all employed persons have a Social Security Number. COMPUTER AND INTERNET ACCESS AT PUBLIC LIBRARIES: For candidates who may not have regular access to a computer or the internet, applications can be completed on computers at public libraries throughout Los Angeles County. Check the website for updated information at https://lacountylibrary.org . FAIR CHANCE EMPLOYER: The County of Los Angeles is a Fair Chance employer. Except for a very limited number of positions, you will not be asked to provide information about a conviction history unless you receive a contingent offer of employment. The County will make an individualized assessment of whether your conviction history has a direct or adverse relationship with the specific duties of the job, and consider potential mitigating factors, including, but not limited to, evidence and extent of rehabilitation, recency of the offense(s), and age at the time of the offense(s). If asked to provide information about a conviction history, any convictions or court records which are exempted by a valid court order do not have to be disclosed. DO NOT SHARE USER ID AND PASSWORD: All applicants must file their application online using their OWN user ID and password. Using a family member or friend's user ID and password may erase a candidate's original application record. ANTI-RACISM, DIVERSITY, AND INCLUSION (ARDI): The County of Los Angeles recognizes and affirms that all people are created equal and are entitled to all rights afforded by the Constitution of the United States. The Department of Human Resources is committed to promoting Anti-racism, Diversity, and Inclusion efforts to address the in equalities and disparities amongst race. We support the ARDI Strategic Plan and its goals by improving equality, diversity, and inclusion in recruitment, selection, and employment practices. Department Contact Name: Exam Analyst Department Contact Phone: (323) 659-6546 Department Contact E-mail: HRExams@ph.lacounty.gov Exam Number: PH2102A-EA California Relay Services Phone: (800) 735-2922 ADA Coordinator Phone: (323) 659-6546 Teletype Phone: (800) 899-4099 Alternate Teletype Phone : (800) 897-0077 For detailed information, please click here
Apr 03, 2024
Full Time
Position/Program Information TYPE OF RECRUITMENT: OPEN COMPETITIVE - EMERGENCY FILING DATE: Wednesday, April 3, 2024 at 8:30 a.m. , Pacific Time (PT) This examination will remain open until the needs of the service are met and is subject to closure without prior notice. No out-of-class experience will be accepted. EXAM NUMBER: PH2102A-EA The LA County Board of Supervisors recently declared a local state of emergency for homelessness, and the County is working to revise and expand our response to help all who are affected. We are looking for qualified and passionate individuals to help us in the mission of addressing issues like housing, mental health, and substance use. If you are looking for a new career that will directly benefit the population of LA County, this may be the opportunity for you. The County of Los Angeles Department of Public Health is seeking qualified candidates to fill emergency Senior Secretary III vacancies related to the homelessness crisis. Under the emergency order, applicants who meet the requirements may be hired for an initial period of up to 90 days, with an opportunity for permanent County employment. Before the end of your initial work period, you will be assessed on your work performance. This assessment will be weighted 100%. Those who successfully pass the assessment will be considered for permanent appointment to Senior Secretary III . DEFINITION: Acts as secretary to the head of a major division in a large and complex County department. CLASSIFICATION STANDARDS: All classes in the Secretarial Group perform duties composed of essentially the same basic activities and operations. Positions in these classes are allocated when the work of the supervisor requires full-time personal secretarial assistance. The level of secretary allocated is related primarily to the level of supervisor served. Typically, positions allocable to this class provide full-time secretarial assistance to the head of a major division or a minor branch in a large and complex County department having 1,000 or more employees and characterized by the professional or technical nature of work performed, or major protective or recreational services provided. In Health Services, this includes the head of a major nursing or administrative division in a large and complex hospital, comprehensive ambulatory health or rehabilitation center, major program or staff division under a central headquarters deputy director, or a division allocated on a Countywide basis. Essential Job Functions Replies to both verbal and written communication. Screens telephone calls, furnishes requested information, refers calls to others better qualified, and personally takes care of those calls which do not require the attention of the supervisor. Makes appointments, keeps calendar, and schedules conferences, meetings and travel arrangements for supervisor. Acts as intermediary between supervisor and staff, transmitting messages, orders, and requests, both written and verbal, and when authorized acts in the supervisor's absence. Acts as liaison officer between the supervisor's office and other departments, agencies, and jurisdictions. Prepares inter-office notices, bulletins, and memoranda, including interpretations of departmental policy and the laws and regulations governing the activities of the office. Gathers data for general information purposes or special reports, contacting other departments, employees, agencies, and individuals for additional material as necessary, and may prepare reports for supervisor's approval upon request. Checks material being submitted for supervisor's attention to ascertain that all relevant data, files, signatures, etc., are included. Relieves supervisor of routine personnel, budget, and other operating details such as scheduling, timekeeping, and contacting the Chief Executive Office, Department of Human Resources, and other departments. Keeps track of the execution of plans, improvements, and projects initiated by the supervisor and recommends improvements in departmental procedures. Supervises lower-level clerical staff. Requirements MINIMUM REQUIREMENTS: Option I: One year of highly responsible secretarial experience at the level of Los Angeles County's class* of Secretary III, Secretary IV, Senior Secretary I or Senior Secretary II. Option II: Two years of responsible secretarial experience at the level of Los Angeles County's class* of Secretary I or Secretary II . LICENSE: A valid California Class C Driver License or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions. PHYSICAL CLASS: Physical Class II - Light: This class includes administrative and clerical positions requiring light physical effort that may include occasional light lifting to a 10 pound limit and some bending, stooping, or squatting. Considerable ambulation may be involved. OTHER REQUIREMENTS: Typing Rate: 40 net words per minute. IMPORTANT TYPING TEST INFORMATION: The following candidates are NOT required to take the County typing test : Those candidates who currently hold or have held a typing position that requires 40 words per minute in the service of the County of Los Angeles. OR Those candidates who have taken and passed a Los Angeles County typing performance test of 40 works per minute administered by a County Department. Passing scores on record with the Department of Human Resources will be transferred automatically. Applicants who have met the typing requirement in another department must attach a copy of their typing certificate to their application at the time of filing or email to hrexams@ph.lacounty.gov within fifteen (15) calendar days from the last day of fling. Applicants MUS T apply to the "TYPING TEST - SCORE BANKING ONLY " bulletin. You will be invited to take a time typing test designed to measure speed and accuracy in typing. Typing performance test results from this examination will be used for this Senior Secretary III (PH2102A-EA) exam , which requires proficiency at 40 words per minute. To apply, please copy and past the URL to the address bar of the web browser OR click on the link below: URL: https://www.governmentjobs.com/careers/lacounty/jobs/2950238/typing-test-score-banking-only?keywords=typing%20bank&pagetype=jobOpportunitiesJobs Please note it is recommended to apply to the TYPING TEST - SCORE BANKING ONLY jo b bulletin as soon as possible as the job bulletin may close at any time without prior notification and you will no longer be able to apply for the typing test and may be rejected for this exam. TESTING ACCOMMODATION: If you require an accommodation to fairly compete in any part of the TYPING TEST - SCORE- BANKING ONLY assessment process, let the Department of Human Resources (DHR) know by contacting the Testing Accommodations Coordinator at TestingAccommodations@hr.lacounty.gov . You will be required to complete the Request for Reasonable Accommodation form as well as provide supporting documentation from a qualified professional justifying the requested accommodation(s). The sooner you contact DHR, the sooner they can respond to your request and keep you moving through the process. SPECIAL REQUIREMENT INFORMATION: * Experience at the level of the Los Angeles County classes listed in the Minimum Requirements are defined as follows: Secretary III: Functions as secretary to either (1) the head of a major section in a large and complex County department, (2) the head of a minor section in Health Services, (3) the head of a major unit in either (a) a department headed by an elective official of the County of Los Angeles, (b) a department headed by an appointive official who provides immediate advisory services to the Board of Supervisors, or (c) the Department of the Public Defender. Secretary IV: Functions as secretary to the head of a major section in a very large and complex County department. Senior Secretary I: Acts as secretary to the head of a major division in a small County department. Senior Secretary II: Acts as secretary to the head of a major division in a medium-sized County department. Secretary I: Functions as secretary to either (1) the head of a major section in a small County department, or (2) the head of a major unit in a large and complex County department. Secretary II: Functions as secretary to either (1) the head of a major section in a medium-sized County department or (2) the head of a major unit in a very large and complex County department. Additional Information No out-of-class experience will be accepted. EXAMINATION CONTENT: Under the emergency order, applicants who meet the requirements may be hired for an initial period of up to 90 days, with an opportunity for permanent County employment. Before the end of your initial work assignment, the appointing department will evaluate your performance. Those who achieve a passing score on this evaluation will be considered for permanent appointment. _______________________________________________________________ Application and Filing Information HOW TO APPLY: Applications must be filed ONLINE ONLY . Applicants are required to complete and submit an online Los Angeles County Employment Application AND Supplemental Questionnaire in order to be considered for this examination. Paper applications, resumes, or any unsolicited documents will not be accepted in lieu of completing the online application and Supplemental Questionnaire. Application filing may be suspended at any time without advance notice. Many important notifications will be sent electronically to the email address provided on the application, so it is important that you provide a valid email address. Please add hrexams@ph.lacounty.gov as well as noreply@governmentjobs.com, and info@governmentjobs.com to your email address and list of approved senders to prevent email notifications from being filtered as spam/junk/clutter mail. You have the ability to opt out of emails from LA County. If you unsubscribe, you will not receive any email notification for any examination for which you apply with Los Angeles County. Regardless of whether you choose to unsubscribe, you can always check for notifications by logging into governmentjobs.com and viewing your profile inbox, which saves a copy of all emailed notices. Plan to submit your online application well in advance of the 5:00 p.m. PT deadline as you may be required to verify your email address. This only needs to be done once per email address, and if you already have a job seeker account on www.governmentjobs.com/careers/lacounty, you can verify at any time by logging in and following the prompts. This is to enhance the security of your online application and to ensure you do not enter an incorrect email address. SOCIAL SECURITY NUMBER: Please include your Social Security Number for record control purposes. Federal law requires that all employed persons have a Social Security Number. COMPUTER AND INTERNET ACCESS AT PUBLIC LIBRARIES: For candidates who may not have regular access to a computer or the internet, applications can be completed on computers at public libraries throughout Los Angeles County. Check the website for updated information at https://lacountylibrary.org . FAIR CHANCE EMPLOYER: The County of Los Angeles is a Fair Chance employer. Except for a very limited number of positions, you will not be asked to provide information about a conviction history unless you receive a contingent offer of employment. The County will make an individualized assessment of whether your conviction history has a direct or adverse relationship with the specific duties of the job, and consider potential mitigating factors, including, but not limited to, evidence and extent of rehabilitation, recency of the offense(s), and age at the time of the offense(s). If asked to provide information about a conviction history, any convictions or court records which are exempted by a valid court order do not have to be disclosed. DO NOT SHARE USER ID AND PASSWORD: All applicants must file their application online using their OWN user ID and password. Using a family member or friend's user ID and password may erase a candidate's original application record. ANTI-RACISM, DIVERSITY, AND INCLUSION (ARDI): The County of Los Angeles recognizes and affirms that all people are created equal and are entitled to all rights afforded by the Constitution of the United States. The Department of Human Resources is committed to promoting Anti-racism, Diversity, and Inclusion efforts to address the in equalities and disparities amongst race. We support the ARDI Strategic Plan and its goals by improving equality, diversity, and inclusion in recruitment, selection, and employment practices. Department Contact Name: Exam Analyst Department Contact Phone: (323) 659-6546 Department Contact E-mail: HRExams@ph.lacounty.gov Exam Number: PH2102A-EA California Relay Services Phone: (800) 735-2922 ADA Coordinator Phone: (323) 659-6546 Teletype Phone: (800) 899-4099 Alternate Teletype Phone : (800) 897-0077 For detailed information, please click here
Orange County, CA
Orange County, California, United States
CAREER DESCRIPTION SECRETARY I This position is scheduled to receive salary range increases on the following dates: Effective June 28, 2024 - 4.25% increase Effective June 27, 2025 - 4.00% increase This recruitment is open to the public for a minimum of five (5) business days and will remain open on a continuous basis until the needs of the County are met. Qualified applicants are encouraged to apply immediately RECRUITMENT / POSITION INFORMATION The current vacancy is within the Social Services Agency. The eligible list established through this recruitment will be used to fill current and future Secretary I positions within the County of Orange until the next recruitment. This recruitment may also be used to fill positions in similar and/or lower classifications. COUNTY OF ORANGE: Orange County embraces vibrant, historic, and diverse neighborhoods, and welcomes millions of visitors per year, truly making it where the world comes to live, work, and play. Click here to learn more about the County of Orange. SOCIAL SERVICES AGENCY Administering a number of human services programs, the County of Orange Social Services Agency (SSA) is composed of four business divisions: Assistance Programs; Children and Family Services; Family Self-Sufficiency & Adult Services; and Administrative Services; and over 4,300 dedicated employees, providing human services to an average of one in four Orange County residents. Our mission is to deliver quality services that are accessible and responsive to the community, encourage personal responsibility, strengthen individuals, preserve families, and protect vulnerable adults and children. Click here to learn more about the Social Services Agency. THE OPPORTUNITY The Secretary I will provide secretarial support and office services to the executive managers and/or administrative managers. The Secretary I will also assist supervisors by assuming a variety of administrative tasks and non-routine work. The job duties include but are not limited to the following: Screens and answers telephone calls and correspondences Transmits messages, orders and requests, both written and verbal; and maintains office controls on the progress of assignments and projects Relieves supervisor of routine personnel, budget or other operating details, such as scheduling, timekeeping and approving material and purchase requisition Schedules appointments and arranges conferences and meetings for the supervisor, prepares agenda and adjusts necessary in scheduled meeting times, completes arrangements for scheduled meetings, and makes travel arrangements Attends meetings or conferences, takes and/or summarizes notes into minutes and distributes Sets up and maintains files for records and correspondence, maintains manuals, and updates resource materials Exercises good judgment and discretion in handling confidential information Performs other work as assigned MINIMUM QUALIFICATIONS Click here to learn more about the minimum qualifications, including Physical Mental, Environmental and Working Conidiations for Secretary I. DESIRABLE QUALIFICATIONS AND CORE COMPETENCIES The ideal candidate will have at least two (2) years of experience performing clerical work and administrative support to the various levels of organizational management. In addition, will also possess the following core competencies: Technical Expertise/Computer Savvy Operates multiple telephone lines, computers and applicable peripheral equipment Uses Microsoft Outlook, Microsoft Word, Microsoft PowerPoint and Microsoft Excel and other software applications proficiently Conducts computer-based research utilizing various programs including the Internet Prepares agendas and minutes for departmental meetings Maintains electronic systems and generates reports Communication/Interpersonal Skills Maintains confidentiality, provides excellent customer services, and communicates effectively both orally and in writing Interacts with departmental staff, other County employees, and outside agencies/constituents with professionalism, tact and diplomacy Effectively conveys and clarifies information utilizing business grammar and punctuation Effectively follows written and oral instruction and able to give instructions to others Concisely composes written documents to convey thoughts and ideas clearly Ensures customer service satisfaction and responds timely to inquiries using effective oral and written skills Problem Solving/Judgment Exercises an appropriate sense of urgency Anticipates or recognizes the existence of a problem Effectively communicates critical information to supervisor/managers Applies sound judgement effectively to accomplish tasks Effectively utilizes and improves judgement skills to achieve an outcome or complete tasks Draws generalized conclusions based on experience and observations Exercises sound judgment and discretion with confidential information Researches, compiles, assimilates and prepares confidential and sensitive documents Maintains composure in a stressful work environment Planning/Organization Able to multitask and prioritize assignments Manages and maintains both hard and soft copy files Uses schedules, project plans, agendas, and other planning and organizing tools to accomplish tasks and meet all deadlines SPECIAL QUALIFICATIONS Social Services Agency (SSA) candidates will be required to undergo a background clearance check and must successfully clear prior to the start of their employment. All employment offers are contingent upon successful completion of a background check. Areas considered in the background check include conviction history, employment history, professional references and education verification (i.e. degree, license, or official transcripts) if applicable. Foreign degrees require an evaluation of U.S. equivalency by an agency that is a member of the National Association of Credential Services (N.A.C.E.S.) In addition, a Child Abuse Central Index (CACI) background clearance check may be required. CACI is a repository of child abuse investigation reports managed by the Department of Justice (DOJ) that contains information related to substantiated cases of physical abuse, sexual abuse, mental/emotional abuse, and/or severe neglect of a child. RECRUITMENT PROCESS Human Resource Services (HRS) will screen all application materials to identify qualified applicants. After screening, qualified applicants will be referred to the next step and notified of all further procedures applicable to their status in the competition. Online Assessment (Weighted 100%) Applicants who meet minimum qualifications will be invited to participate in one or more job-related assessments. Only the most successful applicants will move forward to the next step in the recruitment process. Eligible List Once the assessment has been completed, HRS will establish an eligible list of candidates. Candidates placed on the eligible list may be referred to a selection interview to be considered for present and future vacancies. Based on the Agency's needs, the selection procedures listed above may be modified. All candidates will be notified of any changes in the recruitment process. ADDITIONAL INFORMATION Please see below for important information regarding COVID-19 related requirements. The COVID-19 pandemic continues to evolve, and laws, regulations, and policies regarding COVID-19 are subject to change. The County of Orange is required to comply with all applicable State or County Public Health Orders, some of which require vaccination or testing as follows: Workers, who provide services in certain Medical or High-Risk Settings, will be required to provide proof of full vaccination from COVID-19 or to wear a mask and undergo weekly COVID-19 testing . Workers, who provide services in certain Health Care Facilities or in a correctional facility or detention center where health care is provided, will be required to provide proof that they are fully vaccinated and boosted . (Workers may be exempt from this requirement based on religious beliefs or a qualifying medical reason; however, if exempted, they will be required to wear a mask and undergo weekly COVID-19 testing.) The position for which you are applying may be required to adhere to any applicable State or County Public Health Orders. You will receive notification of any requirement as it applies to a position. EMAIL NOTIFICATION: Email is the primary form of notification during the recruitment process. Please ensure your correct email address is included in our application and use only one email account. NOTE: User accounts are established for one person only and should not be shared with another person. Multiple applications with multiple users may jeopardize your status in the recruitment process for any positions for which you apply. Candidates will be notified regarding their status as the recruitment proceeds via email through the GovernmentJobs.com site. Please check your email folders, including spam/junk folders, and/or accept emails ending with "governmentjobs.com" and "ocgov.com." If your email address should change, please update your profile at www.governmentjobs.com . FREQUENTLY ASKED QUESTIONS: Click here for additional Frequently Asked Questions. For specific information pertaining to this recruitment, please contact Cindy Silva at (714) 245-6216 or cynthia.silva@ssa.ocgov.com EEO INFORMATION Orange County, as an equal employment opportunity employer, encourages applicants from diverse backgrounds to apply. Non-Management Benefits In addition to the County's standard suite of benefits, such as a variety of health plan options, annual leave and paid holidays--we also offer an excellent array of benefits such as a Health Care Reimbursement Account, 457 Defined Contribution Plan and Annual Education and Professional Reimbursement. Employees are provided a Retirement Plan through the Orange County Employees Retirement System (OCERS). Please go to the following link to find out more about Defined Benefit Pensions and OCERS Plan Types/Benefits. http://www.ocers.org/active-member-information Click here for information about benefits offered to County of Orange employees. Closing Date/Time: Continuous
Apr 26, 2024
Full Time
CAREER DESCRIPTION SECRETARY I This position is scheduled to receive salary range increases on the following dates: Effective June 28, 2024 - 4.25% increase Effective June 27, 2025 - 4.00% increase This recruitment is open to the public for a minimum of five (5) business days and will remain open on a continuous basis until the needs of the County are met. Qualified applicants are encouraged to apply immediately RECRUITMENT / POSITION INFORMATION The current vacancy is within the Social Services Agency. The eligible list established through this recruitment will be used to fill current and future Secretary I positions within the County of Orange until the next recruitment. This recruitment may also be used to fill positions in similar and/or lower classifications. COUNTY OF ORANGE: Orange County embraces vibrant, historic, and diverse neighborhoods, and welcomes millions of visitors per year, truly making it where the world comes to live, work, and play. Click here to learn more about the County of Orange. SOCIAL SERVICES AGENCY Administering a number of human services programs, the County of Orange Social Services Agency (SSA) is composed of four business divisions: Assistance Programs; Children and Family Services; Family Self-Sufficiency & Adult Services; and Administrative Services; and over 4,300 dedicated employees, providing human services to an average of one in four Orange County residents. Our mission is to deliver quality services that are accessible and responsive to the community, encourage personal responsibility, strengthen individuals, preserve families, and protect vulnerable adults and children. Click here to learn more about the Social Services Agency. THE OPPORTUNITY The Secretary I will provide secretarial support and office services to the executive managers and/or administrative managers. The Secretary I will also assist supervisors by assuming a variety of administrative tasks and non-routine work. The job duties include but are not limited to the following: Screens and answers telephone calls and correspondences Transmits messages, orders and requests, both written and verbal; and maintains office controls on the progress of assignments and projects Relieves supervisor of routine personnel, budget or other operating details, such as scheduling, timekeeping and approving material and purchase requisition Schedules appointments and arranges conferences and meetings for the supervisor, prepares agenda and adjusts necessary in scheduled meeting times, completes arrangements for scheduled meetings, and makes travel arrangements Attends meetings or conferences, takes and/or summarizes notes into minutes and distributes Sets up and maintains files for records and correspondence, maintains manuals, and updates resource materials Exercises good judgment and discretion in handling confidential information Performs other work as assigned MINIMUM QUALIFICATIONS Click here to learn more about the minimum qualifications, including Physical Mental, Environmental and Working Conidiations for Secretary I. DESIRABLE QUALIFICATIONS AND CORE COMPETENCIES The ideal candidate will have at least two (2) years of experience performing clerical work and administrative support to the various levels of organizational management. In addition, will also possess the following core competencies: Technical Expertise/Computer Savvy Operates multiple telephone lines, computers and applicable peripheral equipment Uses Microsoft Outlook, Microsoft Word, Microsoft PowerPoint and Microsoft Excel and other software applications proficiently Conducts computer-based research utilizing various programs including the Internet Prepares agendas and minutes for departmental meetings Maintains electronic systems and generates reports Communication/Interpersonal Skills Maintains confidentiality, provides excellent customer services, and communicates effectively both orally and in writing Interacts with departmental staff, other County employees, and outside agencies/constituents with professionalism, tact and diplomacy Effectively conveys and clarifies information utilizing business grammar and punctuation Effectively follows written and oral instruction and able to give instructions to others Concisely composes written documents to convey thoughts and ideas clearly Ensures customer service satisfaction and responds timely to inquiries using effective oral and written skills Problem Solving/Judgment Exercises an appropriate sense of urgency Anticipates or recognizes the existence of a problem Effectively communicates critical information to supervisor/managers Applies sound judgement effectively to accomplish tasks Effectively utilizes and improves judgement skills to achieve an outcome or complete tasks Draws generalized conclusions based on experience and observations Exercises sound judgment and discretion with confidential information Researches, compiles, assimilates and prepares confidential and sensitive documents Maintains composure in a stressful work environment Planning/Organization Able to multitask and prioritize assignments Manages and maintains both hard and soft copy files Uses schedules, project plans, agendas, and other planning and organizing tools to accomplish tasks and meet all deadlines SPECIAL QUALIFICATIONS Social Services Agency (SSA) candidates will be required to undergo a background clearance check and must successfully clear prior to the start of their employment. All employment offers are contingent upon successful completion of a background check. Areas considered in the background check include conviction history, employment history, professional references and education verification (i.e. degree, license, or official transcripts) if applicable. Foreign degrees require an evaluation of U.S. equivalency by an agency that is a member of the National Association of Credential Services (N.A.C.E.S.) In addition, a Child Abuse Central Index (CACI) background clearance check may be required. CACI is a repository of child abuse investigation reports managed by the Department of Justice (DOJ) that contains information related to substantiated cases of physical abuse, sexual abuse, mental/emotional abuse, and/or severe neglect of a child. RECRUITMENT PROCESS Human Resource Services (HRS) will screen all application materials to identify qualified applicants. After screening, qualified applicants will be referred to the next step and notified of all further procedures applicable to their status in the competition. Online Assessment (Weighted 100%) Applicants who meet minimum qualifications will be invited to participate in one or more job-related assessments. Only the most successful applicants will move forward to the next step in the recruitment process. Eligible List Once the assessment has been completed, HRS will establish an eligible list of candidates. Candidates placed on the eligible list may be referred to a selection interview to be considered for present and future vacancies. Based on the Agency's needs, the selection procedures listed above may be modified. All candidates will be notified of any changes in the recruitment process. ADDITIONAL INFORMATION Please see below for important information regarding COVID-19 related requirements. The COVID-19 pandemic continues to evolve, and laws, regulations, and policies regarding COVID-19 are subject to change. The County of Orange is required to comply with all applicable State or County Public Health Orders, some of which require vaccination or testing as follows: Workers, who provide services in certain Medical or High-Risk Settings, will be required to provide proof of full vaccination from COVID-19 or to wear a mask and undergo weekly COVID-19 testing . Workers, who provide services in certain Health Care Facilities or in a correctional facility or detention center where health care is provided, will be required to provide proof that they are fully vaccinated and boosted . (Workers may be exempt from this requirement based on religious beliefs or a qualifying medical reason; however, if exempted, they will be required to wear a mask and undergo weekly COVID-19 testing.) The position for which you are applying may be required to adhere to any applicable State or County Public Health Orders. You will receive notification of any requirement as it applies to a position. EMAIL NOTIFICATION: Email is the primary form of notification during the recruitment process. Please ensure your correct email address is included in our application and use only one email account. NOTE: User accounts are established for one person only and should not be shared with another person. Multiple applications with multiple users may jeopardize your status in the recruitment process for any positions for which you apply. Candidates will be notified regarding their status as the recruitment proceeds via email through the GovernmentJobs.com site. Please check your email folders, including spam/junk folders, and/or accept emails ending with "governmentjobs.com" and "ocgov.com." If your email address should change, please update your profile at www.governmentjobs.com . FREQUENTLY ASKED QUESTIONS: Click here for additional Frequently Asked Questions. For specific information pertaining to this recruitment, please contact Cindy Silva at (714) 245-6216 or cynthia.silva@ssa.ocgov.com EEO INFORMATION Orange County, as an equal employment opportunity employer, encourages applicants from diverse backgrounds to apply. Non-Management Benefits In addition to the County's standard suite of benefits, such as a variety of health plan options, annual leave and paid holidays--we also offer an excellent array of benefits such as a Health Care Reimbursement Account, 457 Defined Contribution Plan and Annual Education and Professional Reimbursement. Employees are provided a Retirement Plan through the Orange County Employees Retirement System (OCERS). Please go to the following link to find out more about Defined Benefit Pensions and OCERS Plan Types/Benefits. http://www.ocers.org/active-member-information Click here for information about benefits offered to County of Orange employees. Closing Date/Time: Continuous
COACHELLA VALLEY WATER DISTRICT
Palm Desert, California, United States
Job Summary TITLE: Executive Assistant SRN U6: $6,232 - $8,864, Monthly, Exempt Bargaining Unit: Non-Represented, At-Will/Confidential Department: Administration REPORTING RELATIONSHIP: Reports to: Clerk of the Board Supervises the following positions: N/A Promotional opportunity procedures will include the following: Review of minimum qualifications Review of personnel files, including but not limited to: attendance history, disciplinary history, and performance evaluations Testing/Assessments: Oral Interview(s) DEFINITION : Under general direction, performs a variety of complex, highly responsible, sensitive, and confidential office and administrative support functions for the District executive leadership; acts as the first point of contact for the General Manager and Assistant General Manager and provides information to the public and staff requiring considerable knowledge of district services, policies, and procedures; schedules meetings and maintains calendars; and performs related work as required. Essential Functions ESSENTIAL FUNCTIONS : Provides a wide variety of clerical and administrative support to the General Manager, Assistant General Manager, and Clerk of the Board; serves as the primary point of contact for internal and external constituencies on all matters pertaining to the executive office; resolves concerns and complaints in a timely manner and follows up with staff as necessary for detailed information. Maintains and updates executives’ daily calendars including managing incoming and outgoing phone calls, scheduling meetings, and drafting correspondence; reads and analyzes incoming memos, correspondence, and submissions and distributes as needed; ensures executive leadership’s schedule is followed and respected. Maintains and ensures appropriate follow-up of confidential and sensitive information and files regarding management projects, policy, and personnel.Gathers, compiles, and analyzes data for a variety of administrative, fiscal, and policy matters; prepares and presents reports, memos, letters, spreadsheets, and presentations and makes recommendations; maintains related files and databases.Assists in the implementation and follow-up on Board decisions and requests as directed by the Clerk of the Board; serves as a recording secretary to internal agency committees; schedules meetings, prepares agendas, and takes minutes.Ensures materials and reports for signature are accurate and complete; proofreads and checks materials for accuracy, completeness, and compliance with District standards, policies, and procedures. Arranges travel, accommodations, transportation, and meeting planning as necessary for the executive leadership and other district personnel as applicable and submits requests for reimbursement; arranges meeting venues, catering, equipment, and communication equipment as appropriate.Organizes, archives, copies, maintains, and retrieves records, documents, reports, and files.Conducts studies and research projects by selecting, adapting, and applying appropriate analytical, research, and statistical techniques; evaluates alternatives and makes recommendations; prepares comprehensive technical records and reports.Observes and complies with District and mandated safety rules, regulations, and protocols.Performs other duties as assigned. See http://www.cvwd.org/175/Job-Descriptions for full job description. Minimum Qualifications MINIMUM QUALIFICATIONS : Licenses and Certifications : Possession of a valid California Driver’s License, to be maintained throughout employment. Education: Bachelor’s degree or higher is preferred; however, an equivalent combination of applicable training and experience may be substituted for education requirement. Experience : Seven (7) years of increasingly responsible and varied office management, advanced secretarial and supervisory work experience. Three (3) years’ experience assisting an executive or senior-level manager in a governmental agency. Certificates, Licenses, Registration and Other Requirements Knowledge of: District services, organization, rules, policies, and procedures. Techniques of effective public relations. Office administrative and management practices and procedures. Business letter writing and the standard format for reports and correspondence. Principles and techniques of conducting analytical studies, evaluating alternatives, making sound recommendations, and preparing and presenting effective and technical reports. Principles, practices, and procedures related to public agency record keeping including the legal requirements for recording, retention, and disclosure. Travel and event coordination including scheduling, travel arrangements, venue coordination, and associated expense reporting. District and mandated safety rules, regulations, and protocols. Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and District staff. Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed. The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar. Ability to: Maintain confidentiality and discretion in handling and processing confidential information and data. Perform advanced and complex executive administrative support work accurately, including managing multiple executive calendars. Determine the priority of matters of attention for the General Manager, and may redirect matters to staff or handle matters, as appropriate. Effectively plan and conduct assigned administrative, budgeting, fiscal reporting, programmatic, and project activities. Analyze, interpret, summarize, and present administrative and technical information and data in an effective manner. Prepare, review, and present reports and other correspondence and communications in a clear and concise manner. Take direction and work as part of a team in the assigned department as well as with other administrative staff. Perform arithmetic, financial, and statistical computations accurately. Establish and maintain accurate databases, records, and files. Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed. Effectively represent the department and the District in meetings with governmental agencies; community groups; various business, professional, and regulatory organizations; and in meetings with individuals. Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments. Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines. Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks. Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax. Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work. The Coachella Valley Water District provides a comprehensive, balanced, and competitive benefits package ensuring employees have many options to meet their healthcare, wellness and/or retirement savings goals. Providing employees with flexibility and support for all the different stages of life. Employees may pay some portion of their benefit premium costs based on the provisions of their labor-negotiated Memorandums of Understanding (MOU's) and the level of coverage they select. Additional information regarding CVWD employee benefits is available at https://www.cvwd.org/176/Benefits . Closing Date/Time: 5/10/2024 11:59 PM Pacific
Apr 27, 2024
Full Time
Job Summary TITLE: Executive Assistant SRN U6: $6,232 - $8,864, Monthly, Exempt Bargaining Unit: Non-Represented, At-Will/Confidential Department: Administration REPORTING RELATIONSHIP: Reports to: Clerk of the Board Supervises the following positions: N/A Promotional opportunity procedures will include the following: Review of minimum qualifications Review of personnel files, including but not limited to: attendance history, disciplinary history, and performance evaluations Testing/Assessments: Oral Interview(s) DEFINITION : Under general direction, performs a variety of complex, highly responsible, sensitive, and confidential office and administrative support functions for the District executive leadership; acts as the first point of contact for the General Manager and Assistant General Manager and provides information to the public and staff requiring considerable knowledge of district services, policies, and procedures; schedules meetings and maintains calendars; and performs related work as required. Essential Functions ESSENTIAL FUNCTIONS : Provides a wide variety of clerical and administrative support to the General Manager, Assistant General Manager, and Clerk of the Board; serves as the primary point of contact for internal and external constituencies on all matters pertaining to the executive office; resolves concerns and complaints in a timely manner and follows up with staff as necessary for detailed information. Maintains and updates executives’ daily calendars including managing incoming and outgoing phone calls, scheduling meetings, and drafting correspondence; reads and analyzes incoming memos, correspondence, and submissions and distributes as needed; ensures executive leadership’s schedule is followed and respected. Maintains and ensures appropriate follow-up of confidential and sensitive information and files regarding management projects, policy, and personnel.Gathers, compiles, and analyzes data for a variety of administrative, fiscal, and policy matters; prepares and presents reports, memos, letters, spreadsheets, and presentations and makes recommendations; maintains related files and databases.Assists in the implementation and follow-up on Board decisions and requests as directed by the Clerk of the Board; serves as a recording secretary to internal agency committees; schedules meetings, prepares agendas, and takes minutes.Ensures materials and reports for signature are accurate and complete; proofreads and checks materials for accuracy, completeness, and compliance with District standards, policies, and procedures. Arranges travel, accommodations, transportation, and meeting planning as necessary for the executive leadership and other district personnel as applicable and submits requests for reimbursement; arranges meeting venues, catering, equipment, and communication equipment as appropriate.Organizes, archives, copies, maintains, and retrieves records, documents, reports, and files.Conducts studies and research projects by selecting, adapting, and applying appropriate analytical, research, and statistical techniques; evaluates alternatives and makes recommendations; prepares comprehensive technical records and reports.Observes and complies with District and mandated safety rules, regulations, and protocols.Performs other duties as assigned. See http://www.cvwd.org/175/Job-Descriptions for full job description. Minimum Qualifications MINIMUM QUALIFICATIONS : Licenses and Certifications : Possession of a valid California Driver’s License, to be maintained throughout employment. Education: Bachelor’s degree or higher is preferred; however, an equivalent combination of applicable training and experience may be substituted for education requirement. Experience : Seven (7) years of increasingly responsible and varied office management, advanced secretarial and supervisory work experience. Three (3) years’ experience assisting an executive or senior-level manager in a governmental agency. Certificates, Licenses, Registration and Other Requirements Knowledge of: District services, organization, rules, policies, and procedures. Techniques of effective public relations. Office administrative and management practices and procedures. Business letter writing and the standard format for reports and correspondence. Principles and techniques of conducting analytical studies, evaluating alternatives, making sound recommendations, and preparing and presenting effective and technical reports. Principles, practices, and procedures related to public agency record keeping including the legal requirements for recording, retention, and disclosure. Travel and event coordination including scheduling, travel arrangements, venue coordination, and associated expense reporting. District and mandated safety rules, regulations, and protocols. Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and District staff. Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed. The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar. Ability to: Maintain confidentiality and discretion in handling and processing confidential information and data. Perform advanced and complex executive administrative support work accurately, including managing multiple executive calendars. Determine the priority of matters of attention for the General Manager, and may redirect matters to staff or handle matters, as appropriate. Effectively plan and conduct assigned administrative, budgeting, fiscal reporting, programmatic, and project activities. Analyze, interpret, summarize, and present administrative and technical information and data in an effective manner. Prepare, review, and present reports and other correspondence and communications in a clear and concise manner. Take direction and work as part of a team in the assigned department as well as with other administrative staff. Perform arithmetic, financial, and statistical computations accurately. Establish and maintain accurate databases, records, and files. Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed. Effectively represent the department and the District in meetings with governmental agencies; community groups; various business, professional, and regulatory organizations; and in meetings with individuals. Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments. Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines. Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks. Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax. Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work. The Coachella Valley Water District provides a comprehensive, balanced, and competitive benefits package ensuring employees have many options to meet their healthcare, wellness and/or retirement savings goals. Providing employees with flexibility and support for all the different stages of life. Employees may pay some portion of their benefit premium costs based on the provisions of their labor-negotiated Memorandums of Understanding (MOU's) and the level of coverage they select. Additional information regarding CVWD employee benefits is available at https://www.cvwd.org/176/Benefits . Closing Date/Time: 5/10/2024 11:59 PM Pacific
California State University (CSU) Northridge
18111 Nordhoff Street, Northridge, CA 91330, USA
EXECUTIVE DIRECTOR Associated Students, California State University, Northridge, Inc. About Associated Students, California State University, Northridge, Inc. (AS): AS is the primary advocate for students at California State University, Northridge. AS provides excellent, meaningful programs and services designed to enhance and create a spirited learning-focused campus environment. AS is also the official seat of student governance for the campus. The Student Government division represents the student body, advocates its needs and defends its interests in dealings with faculty, staff, campus administrators, alumni, community, and government officials. AS is committed to providing the students of California State University, Northridge with high-quality, responsive and efficient services in pursuit of the AS mission. As an organization, AS believes its people, including student leaders and employees, are its most valuable resources and they prove why every day. The Associated Students is incorporated by the State of California as a public non-profit corporation per Section 501(c)(3) of the Internal Revenue Code. Organizationally, the Associated Students, Inc. (AS, Inc.) reports within and is a part of the Division of Student Affairs. About California State University, Northridge (CSUN): One of the largest universities in the country, California State University, Northridge (CSUN) is an urban, comprehensive university that delivers award winning undergraduate and graduate programs to nearly 40,000 students annually, and counts nearly 400,000 alumni who fuel the region's economy. Since its founding in 1958, CSUN has made a significant and long-term economic impact on California, generating nearly $1.9 billion in economic impact and more than 12,000 jobs each year. CSUN is a designated Minority-Serving and Hispanic-Serving Institution, nationally recognized for success in serving a diverse student body. The Association of Public and Land-grant Universities named CSUN an Innovation and Economic Prosperity University, the Wall Street Journal ranked CSUN third in third in the nation for the university's diverse learning environment, and CSUN is the seventh-ranked school and CollegeNet's 2021 Social Mobility Index. The Position of Executive Director: The Executive Director of Associated Students (AS) of California State University, Northridge, is the senior executive professional position for the organization. The Executive Director serves as the Secretary-Treasurer of the AS, Inc., and reports to the AS through the AS President with a dotted line reporting relationship to the university through the Vice President for Student Affairs. The position is responsible for providing comprehensive strategic vision and a wide range of duties in support of the administration of the corporate, programmatic, developmental, service, human resource, financial, and governmental affairs of AS for the benefit of the students and the University community of California State University, Northridge (CSUN). The position will also assure that the vision of AS is closely aligned with the CSUN strategic vision and core equity values of justice, equity, diversity and inclusion. In the area of student development, the Executive Director promotes continuity and excellence in student leadership and organizational success; designs and maintains processes and programs whereby organizational history; task and role definition; organizational, leadership and personal skills and knowledge bases, and student development are provided for student officers, other student volunteers and student employees. Informs and educates AS Officers and other student leadership groups of federal, state, local, CSU, and campus policies, regulations, policies, and procedures that govern AS matters. Through retreats, conferences, seminars, group advisement, and one-on-one exchange, provide learning opportunities for student staff and for student leadership. Provide information and perspective to student leadership concerning proposed and alternative policies; goals and operations; programs and services; fiscal matters, and other items or actions under consideration. Serve simultaneously as employee of and coach/mentor/teacher to corporate board members, officers and directors. The Executive Director provides vision, management strategy and leadership over the human resources of AS while executing the decisions of the Personnel Board related to the employee life cycle, employment policies and practices. Responsibilities include direct supervision of various AS employees, including the Executive Assistant, Controller, Human Resources Manager, IT Manager, Risk & Facilities Manager, Assistant Director of Programs & Communications and Director of Student Engagement & Services who, in turn, supervises four program departments with approximately 50 full time staff and 200 part time student and staff employees. The Executive Director directs the leadership of the Accounting Services office in executing the budgeting, reporting, accounts payable, accounts receivable, payroll, asset management, general ledger, cash management, investment, taxation, accounting and audit functions associated with that department, in accordance with generally accepted accounting principles. The position also has overall responsibility for the fiscal operations and integrity of AS. The Executive Director oversees all AS facilities and tangible assets including assisting student and staff leadership in examination of need for future modification of existing facilities or creation of new facilities. In addition, the position oversees the use of leased spaces that house AS programs and services; the adoption and use of multiple software systems; and the organizations secure use of technology. The Executive Director has overall responsibility for interpreting and ensuring adherence to federal state and local laws and regulations and California State University and campus policies. This includes adherence to federal and state grant regulations; Corporation Code; California Education Code and Title 5 of the California Code of Regulations; Romero Open Meeting Act; federal and California corporate law; federal and California labor law; equal protection legislation; constitutional law, labor law, and generally accepted accounting principles. The Executive Director oversees processes to establish organization-wide and unit-specific long-term strategic planning for and assessment of goal and outcomes for all programs and services. Develops and assesses student learning goals and outcomes. In addition, the position oversees the design, implementation and maintenance of a process whereby student needs are matched with resources to provide consistent direction for the organization, given constantly changing student leadership. The Executive Director serves as a member of Student Affairs Management Council, Student Affairs Leadership Team, Student Life leadership team and works closely with the Office of the Vice President of Student Affairs and other CSUN cabinet offices to foster AS contributions to the mission of the campus. In addition, the Executive Director executes other tasks and responsibilities as outlined in the position description. Qualifications: Required: Master’s degree from an accredited institution in higher education, business or public administration or any of the disciplines related to program and service offerings of CSUN Associated Students. Those areas include event planning; recreation sports; early childhood education; campus ticketing; sustainability and recycling; information technology; accounting, risk management; marketing and human resources. Seven years of full-time progressively responsible leadership experience in a higher education or not-for-profit environment. Preferred: 10 or more years of full-time progressively responsible leadership experience in a higher education or not-for-profit environment. Professional experience within a university based auxiliary organization is strongly preferred. The successful candidate will have: Demonstrated leadership in shaping strategic vision and planning processes with a collegial, responsive, and creative approach. Demonstrated commitment to diversity, equity, inclusion and access. Demonstrated ability to work in a diverse higher education environment. Highly developed ability to develop successful partnerships with campus, system-wide and community-based stakeholders. Demonstrated leadership acumen, including effective communications across boundaries. Demonstrated ability to lead high functioning teams. Strong analytical skills. Highly developed skills in budgeting and financial forecasting. Highly developed strategic planning skill set. Exceptional communication, interpersonal and supervisory skills. Salary/Benefits: The salary range for the position is $146,328.00 - $219,502.40 annually. The hiring range for the position is $146,328.00 - $197,550.08 annually. AS offers an excellent fringe benefits program. General Information: The successful candidate accepting this position is required to pass a pre-employment screening that may include one or more of the following: background screening, LiveScan fingerprinting and employment reference check. Preferred Date of Appointment: As soon as possible. How to Apply: Candidates should apply by completing the CSUN online application at www.csun.edu/careers and must attach a cover letter that addresses the qualifications above and a current resume, including the names of three professional references. Review of applications will begin on February 1, 2024 and continues until the position is filled. Equal Employment Opportunity: AS is an Equal Employment Opportunity employer. Equal Employment Opportunity has been, and will continue to be, a fundamental principle at AS, where employment is based upon personal capabilities and qualifications without discrimination because of race, color, religion, sex, gender, age, national origin, ancestry, pregnancy, physical or mental disability, medical condition, sexual orientation, marital status, veteran status, military status, political affiliation, or other category protected by federal, state and local law. Advertised: Dec 28 2023 Pacific Standard Time Applications close: Closing Date/Time:
Mar 07, 2024
EXECUTIVE DIRECTOR Associated Students, California State University, Northridge, Inc. About Associated Students, California State University, Northridge, Inc. (AS): AS is the primary advocate for students at California State University, Northridge. AS provides excellent, meaningful programs and services designed to enhance and create a spirited learning-focused campus environment. AS is also the official seat of student governance for the campus. The Student Government division represents the student body, advocates its needs and defends its interests in dealings with faculty, staff, campus administrators, alumni, community, and government officials. AS is committed to providing the students of California State University, Northridge with high-quality, responsive and efficient services in pursuit of the AS mission. As an organization, AS believes its people, including student leaders and employees, are its most valuable resources and they prove why every day. The Associated Students is incorporated by the State of California as a public non-profit corporation per Section 501(c)(3) of the Internal Revenue Code. Organizationally, the Associated Students, Inc. (AS, Inc.) reports within and is a part of the Division of Student Affairs. About California State University, Northridge (CSUN): One of the largest universities in the country, California State University, Northridge (CSUN) is an urban, comprehensive university that delivers award winning undergraduate and graduate programs to nearly 40,000 students annually, and counts nearly 400,000 alumni who fuel the region's economy. Since its founding in 1958, CSUN has made a significant and long-term economic impact on California, generating nearly $1.9 billion in economic impact and more than 12,000 jobs each year. CSUN is a designated Minority-Serving and Hispanic-Serving Institution, nationally recognized for success in serving a diverse student body. The Association of Public and Land-grant Universities named CSUN an Innovation and Economic Prosperity University, the Wall Street Journal ranked CSUN third in third in the nation for the university's diverse learning environment, and CSUN is the seventh-ranked school and CollegeNet's 2021 Social Mobility Index. The Position of Executive Director: The Executive Director of Associated Students (AS) of California State University, Northridge, is the senior executive professional position for the organization. The Executive Director serves as the Secretary-Treasurer of the AS, Inc., and reports to the AS through the AS President with a dotted line reporting relationship to the university through the Vice President for Student Affairs. The position is responsible for providing comprehensive strategic vision and a wide range of duties in support of the administration of the corporate, programmatic, developmental, service, human resource, financial, and governmental affairs of AS for the benefit of the students and the University community of California State University, Northridge (CSUN). The position will also assure that the vision of AS is closely aligned with the CSUN strategic vision and core equity values of justice, equity, diversity and inclusion. In the area of student development, the Executive Director promotes continuity and excellence in student leadership and organizational success; designs and maintains processes and programs whereby organizational history; task and role definition; organizational, leadership and personal skills and knowledge bases, and student development are provided for student officers, other student volunteers and student employees. Informs and educates AS Officers and other student leadership groups of federal, state, local, CSU, and campus policies, regulations, policies, and procedures that govern AS matters. Through retreats, conferences, seminars, group advisement, and one-on-one exchange, provide learning opportunities for student staff and for student leadership. Provide information and perspective to student leadership concerning proposed and alternative policies; goals and operations; programs and services; fiscal matters, and other items or actions under consideration. Serve simultaneously as employee of and coach/mentor/teacher to corporate board members, officers and directors. The Executive Director provides vision, management strategy and leadership over the human resources of AS while executing the decisions of the Personnel Board related to the employee life cycle, employment policies and practices. Responsibilities include direct supervision of various AS employees, including the Executive Assistant, Controller, Human Resources Manager, IT Manager, Risk & Facilities Manager, Assistant Director of Programs & Communications and Director of Student Engagement & Services who, in turn, supervises four program departments with approximately 50 full time staff and 200 part time student and staff employees. The Executive Director directs the leadership of the Accounting Services office in executing the budgeting, reporting, accounts payable, accounts receivable, payroll, asset management, general ledger, cash management, investment, taxation, accounting and audit functions associated with that department, in accordance with generally accepted accounting principles. The position also has overall responsibility for the fiscal operations and integrity of AS. The Executive Director oversees all AS facilities and tangible assets including assisting student and staff leadership in examination of need for future modification of existing facilities or creation of new facilities. In addition, the position oversees the use of leased spaces that house AS programs and services; the adoption and use of multiple software systems; and the organizations secure use of technology. The Executive Director has overall responsibility for interpreting and ensuring adherence to federal state and local laws and regulations and California State University and campus policies. This includes adherence to federal and state grant regulations; Corporation Code; California Education Code and Title 5 of the California Code of Regulations; Romero Open Meeting Act; federal and California corporate law; federal and California labor law; equal protection legislation; constitutional law, labor law, and generally accepted accounting principles. The Executive Director oversees processes to establish organization-wide and unit-specific long-term strategic planning for and assessment of goal and outcomes for all programs and services. Develops and assesses student learning goals and outcomes. In addition, the position oversees the design, implementation and maintenance of a process whereby student needs are matched with resources to provide consistent direction for the organization, given constantly changing student leadership. The Executive Director serves as a member of Student Affairs Management Council, Student Affairs Leadership Team, Student Life leadership team and works closely with the Office of the Vice President of Student Affairs and other CSUN cabinet offices to foster AS contributions to the mission of the campus. In addition, the Executive Director executes other tasks and responsibilities as outlined in the position description. Qualifications: Required: Master’s degree from an accredited institution in higher education, business or public administration or any of the disciplines related to program and service offerings of CSUN Associated Students. Those areas include event planning; recreation sports; early childhood education; campus ticketing; sustainability and recycling; information technology; accounting, risk management; marketing and human resources. Seven years of full-time progressively responsible leadership experience in a higher education or not-for-profit environment. Preferred: 10 or more years of full-time progressively responsible leadership experience in a higher education or not-for-profit environment. Professional experience within a university based auxiliary organization is strongly preferred. The successful candidate will have: Demonstrated leadership in shaping strategic vision and planning processes with a collegial, responsive, and creative approach. Demonstrated commitment to diversity, equity, inclusion and access. Demonstrated ability to work in a diverse higher education environment. Highly developed ability to develop successful partnerships with campus, system-wide and community-based stakeholders. Demonstrated leadership acumen, including effective communications across boundaries. Demonstrated ability to lead high functioning teams. Strong analytical skills. Highly developed skills in budgeting and financial forecasting. Highly developed strategic planning skill set. Exceptional communication, interpersonal and supervisory skills. Salary/Benefits: The salary range for the position is $146,328.00 - $219,502.40 annually. The hiring range for the position is $146,328.00 - $197,550.08 annually. AS offers an excellent fringe benefits program. General Information: The successful candidate accepting this position is required to pass a pre-employment screening that may include one or more of the following: background screening, LiveScan fingerprinting and employment reference check. Preferred Date of Appointment: As soon as possible. How to Apply: Candidates should apply by completing the CSUN online application at www.csun.edu/careers and must attach a cover letter that addresses the qualifications above and a current resume, including the names of three professional references. Review of applications will begin on February 1, 2024 and continues until the position is filled. Equal Employment Opportunity: AS is an Equal Employment Opportunity employer. Equal Employment Opportunity has been, and will continue to be, a fundamental principle at AS, where employment is based upon personal capabilities and qualifications without discrimination because of race, color, religion, sex, gender, age, national origin, ancestry, pregnancy, physical or mental disability, medical condition, sexual orientation, marital status, veteran status, military status, political affiliation, or other category protected by federal, state and local law. Advertised: Dec 28 2023 Pacific Standard Time Applications close: Closing Date/Time:
SAN BERNARDINO COUNTY, CA
San Bernardino, California, United States
The Job Filing Deadline: Applications will be accepted until filled Applications Reviewed Daily ~ Competitive Annual Salary Range Depending on Qualifications: $69,534 - $98,529~ ~Anticipated 3% across the board salary increases effective February 2024/25* ~ ~ Excellent benefits and bi-annual step increases of 2.5% up to Step 16 ~ ~ Select our Modified Benefits Package and Boost your base salary by 4% up to $102,470 ~ The County Administrative Office (CAO) is recruiting for a Senior Executive Administrative Assistant* to perform a variety of highly responsible duties in support of department operations. Positions assigned to the CAO's office will work in a fast-paced, confidential environment, which requires multi-tasking, attention to detail, and excellent, executive-level customer service skills. Responsibilities Include: Compose written correspondence and maintain electronic and paper files. Facilitate day-to-day office activities including sorting mail, answering phones, making copies, coordinating appointment needs, and maintaining staff calendars. Support management with special projects, including gathering data, coordinating project logistics, and monitoring project timelines. Maintain confidentiality of controversial, privileged and sensitive information to ensure customer confidence and operational integrity. Create presentations and documents using desktop publishing software and digital graphics. Welcome guests, customers, and officials by greeting them, in person or on the telephone; answering or directing inquiries while providing exemplary customer service. Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies. This excellent opportunity for career growth, also offers a lucrative compensation and benefits package that includes bi-annual step increases of 2.5% up to max step (a dvanced step placement upon hire is subject to qualifications) , and the benefits listed below: As an alternative to the traditional benefits package, you may also be eligible to elect the Modified Benefit Option (MBO) that provides an increased base rate of pay (4% above the base rate of pay) with modified benefits. For more detailed information on the MBO for Exempt Group, refer to the MBO - Exempt (Non-Elected) BbBOU - Benefits Summary Guide . Click the links below for additional details: Exempt Employee Compensation Ordinance Summary of Traditional Benefits Summary of Modified Benefits Option *Salary increases contingent upon Property Related Revenue and/or statewide Realignment Sales Tax Collections performance Remain current with employment opportunities by signing up for "New Job Notifications" at our career website: www.sbcounty.gov/jobs . CONDITIONS OF EMPLOYMENT Pre-Employment Process: Applicants must pass a background investigation, which includes fingerprinting and physical exam, prior to appointment. Work Environment: Incumbents must operate with a high level of confidentiality and discretion when performing job duties. Job Status: Incumbents serve at the pleasure of the appointing authority in an "at will" unclassified status and do not attain status as regular County employees . Sponsorship: Please note San Bernardino County is not able to consider candidates who will require visa sponsorship at the time of application or in the future. Minimum Requirements To be considered for this excellent opportunity, applicants must meet the following minimum experience AND the typing requirement: EXPERIENCE Two and one-half (2-1/2) years of full-time equivalent administrative secretarial experience in support of a specified executive-level professional or administrative position(s) operating in a work environment that requires a high level of confidentiality and discretion . Duties must include : collecting and analyzing information/data, drafting reports based upon data analysis, special project management/support, composing and routing confidential correspondence, maintaining confidential files, records, and calendars for executives; and providing attentive and responsive customer service to internal and external stakeholders. TYPING SPEED Must possess a minimum corrected typing/keyboarding speed of 40 WPM. IMPORTANT NOTE: General clerical experience (e.g., Office Assistant II, III, IV, Office Specialist) is not considered qualifying. Qualifying experience must be equivalent to the San Bernardino County Secretary II classification, and above, providing support to a specified executive-level professional or administrative position(s) (e.g., Board Office, County Administrative Office, Chief Executive Officer, Agency Director, Department Head, Division Chief). Desired Qualifications The ideal candidate will have: Excellent interpersonal skills with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy Excellent verbal and written communication skills Excellent organizational skills and attention to detail Proficiency with Microsoft Office Suite or related software, advanced level in Outlook Ability to manage/support multiple executive level staff calendars Ability to identify solutions to coordinate multiple stakeholders for meetings Ability to screen calls/emails and determine potential issues that need proactive response Selection Process There will be a competitive evaluation of qualifications based on a review of the Application and Supplemental Questionnaire. It is to your advantage to be explicit in your responses on the Application and Supplemental Questionnaire. Application Procedure : Please complete and submit the online employment application and supplemental questionnaire. Be sure to clearly describe, in the work experience section of the application, your experience in meeting and exceeding the desired qualifications as stated above. Resumes will not be accepted in lieu of completing the application and/or the supplemental questionnaire. Application Review: Applications received by 5:00 PM on Friday, February 2, 2024, will be included in the first review/processing of applications; subsequent reviews may be conducted as needed to meet business needs. Apply ASAP, as recruitment may close at anytime once a sufficient number of qualified applications are received. To ensure timely and successful submission of your online application, please allow ample time to complete and submit your application before the posted filing deadline. Applicants will be automatically logged-out if they have not submitted the application and all required materials prior to the posted deadline. Once your application has been successfully submitted you will receive an onscreen confirmation and an email. We recommend that you save and/or print these for your records. Please note, if you do not receive an onscreen confirmation and an email acknowledging our receipt of your application we have not received your application. If you require technical assistance , please click HERE to review the Government Jobs online application guide , or contact their Toll-Free Applicant Support line at (855) 524-5627. Please note that Human Resources is not responsible for any issues or delays caused by the internet connection, computer or browser used to submit the application. All communications regarding the remainder of the selection process will be via email . Please be sure the email provided on this application is always current; it is your responsibility to update your personal information. Update your Spam, Junk, Bulk and Firewall settings as needed to ensure that you receive all information pertaining to this recruitment. EEO/ADA: San Bernardino County is an Equal Employment Opportunity (EEO) and Americans with Disabilities Act (ADA) compliant employer, committed to providing equal employment opportunity to all employees and applicants. ADA Accommodation: If you have a disability and require accommodations in the testing process, submit the Special Testing Accommodations Request Form within one week of a recruitment filing deadline. Veterans’ Preference: Eligible veterans and their spouse or widow(er) who are not current County employees may be awarded additional Veterans’ Preference points. Click here for information and instructions to request Veteran's Preference points. Please click HERE for important Applicant Information and the County Employment Process . Exempt Unit-Group C The County of San Bernardino offers a range of benefit programs for employees and their eligible dependents. These include health, dental, vision, and life insurance, as well as a variety of voluntary benefits. Programs and benefit amounts vary and are based on bargaining unit, family size, hire date, plan selection, and number of hours worked. For a summary of benefits, please click here . Refer to the appropriate MOU, contact the County's Employee Benefits and Services Division at (909) 387-5787 or visit the Benefits website for more detailed information at hr.sbcounty.gov/employee-benefits/ . Closing Date/Time: Continuous
May 03, 2024
Full Time
The Job Filing Deadline: Applications will be accepted until filled Applications Reviewed Daily ~ Competitive Annual Salary Range Depending on Qualifications: $69,534 - $98,529~ ~Anticipated 3% across the board salary increases effective February 2024/25* ~ ~ Excellent benefits and bi-annual step increases of 2.5% up to Step 16 ~ ~ Select our Modified Benefits Package and Boost your base salary by 4% up to $102,470 ~ The County Administrative Office (CAO) is recruiting for a Senior Executive Administrative Assistant* to perform a variety of highly responsible duties in support of department operations. Positions assigned to the CAO's office will work in a fast-paced, confidential environment, which requires multi-tasking, attention to detail, and excellent, executive-level customer service skills. Responsibilities Include: Compose written correspondence and maintain electronic and paper files. Facilitate day-to-day office activities including sorting mail, answering phones, making copies, coordinating appointment needs, and maintaining staff calendars. Support management with special projects, including gathering data, coordinating project logistics, and monitoring project timelines. Maintain confidentiality of controversial, privileged and sensitive information to ensure customer confidence and operational integrity. Create presentations and documents using desktop publishing software and digital graphics. Welcome guests, customers, and officials by greeting them, in person or on the telephone; answering or directing inquiries while providing exemplary customer service. Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies. This excellent opportunity for career growth, also offers a lucrative compensation and benefits package that includes bi-annual step increases of 2.5% up to max step (a dvanced step placement upon hire is subject to qualifications) , and the benefits listed below: As an alternative to the traditional benefits package, you may also be eligible to elect the Modified Benefit Option (MBO) that provides an increased base rate of pay (4% above the base rate of pay) with modified benefits. For more detailed information on the MBO for Exempt Group, refer to the MBO - Exempt (Non-Elected) BbBOU - Benefits Summary Guide . Click the links below for additional details: Exempt Employee Compensation Ordinance Summary of Traditional Benefits Summary of Modified Benefits Option *Salary increases contingent upon Property Related Revenue and/or statewide Realignment Sales Tax Collections performance Remain current with employment opportunities by signing up for "New Job Notifications" at our career website: www.sbcounty.gov/jobs . CONDITIONS OF EMPLOYMENT Pre-Employment Process: Applicants must pass a background investigation, which includes fingerprinting and physical exam, prior to appointment. Work Environment: Incumbents must operate with a high level of confidentiality and discretion when performing job duties. Job Status: Incumbents serve at the pleasure of the appointing authority in an "at will" unclassified status and do not attain status as regular County employees . Sponsorship: Please note San Bernardino County is not able to consider candidates who will require visa sponsorship at the time of application or in the future. Minimum Requirements To be considered for this excellent opportunity, applicants must meet the following minimum experience AND the typing requirement: EXPERIENCE Two and one-half (2-1/2) years of full-time equivalent administrative secretarial experience in support of a specified executive-level professional or administrative position(s) operating in a work environment that requires a high level of confidentiality and discretion . Duties must include : collecting and analyzing information/data, drafting reports based upon data analysis, special project management/support, composing and routing confidential correspondence, maintaining confidential files, records, and calendars for executives; and providing attentive and responsive customer service to internal and external stakeholders. TYPING SPEED Must possess a minimum corrected typing/keyboarding speed of 40 WPM. IMPORTANT NOTE: General clerical experience (e.g., Office Assistant II, III, IV, Office Specialist) is not considered qualifying. Qualifying experience must be equivalent to the San Bernardino County Secretary II classification, and above, providing support to a specified executive-level professional or administrative position(s) (e.g., Board Office, County Administrative Office, Chief Executive Officer, Agency Director, Department Head, Division Chief). Desired Qualifications The ideal candidate will have: Excellent interpersonal skills with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy Excellent verbal and written communication skills Excellent organizational skills and attention to detail Proficiency with Microsoft Office Suite or related software, advanced level in Outlook Ability to manage/support multiple executive level staff calendars Ability to identify solutions to coordinate multiple stakeholders for meetings Ability to screen calls/emails and determine potential issues that need proactive response Selection Process There will be a competitive evaluation of qualifications based on a review of the Application and Supplemental Questionnaire. It is to your advantage to be explicit in your responses on the Application and Supplemental Questionnaire. Application Procedure : Please complete and submit the online employment application and supplemental questionnaire. Be sure to clearly describe, in the work experience section of the application, your experience in meeting and exceeding the desired qualifications as stated above. Resumes will not be accepted in lieu of completing the application and/or the supplemental questionnaire. Application Review: Applications received by 5:00 PM on Friday, February 2, 2024, will be included in the first review/processing of applications; subsequent reviews may be conducted as needed to meet business needs. Apply ASAP, as recruitment may close at anytime once a sufficient number of qualified applications are received. To ensure timely and successful submission of your online application, please allow ample time to complete and submit your application before the posted filing deadline. Applicants will be automatically logged-out if they have not submitted the application and all required materials prior to the posted deadline. Once your application has been successfully submitted you will receive an onscreen confirmation and an email. We recommend that you save and/or print these for your records. Please note, if you do not receive an onscreen confirmation and an email acknowledging our receipt of your application we have not received your application. If you require technical assistance , please click HERE to review the Government Jobs online application guide , or contact their Toll-Free Applicant Support line at (855) 524-5627. Please note that Human Resources is not responsible for any issues or delays caused by the internet connection, computer or browser used to submit the application. All communications regarding the remainder of the selection process will be via email . Please be sure the email provided on this application is always current; it is your responsibility to update your personal information. Update your Spam, Junk, Bulk and Firewall settings as needed to ensure that you receive all information pertaining to this recruitment. EEO/ADA: San Bernardino County is an Equal Employment Opportunity (EEO) and Americans with Disabilities Act (ADA) compliant employer, committed to providing equal employment opportunity to all employees and applicants. ADA Accommodation: If you have a disability and require accommodations in the testing process, submit the Special Testing Accommodations Request Form within one week of a recruitment filing deadline. Veterans’ Preference: Eligible veterans and their spouse or widow(er) who are not current County employees may be awarded additional Veterans’ Preference points. Click here for information and instructions to request Veteran's Preference points. Please click HERE for important Applicant Information and the County Employment Process . Exempt Unit-Group C The County of San Bernardino offers a range of benefit programs for employees and their eligible dependents. These include health, dental, vision, and life insurance, as well as a variety of voluntary benefits. Programs and benefit amounts vary and are based on bargaining unit, family size, hire date, plan selection, and number of hours worked. For a summary of benefits, please click here . Refer to the appropriate MOU, contact the County's Employee Benefits and Services Division at (909) 387-5787 or visit the Benefits website for more detailed information at hr.sbcounty.gov/employee-benefits/ . Closing Date/Time: Continuous
City of Long Beach, CA
City of Long Beach, California, United States
DESCRIPTION T H E C O M M U N I T Y Ideally located on the Pacific Ocean south of Los Angeles, adjacent to Orange County, the City of Long Beach, California (population 470,000) is frequently described as a series of strong, diverse interwoven smaller communities within a large city. Enjoying an ideal Southern California climate, Long Beach is home to an abundance of cultural and recreational options. The Long Beach Convention Center, Aquarium of the Pacific, Queen Mary, and the annual Acura Grand Prix of Long Beach, plus a wide variety of other attractions (two historic ranchos, three marinas, and five golf courses) serve to draw 6.5 million visitors a year. The City is also home to California State University, Long Beach, and Long Beach City College. Cal State Long Beach is the second largest university in the state and was recently ranked the No. 3 best-value public college in the nation. Covering approximately 50 square miles, Long Beach is supported by a wide mix of industries with education, health and social services, manufacturing, retail trade, and professional services comprising the highest representation. Known for its livable and desirable neighborhoods, Long Beach was named by America’s Promise Alliance as one of the 100 Best Communities for Young People two years in a row. While it offers all the amenities of a large metropolis, many say Long Beach offers the added benefit of having maintained a strong sense of community and cohesiveness despite its growth. A superb climate, quality schools, a vibrant downtown, and a wide variety of neighborhoods help make Long Beach one of the most livable communities in the country. C I T Y G O V E R N M E N T Long Beach, a charter city formed in 1897, is governed by nine City Council Members elected by district and a city-wide elected Mayor. Other elected officials include the City Attorney, City Auditor, and City Prosecutor. The elected officials are elected to staggered four-year terms. The City Council appoints the City Manager and City Clerk. The City Manager is responsible for the efficient administration of all City departments, excluding those under the direction of a separately elected official, Board or Commission. Long Beach is one of only three cities in California with its own Health Department and one of the very few municipalities with its own Utilities Department (Water and Gas) and Energy Resources Departments. The City is supported by a FY 2024 total budget of approximately $3.3 billion with a General Fund budget of $719 million. More than 6,000 full and part-time employees support municipal operations with the vast majority being represented by twelve employee associations. To learn more about the City of Long Beach, go to: www.longbeach.gov . T H E D E P A R T M E N T The City of Long Beach is served by an Emergency Communications Center (9-1-1 Center) which functions as a primary PSAP and dispatch center for police, fire and Emergency Medical Services response. The 9-1-1 Center functions within the Department of Disaster Preparedness and Emergency Communications (DPEC) and serves a City population of approximately 470,000, answering nearly 660,000 calls and dispatching more than 295,000 emergency response units. The 9-1-1 Center operates 24/7 on a schedule of 5 shifts. The Department of Disaster Preparedness and Emergency Communications has 91 employees with a budget of approximately $14.4 Million. The Emergency Communications Division has 80 employees and an operating budget of over $11 Million. The Emergency Communications Division is one of three divisions in the Department. This position qualifies for a Recruitment Incentive of $6,000. For more information on the City of Long Beach's Recruitment Incentive Program please click here . EXAMPLES OF DUTIES T H E P O S I T I O N The City of Long Beach is seeking an exceptional candidate to serve as its next Communications Center Officer. The Communications Center Officer leads the 9-1-1 Emergency Communications Division and is an at-will management position reporting directly to the Director of Disaster Preparedness & Emergency Communications. This position oversees the daily operations of the Emergency Communications Center to ensure that timely, effective, and efficient services are provided to the City's residents and Fire, Police, and Emergency Medical personnel. The position directly supervises the Administrative Coordinator, Operations Coordinator, and Systems Coordinator, indirectly supervises 76 Public Safety Dispatchers, and interacts with the Department's entire management team. Specific duties include: Ensure that call-taking time standards and protocols are met. Maintain an effective new employee and continuing education training program. Develop effective operational and administrative policies and procedures, with a focus on incentivized recruitment and retention of the City’s 9-1-1 Public Safety Dispatchers. Resolve citizen complaints in a timely, and effective manner. Prepare the 9-1-1 Center for the implementation of Next Generation 9-1-1 technology. Provide oversight for the cross-training of Fire and Police 9-1-1 dispatchers. Maintain a positive and effective relationship with regulatory agencies, Police and Fire Command Staff, and labor representatives. Manage confidential information and participate in discussions and agreements with the union. Implement strategies from the recently completed staffing and operations study. Ensure the operational readiness of 9-1-1 Center equipment and technology. Oversee the recruitment and training of new employees. T H E I D E A L C A N D I D A T E The ideal candidate will possess operational and administrative experience in a medium to large municipal emergency communications center; knowledge of applicable local, state, and federal laws, and rules and regulations as they apply to public safety emergency communications operations; knowledge of the technical systems required for day-to-day operations; and, knowledge of human resource policies, labor contract provisions and safety policies. In addition to emergency communications operational expertise, the ideal candidate will be a strong manager who leads by example. The ideal candidate will be a detail-oriented, hands-on manager, capable of adhering to multiple deadlines in a fast-paced work environment while maintaining effective working relationships at all levels of the organization. The successful applicant will be expected to pass an extensive background investigation, including a polygraph and psychological exam, and must possess a valid state-issued driver's license by the date of appointment. REQUIREMENTS TO FILE M I N I M U M R E Q U I R E M E N T S The Department of Disaster Preparedness and Emergency Communications invites candidates to apply who meet the following minimum requirements: Education: A bachelor's degree from an accredited four-year college or university in a closely related field. H owever, candidates may substitute experience offering specific and substantial preparation for the duties of the position for the required education on a year-for-year basis. Experience: At least three (3) years of experience in a medium to large municipal emergency communications center, with one (1) year of supervisory experience. Additional Requirements: Recent POST and/or Fire Emergency Medical Dispatch certification. (Proof is required at the time of application submittal) SELECTION PROCEDURE A P P L I C A T I O N P R O C E S S This recruitment deadline was extended to close at 11:59 PM on Saturday , May 4, 2024. To be considered for this opportunity, applicants must submit an online application , including a resume and cover letter that reflect the scope and level of their current/most recent positions and responsibilities, proof of education (degree or transcript), and if applicable a copy of recent POST and/or Fire Emergency Medical Dispatch certification. Candidates must also complete the online supplemental questionnaire. Online applications can be filed at www.longbeach.gov/jobs . Following the close of filing, applications will be reviewed and those candidates determined to be the best qualified will be invited to participate in the selection process, which will include an oral interview by a selection panel. The selected candidate will be required to undergo a thorough background and reference check. Incomplete applications or candidates who clearly do not meet the minimum requirements of the position will not be considered. The City of Long Beach is an Equal Opportunity Employer . We value and encourage diversity in our workforce. The City of Long Beach is committed to creating a workplace where every employee is valued for who they are. Having our workforce reflect the diversity of our community at various levels of the organization is a continuous goal embraced by our departments, management staff, and policymakers. To support efforts of fairness and diversity, City Leadership is committed to incorporating equity and inclusion into our work by supporting staff and community partners. We are committed to promoting transparency by publishing updated demographic information for employees, including workforce diversity data and pay by race and gender. The City of Long Beach will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You are not required to disclose your criminal history or participate in a background check until you receive a conditional job offer. If the City of Long Beach has concerns about a conviction that is directly related to the job after making a conditional job offer and conducting a background check, you will have the opportunity to explain the circumstances surrounding the conviction, provide evidence to mitigate concerns, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting https://calcivilrights.ca.gov/fair-chance-act The City of Long Beach offers its employees opportunities to grow personally and professionally.As a permanent employee, you are eligible to receive fringe benefits that include: Retirement: California Public Employees' Retirement System (PERS) defined benefit retirement plan, which is coordinated with Social Security. The benefit is 2.5% or 2.7% (depending on hire date) @55 for "Classic" members and 2% @62 for new members as defined by PEPRA, subject to the compensation limitations set by PERS. Both the City and the employee contributes toward CalPERS retirement contributions. The city also participates in Social Security. Health and Dental Insurance: The City offers the choice of HMO and PPO plans. The city pays major portion of the premium for employee and dependents depending on the health/ dental plan selected. Life Insurance: City-paid term life insurance policy equal to three (3) times annual salary to a maximum of $500,000. Disability Insurance: City-paid short-term and long-term disability insurance. Management Physical: Annual City-paid physical examination. Vacation: Twelve (12) vacation days after the first year of service; 15 days after four years, six months of service; 20 days after 19 years, six months of service. Executive Leave: Forty (40) hours Executive Leave per year. The City Manager has discretion to grant an additional 40 hours each year. Sick Leave : One day earned per month; unlimited accumulation; conversion upon retirement to cash credit toward health and/or dental insurance premiums, or to pension credits. Holidays: Eleven (11) designated holidays per year, plus four personal holidays to be used at the employee's discretion. Transportation Allowance: Monthly allowance is allocated by classifications below; Department Head $650.00 Deputy Director/Manager/Director (Harbor/Utilities) $550.00 Division Officer/Superintendent/ Chief of Staff / Administrator / Principal DCA $450.00 Assistant to Executive / Executive Assistant / Executive Secretary/ Executive Support Staff $300.00 Deferred Compensation Plan: Optional for employee contribution to a supplementary retirement savings program available through Mission Square Retirement formerly ICMA-RC Retirement Corporation). Classic CalPERS Members: The City will contribute a maximum of up to two percent (2%) of base salary* for all qualified Classic CalPERS members. Public Employees’ Pension Reform Act (PEPRA) CalPERS Members: Effective the second full pay period following City Council adoption, the City contribution will increase from two percent (2%) to three percent (3%) of base salary* for all qualified PEPRA CalPERS members. Flexible Spending Account (FSA): Optional election for employees to reduce taxable income for payment of allowable childcare or medical expenses. Flexible/Hybrid Work Schedule: Available (subject to City Manager approval). Paid Parental Leave: The City provides one hundred and sixty (160) hours of Paid Parental Leave at 100% of salary, for the birth, adoption or foster placement of a child, regardless of the gender, marital status or sexual orientation of the parent. Closing Date/Time: 5/4/2024 11:59 PM Pacific
Apr 05, 2024
Full Time
DESCRIPTION T H E C O M M U N I T Y Ideally located on the Pacific Ocean south of Los Angeles, adjacent to Orange County, the City of Long Beach, California (population 470,000) is frequently described as a series of strong, diverse interwoven smaller communities within a large city. Enjoying an ideal Southern California climate, Long Beach is home to an abundance of cultural and recreational options. The Long Beach Convention Center, Aquarium of the Pacific, Queen Mary, and the annual Acura Grand Prix of Long Beach, plus a wide variety of other attractions (two historic ranchos, three marinas, and five golf courses) serve to draw 6.5 million visitors a year. The City is also home to California State University, Long Beach, and Long Beach City College. Cal State Long Beach is the second largest university in the state and was recently ranked the No. 3 best-value public college in the nation. Covering approximately 50 square miles, Long Beach is supported by a wide mix of industries with education, health and social services, manufacturing, retail trade, and professional services comprising the highest representation. Known for its livable and desirable neighborhoods, Long Beach was named by America’s Promise Alliance as one of the 100 Best Communities for Young People two years in a row. While it offers all the amenities of a large metropolis, many say Long Beach offers the added benefit of having maintained a strong sense of community and cohesiveness despite its growth. A superb climate, quality schools, a vibrant downtown, and a wide variety of neighborhoods help make Long Beach one of the most livable communities in the country. C I T Y G O V E R N M E N T Long Beach, a charter city formed in 1897, is governed by nine City Council Members elected by district and a city-wide elected Mayor. Other elected officials include the City Attorney, City Auditor, and City Prosecutor. The elected officials are elected to staggered four-year terms. The City Council appoints the City Manager and City Clerk. The City Manager is responsible for the efficient administration of all City departments, excluding those under the direction of a separately elected official, Board or Commission. Long Beach is one of only three cities in California with its own Health Department and one of the very few municipalities with its own Utilities Department (Water and Gas) and Energy Resources Departments. The City is supported by a FY 2024 total budget of approximately $3.3 billion with a General Fund budget of $719 million. More than 6,000 full and part-time employees support municipal operations with the vast majority being represented by twelve employee associations. To learn more about the City of Long Beach, go to: www.longbeach.gov . T H E D E P A R T M E N T The City of Long Beach is served by an Emergency Communications Center (9-1-1 Center) which functions as a primary PSAP and dispatch center for police, fire and Emergency Medical Services response. The 9-1-1 Center functions within the Department of Disaster Preparedness and Emergency Communications (DPEC) and serves a City population of approximately 470,000, answering nearly 660,000 calls and dispatching more than 295,000 emergency response units. The 9-1-1 Center operates 24/7 on a schedule of 5 shifts. The Department of Disaster Preparedness and Emergency Communications has 91 employees with a budget of approximately $14.4 Million. The Emergency Communications Division has 80 employees and an operating budget of over $11 Million. The Emergency Communications Division is one of three divisions in the Department. This position qualifies for a Recruitment Incentive of $6,000. For more information on the City of Long Beach's Recruitment Incentive Program please click here . EXAMPLES OF DUTIES T H E P O S I T I O N The City of Long Beach is seeking an exceptional candidate to serve as its next Communications Center Officer. The Communications Center Officer leads the 9-1-1 Emergency Communications Division and is an at-will management position reporting directly to the Director of Disaster Preparedness & Emergency Communications. This position oversees the daily operations of the Emergency Communications Center to ensure that timely, effective, and efficient services are provided to the City's residents and Fire, Police, and Emergency Medical personnel. The position directly supervises the Administrative Coordinator, Operations Coordinator, and Systems Coordinator, indirectly supervises 76 Public Safety Dispatchers, and interacts with the Department's entire management team. Specific duties include: Ensure that call-taking time standards and protocols are met. Maintain an effective new employee and continuing education training program. Develop effective operational and administrative policies and procedures, with a focus on incentivized recruitment and retention of the City’s 9-1-1 Public Safety Dispatchers. Resolve citizen complaints in a timely, and effective manner. Prepare the 9-1-1 Center for the implementation of Next Generation 9-1-1 technology. Provide oversight for the cross-training of Fire and Police 9-1-1 dispatchers. Maintain a positive and effective relationship with regulatory agencies, Police and Fire Command Staff, and labor representatives. Manage confidential information and participate in discussions and agreements with the union. Implement strategies from the recently completed staffing and operations study. Ensure the operational readiness of 9-1-1 Center equipment and technology. Oversee the recruitment and training of new employees. T H E I D E A L C A N D I D A T E The ideal candidate will possess operational and administrative experience in a medium to large municipal emergency communications center; knowledge of applicable local, state, and federal laws, and rules and regulations as they apply to public safety emergency communications operations; knowledge of the technical systems required for day-to-day operations; and, knowledge of human resource policies, labor contract provisions and safety policies. In addition to emergency communications operational expertise, the ideal candidate will be a strong manager who leads by example. The ideal candidate will be a detail-oriented, hands-on manager, capable of adhering to multiple deadlines in a fast-paced work environment while maintaining effective working relationships at all levels of the organization. The successful applicant will be expected to pass an extensive background investigation, including a polygraph and psychological exam, and must possess a valid state-issued driver's license by the date of appointment. REQUIREMENTS TO FILE M I N I M U M R E Q U I R E M E N T S The Department of Disaster Preparedness and Emergency Communications invites candidates to apply who meet the following minimum requirements: Education: A bachelor's degree from an accredited four-year college or university in a closely related field. H owever, candidates may substitute experience offering specific and substantial preparation for the duties of the position for the required education on a year-for-year basis. Experience: At least three (3) years of experience in a medium to large municipal emergency communications center, with one (1) year of supervisory experience. Additional Requirements: Recent POST and/or Fire Emergency Medical Dispatch certification. (Proof is required at the time of application submittal) SELECTION PROCEDURE A P P L I C A T I O N P R O C E S S This recruitment deadline was extended to close at 11:59 PM on Saturday , May 4, 2024. To be considered for this opportunity, applicants must submit an online application , including a resume and cover letter that reflect the scope and level of their current/most recent positions and responsibilities, proof of education (degree or transcript), and if applicable a copy of recent POST and/or Fire Emergency Medical Dispatch certification. Candidates must also complete the online supplemental questionnaire. Online applications can be filed at www.longbeach.gov/jobs . Following the close of filing, applications will be reviewed and those candidates determined to be the best qualified will be invited to participate in the selection process, which will include an oral interview by a selection panel. The selected candidate will be required to undergo a thorough background and reference check. Incomplete applications or candidates who clearly do not meet the minimum requirements of the position will not be considered. The City of Long Beach is an Equal Opportunity Employer . We value and encourage diversity in our workforce. The City of Long Beach is committed to creating a workplace where every employee is valued for who they are. Having our workforce reflect the diversity of our community at various levels of the organization is a continuous goal embraced by our departments, management staff, and policymakers. To support efforts of fairness and diversity, City Leadership is committed to incorporating equity and inclusion into our work by supporting staff and community partners. We are committed to promoting transparency by publishing updated demographic information for employees, including workforce diversity data and pay by race and gender. The City of Long Beach will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You are not required to disclose your criminal history or participate in a background check until you receive a conditional job offer. If the City of Long Beach has concerns about a conviction that is directly related to the job after making a conditional job offer and conducting a background check, you will have the opportunity to explain the circumstances surrounding the conviction, provide evidence to mitigate concerns, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting https://calcivilrights.ca.gov/fair-chance-act The City of Long Beach offers its employees opportunities to grow personally and professionally.As a permanent employee, you are eligible to receive fringe benefits that include: Retirement: California Public Employees' Retirement System (PERS) defined benefit retirement plan, which is coordinated with Social Security. The benefit is 2.5% or 2.7% (depending on hire date) @55 for "Classic" members and 2% @62 for new members as defined by PEPRA, subject to the compensation limitations set by PERS. Both the City and the employee contributes toward CalPERS retirement contributions. The city also participates in Social Security. Health and Dental Insurance: The City offers the choice of HMO and PPO plans. The city pays major portion of the premium for employee and dependents depending on the health/ dental plan selected. Life Insurance: City-paid term life insurance policy equal to three (3) times annual salary to a maximum of $500,000. Disability Insurance: City-paid short-term and long-term disability insurance. Management Physical: Annual City-paid physical examination. Vacation: Twelve (12) vacation days after the first year of service; 15 days after four years, six months of service; 20 days after 19 years, six months of service. Executive Leave: Forty (40) hours Executive Leave per year. The City Manager has discretion to grant an additional 40 hours each year. Sick Leave : One day earned per month; unlimited accumulation; conversion upon retirement to cash credit toward health and/or dental insurance premiums, or to pension credits. Holidays: Eleven (11) designated holidays per year, plus four personal holidays to be used at the employee's discretion. Transportation Allowance: Monthly allowance is allocated by classifications below; Department Head $650.00 Deputy Director/Manager/Director (Harbor/Utilities) $550.00 Division Officer/Superintendent/ Chief of Staff / Administrator / Principal DCA $450.00 Assistant to Executive / Executive Assistant / Executive Secretary/ Executive Support Staff $300.00 Deferred Compensation Plan: Optional for employee contribution to a supplementary retirement savings program available through Mission Square Retirement formerly ICMA-RC Retirement Corporation). Classic CalPERS Members: The City will contribute a maximum of up to two percent (2%) of base salary* for all qualified Classic CalPERS members. Public Employees’ Pension Reform Act (PEPRA) CalPERS Members: Effective the second full pay period following City Council adoption, the City contribution will increase from two percent (2%) to three percent (3%) of base salary* for all qualified PEPRA CalPERS members. Flexible Spending Account (FSA): Optional election for employees to reduce taxable income for payment of allowable childcare or medical expenses. Flexible/Hybrid Work Schedule: Available (subject to City Manager approval). Paid Parental Leave: The City provides one hundred and sixty (160) hours of Paid Parental Leave at 100% of salary, for the birth, adoption or foster placement of a child, regardless of the gender, marital status or sexual orientation of the parent. Closing Date/Time: 5/4/2024 11:59 PM Pacific
City of Long Beach, CA
City of Long Beach, California, United States
DESCRIPTION The City of Long Beach is seeking a highly qualified and experienced Community Information Officer to work in the Department of Public Works. THE COMMUNITY Ideally located on the Pacific Ocean south of Los Angeles, adjacent to Orange County, the City of Long Beach, California (population 470,000) is frequently described as a series of strong, diverse interwoven smaller communities within a large city. Enjoying an ideal Southern California climate, Long Beach is home to an abundance of cultural and recreational options. The Long Beach Convention Center, Aquarium of the Pacific, Queen Mary, and the annual Acura Grand Prix of Long Beach, plus a wide variety of other attractions (two historic ranchos, three marinas, and five golf courses), serve to draw 6.5 million visitors a year. The City is also home to California State University, Long Beach and Long Beach City College. Cal State Long Beach is the second largest university in the state and was recently ranked the No. 3 best-value public college in the nation. Covering approximately 50 square miles, Long Beach is supported by a wide mix of industries with education, health and social services, manufacturing, retail trade, and professional services comprising the highest representation. Known for its livable and desirable neighborhoods, Long Beach was named by America’s Promise Alliance as one of the 100 Best Communities for Young People two years in a row. While it offers all the amenities of a large metropolis, many say Long Beach offers the added benefit of having maintained a strong sense of community and cohesiveness despite its growth. A superb climate, quality schools, a vibrant downtown, and a wide variety of neighborhoods help make Long Beach one of the most livable communities in the country. CITY GOVERNMENT Long Beach, a charter city formed in 1897, is governed by nine City Council Members elected by district and a city-wide elected Mayor. Other elected officials include the City Attorney, City Auditor, and City Prosecutor. The elected officials are elected to staggered four-year terms. The City Council appoints the City Manager and City Clerk. The City Manager is responsible for the efficient administration of all City departments, excluding those under the direction of a separately elected official, Board or Commission. Long Beach is one of only three cities in California with its own Health Department and one of the very few municipalities with its own Utilities Department (Water and Gas) and Energy Resources Departments. The City is supported by a FY 2024 total budget of approximately $3.3 billion, with a General Fund budget of $719 million. More than 6,000 full and part-time employees support municipal operations with the vast majority being represented by twelve employee associations. To learn more about the City of Long Beach, go to: www.longbeach.gov. THE DEPARTMENT The Department of Public Works mission is “to maintain and enhance the City’s infrastructure and environment for the benefit of the public.” The Department strives to operate, preserve, and enhance the City's physical infrastructure and transportation systems. The Department provides a variety of community services including the repair, rehabilitation and general upkeep of City streets, public trees, sidewalks, and City structures . The Department's six bureaus: Business Operations, Engineering, Environmental Services, Project Management, Public Service, and Transportation Project Management total over 580 budgeted positions with an annual operating budget of $250 million and an annual capital improvement program budget of $150 million. Additional information on the Department can be found at www.longbeach.gov/pw. EXAMPLES OF DUTIES TH E POSITION The Community Information Officer is an unclassified, at-will management position that reports to the Business Operations Bureau Manager and is responsible for managing the Communications Division. The Community Information Officer leads a team of five and oversees all facets of public communication and outreach efforts for the Department of Public Works including media content creation, website management, branding consistency and responding to media inquiries. Duties of this position include, but are not limited to: Oversee data management and digital transformation efforts to enhance efficiency, transparency, and communication with the public. Support customer service workgroups to improve response time and overall performance. Inform and educate internal City partners, business owners, and residents about Public Works projects, policies, and services. Strategically plans the communications of the Public Works department to the general public and all internal and external stakeholders, encompassing all forms of media. Coordinate activities of the Communications Division. Oversee content creation for all Department social media channels. Manage the Department's website, including updates on citywide infrastructure projects and resident/business services . Develop and oversee public communications programs and events. Work on the department's Communications Plan and implement public information campaigns. Manage contracts for public outreach services and purchases of community outreach materials and supplies. Serve as the department's spokesperson with the media and community, including during emergency responses. THE IDEAL CANDIDATE The Community Information Officer will be an effective communicator with exceptional written and verbal communication skills, have a demonstrated ability to manage a wide range of projects simultaneously; strong organizational and interpersonal skills, and the ability to manage the interest of multiple stake holders working toward a common goal. This candidate will be a strong manager of people, projects, have the ability to quickly understand technical issues and administrative and political implications, and who will lead by example. This person will be driven, detail oriented, highly productive, and have excellent independent motivation and follow-through. The ideal candidate will demonstrate the following knowledge, skills and abilities: Ability to handle confidential department and employee information with complete discretion; Ability to use a high level of tact, diplomacy, and discretion in dealing with sensitive confidential situations; Ability to assess and organize work and set priorities; Ability to communicate expectations and hold staff accountable; Ability to take initiative and exercise sound independent judgement; Ability to handle frequent interruptions while completing multiple assignments with competing deadlines; Ability to establish and maintain effective working relationships with stakeholders at all levels including City and department management, public officials, employees, and the public; Creative problem-solving skills; Exceptional customer service skills and dedication to continuous improvement; Excellent oral and written communications skills including the ability to serve as a department spokesperson in small or large group settings; Ability to represent the department at community and other stakeholder meetings; Ability to quickly and succinctly respond to inquires. REQUIREMENTS TO FILE MINIMUM REQUIREMENTS: The Department of Public Works invites candidates who meet the following minimum requirements to apply: EDUCATION: Graduation from an accredited college or university with a bachelor’s degree, preferably in Public Relations, Communications, Journalism, Business Administration, Public Administration, or a closely related field (proof required at time of application*). Candidates may substitute experience offering specific and substantial preparation for the duties of the position for the required education on a year-for-year basis. *Required documents, such as transcripts, degrees, certificates, or licenses, must be uploaded to the online application in PDF format at the time of filing. Any documents submitted must contain either the applicant's name or other identifying characteristics on the document. Proof of education for academic degrees should indicate the type of degree and date of degree conferral. Candidates who possess degrees or units from outside the United States must attach proof of educational equivalency at the time of filing. EXPERIENCE: Three (3) years of progressively responsible experience performing duties in the administration of public communication, public outreach, and/or management of social media and internet-based communication for a company, organization, or government agency. One (1) year of the required experience must have been at a supervisory or management level. Possession of a valid Class C Driver License. DESIRABLE QUALIFICATIONS: Experience working with capital improvement projects. Experience with community outreach. Experience in organizations of similar size and complexity. Experience working with graphic information systems (GIS). SELECTION PROCEDURE This recruitment will close at 11:59 PM Pacific Time on Sunday, June 2, 2024 . To be considered, please submit an online application, including a cover letter, resume, and proof of education (if qualifying with a degree) in PDF format. Applications that fail to include all necessary documents will be considered incomplete and will not be taken into consideration. Applications will be reviewed for depth and breadth of experience, and for level and relatedness of education. The most qualified candidates will be invited to participate in further selection procedures. The selected candidate may be required to go through a background check and a physical examination prior to appointment. Applicants who do not meet the minimum requirements, including submission of all required attachments, will not be considered. For questions regarding this recruitment, please contact Veronica Camp at (562) 570-7287. The City of Long Beach is an Equal Opportunity Employe r . We value and encourage diversity in our workforce. The City of Long Beach is committed to creating a workplace where every employee is valued for who they are. Having our workforce reflect the diversity of our community at various levels of the organization is a continuous goal embraced by our departments, management staff, and policymakers. To support efforts of fairness and diversity, City Leadership is committed to incorporating equity and inclusion into our work by supporting staff and community partners. We are committed to promoting transparency by publishing updated demographic information for employees, including workforce diversity data and pay by race and gender. The City of Long Beach will consider qualified applicants with a criminal history pursuant to the California Fair Chance Ac t. You are not required to disclose your criminal history or participate in a background check until you receive a conditional job offer. If the City of Long Beach has concerns about a conviction that is directly related to the job after making a conditional job offer and conducting a background check, you will have the opportunity to explain the circumstances surrounding the conviction, provide evidence to mitigate concerns, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting https://calcivilrights.ca.gov/fair-chance-act The City of Long Beach intends to provide reasonable accommodations in accordance with the Americans with Disabilities Act of 1990. If a special accommodation is desired, or if you would like to request this information in an alternative format, please call 562-570-7287 For technical support with your governmentjobs.com application, please contact (855) 524-5627. The City of Long Beach offers its employees opportunities to grow personally and professionally.As a permanent employee, you are eligible to receive fringe benefits that include: Retirement: California Public Employees' Retirement System (PERS) defined benefit retirement plan, which is coordinated with Social Security. The benefit is 2.5% or 2.7% (depending on hire date) @55 for "Classic" members and 2% @62 for new members as defined by PEPRA, subject to the compensation limitations set by PERS. Both the City and the employee contributes toward CalPERS retirement contributions. The city also participates in Social Security. Health and Dental Insurance: The City offers the choice of HMO and PPO plans. The city pays major portion of the premium for employee and dependents depending on the health/ dental plan selected. Life Insurance: City-paid term life insurance policy equal to three (3) times annual salary to a maximum of $500,000. Disability Insurance: City-paid short-term and long-term disability insurance. Management Physical: Annual City-paid physical examination. Vacation: Twelve (12) vacation days after the first year of service; 15 days after four years, six months of service; 20 days after 19 years, six months of service. Executive Leave: Forty (40) hours Executive Leave per year. The City Manager has discretion to grant an additional 40 hours each year. Sick Leave : One day earned per month; unlimited accumulation; conversion upon retirement to cash credit toward health and/or dental insurance premiums, or to pension credits. Holidays: Eleven (11) designated holidays per year, plus four personal holidays to be used at the employee's discretion. Transportation Allowance: Monthly allowance is allocated by classifications below; Department Head $650.00 Deputy Director/Manager/Director (Harbor/Utilities) $550.00 Division Officer/Superintendent/ Chief of Staff / Administrator / Principal DCA $450.00 Assistant to Executive / Executive Assistant / Executive Secretary/ Executive Support Staff $300.00 Deferred Compensation Plan: Optional for employee contribution to a supplementary retirement savings program available through Mission Square Retirement formerly ICMA-RC Retirement Corporation). Classic CalPERS Members: The City will contribute a maximum of up to two percent (2%) of base salary* for all qualified Classic CalPERS members. Public Employees’ Pension Reform Act (PEPRA) CalPERS Members: Effective the second full pay period following City Council adoption, the City contribution will increase from two percent (2%) to three percent (3%) of base salary* for all qualified PEPRA CalPERS members. Flexible Spending Account (FSA): Optional election for employees to reduce taxable income for payment of allowable childcare or medical expenses. Flexible/Hybrid Work Schedule: Available (subject to City Manager approval). Paid Parental Leave: The City provides one hundred and sixty (160) hours of Paid Parental Leave at 100% of salary, for the birth, adoption or foster placement of a child, regardless of the gender, marital status or sexual orientation of the parent. Closing Date/Time: 6/2/2024 11:59 PM Pacific
May 04, 2024
Full Time
DESCRIPTION The City of Long Beach is seeking a highly qualified and experienced Community Information Officer to work in the Department of Public Works. THE COMMUNITY Ideally located on the Pacific Ocean south of Los Angeles, adjacent to Orange County, the City of Long Beach, California (population 470,000) is frequently described as a series of strong, diverse interwoven smaller communities within a large city. Enjoying an ideal Southern California climate, Long Beach is home to an abundance of cultural and recreational options. The Long Beach Convention Center, Aquarium of the Pacific, Queen Mary, and the annual Acura Grand Prix of Long Beach, plus a wide variety of other attractions (two historic ranchos, three marinas, and five golf courses), serve to draw 6.5 million visitors a year. The City is also home to California State University, Long Beach and Long Beach City College. Cal State Long Beach is the second largest university in the state and was recently ranked the No. 3 best-value public college in the nation. Covering approximately 50 square miles, Long Beach is supported by a wide mix of industries with education, health and social services, manufacturing, retail trade, and professional services comprising the highest representation. Known for its livable and desirable neighborhoods, Long Beach was named by America’s Promise Alliance as one of the 100 Best Communities for Young People two years in a row. While it offers all the amenities of a large metropolis, many say Long Beach offers the added benefit of having maintained a strong sense of community and cohesiveness despite its growth. A superb climate, quality schools, a vibrant downtown, and a wide variety of neighborhoods help make Long Beach one of the most livable communities in the country. CITY GOVERNMENT Long Beach, a charter city formed in 1897, is governed by nine City Council Members elected by district and a city-wide elected Mayor. Other elected officials include the City Attorney, City Auditor, and City Prosecutor. The elected officials are elected to staggered four-year terms. The City Council appoints the City Manager and City Clerk. The City Manager is responsible for the efficient administration of all City departments, excluding those under the direction of a separately elected official, Board or Commission. Long Beach is one of only three cities in California with its own Health Department and one of the very few municipalities with its own Utilities Department (Water and Gas) and Energy Resources Departments. The City is supported by a FY 2024 total budget of approximately $3.3 billion, with a General Fund budget of $719 million. More than 6,000 full and part-time employees support municipal operations with the vast majority being represented by twelve employee associations. To learn more about the City of Long Beach, go to: www.longbeach.gov. THE DEPARTMENT The Department of Public Works mission is “to maintain and enhance the City’s infrastructure and environment for the benefit of the public.” The Department strives to operate, preserve, and enhance the City's physical infrastructure and transportation systems. The Department provides a variety of community services including the repair, rehabilitation and general upkeep of City streets, public trees, sidewalks, and City structures . The Department's six bureaus: Business Operations, Engineering, Environmental Services, Project Management, Public Service, and Transportation Project Management total over 580 budgeted positions with an annual operating budget of $250 million and an annual capital improvement program budget of $150 million. Additional information on the Department can be found at www.longbeach.gov/pw. EXAMPLES OF DUTIES TH E POSITION The Community Information Officer is an unclassified, at-will management position that reports to the Business Operations Bureau Manager and is responsible for managing the Communications Division. The Community Information Officer leads a team of five and oversees all facets of public communication and outreach efforts for the Department of Public Works including media content creation, website management, branding consistency and responding to media inquiries. Duties of this position include, but are not limited to: Oversee data management and digital transformation efforts to enhance efficiency, transparency, and communication with the public. Support customer service workgroups to improve response time and overall performance. Inform and educate internal City partners, business owners, and residents about Public Works projects, policies, and services. Strategically plans the communications of the Public Works department to the general public and all internal and external stakeholders, encompassing all forms of media. Coordinate activities of the Communications Division. Oversee content creation for all Department social media channels. Manage the Department's website, including updates on citywide infrastructure projects and resident/business services . Develop and oversee public communications programs and events. Work on the department's Communications Plan and implement public information campaigns. Manage contracts for public outreach services and purchases of community outreach materials and supplies. Serve as the department's spokesperson with the media and community, including during emergency responses. THE IDEAL CANDIDATE The Community Information Officer will be an effective communicator with exceptional written and verbal communication skills, have a demonstrated ability to manage a wide range of projects simultaneously; strong organizational and interpersonal skills, and the ability to manage the interest of multiple stake holders working toward a common goal. This candidate will be a strong manager of people, projects, have the ability to quickly understand technical issues and administrative and political implications, and who will lead by example. This person will be driven, detail oriented, highly productive, and have excellent independent motivation and follow-through. The ideal candidate will demonstrate the following knowledge, skills and abilities: Ability to handle confidential department and employee information with complete discretion; Ability to use a high level of tact, diplomacy, and discretion in dealing with sensitive confidential situations; Ability to assess and organize work and set priorities; Ability to communicate expectations and hold staff accountable; Ability to take initiative and exercise sound independent judgement; Ability to handle frequent interruptions while completing multiple assignments with competing deadlines; Ability to establish and maintain effective working relationships with stakeholders at all levels including City and department management, public officials, employees, and the public; Creative problem-solving skills; Exceptional customer service skills and dedication to continuous improvement; Excellent oral and written communications skills including the ability to serve as a department spokesperson in small or large group settings; Ability to represent the department at community and other stakeholder meetings; Ability to quickly and succinctly respond to inquires. REQUIREMENTS TO FILE MINIMUM REQUIREMENTS: The Department of Public Works invites candidates who meet the following minimum requirements to apply: EDUCATION: Graduation from an accredited college or university with a bachelor’s degree, preferably in Public Relations, Communications, Journalism, Business Administration, Public Administration, or a closely related field (proof required at time of application*). Candidates may substitute experience offering specific and substantial preparation for the duties of the position for the required education on a year-for-year basis. *Required documents, such as transcripts, degrees, certificates, or licenses, must be uploaded to the online application in PDF format at the time of filing. Any documents submitted must contain either the applicant's name or other identifying characteristics on the document. Proof of education for academic degrees should indicate the type of degree and date of degree conferral. Candidates who possess degrees or units from outside the United States must attach proof of educational equivalency at the time of filing. EXPERIENCE: Three (3) years of progressively responsible experience performing duties in the administration of public communication, public outreach, and/or management of social media and internet-based communication for a company, organization, or government agency. One (1) year of the required experience must have been at a supervisory or management level. Possession of a valid Class C Driver License. DESIRABLE QUALIFICATIONS: Experience working with capital improvement projects. Experience with community outreach. Experience in organizations of similar size and complexity. Experience working with graphic information systems (GIS). SELECTION PROCEDURE This recruitment will close at 11:59 PM Pacific Time on Sunday, June 2, 2024 . To be considered, please submit an online application, including a cover letter, resume, and proof of education (if qualifying with a degree) in PDF format. Applications that fail to include all necessary documents will be considered incomplete and will not be taken into consideration. Applications will be reviewed for depth and breadth of experience, and for level and relatedness of education. The most qualified candidates will be invited to participate in further selection procedures. The selected candidate may be required to go through a background check and a physical examination prior to appointment. Applicants who do not meet the minimum requirements, including submission of all required attachments, will not be considered. For questions regarding this recruitment, please contact Veronica Camp at (562) 570-7287. The City of Long Beach is an Equal Opportunity Employe r . We value and encourage diversity in our workforce. The City of Long Beach is committed to creating a workplace where every employee is valued for who they are. Having our workforce reflect the diversity of our community at various levels of the organization is a continuous goal embraced by our departments, management staff, and policymakers. To support efforts of fairness and diversity, City Leadership is committed to incorporating equity and inclusion into our work by supporting staff and community partners. We are committed to promoting transparency by publishing updated demographic information for employees, including workforce diversity data and pay by race and gender. The City of Long Beach will consider qualified applicants with a criminal history pursuant to the California Fair Chance Ac t. You are not required to disclose your criminal history or participate in a background check until you receive a conditional job offer. If the City of Long Beach has concerns about a conviction that is directly related to the job after making a conditional job offer and conducting a background check, you will have the opportunity to explain the circumstances surrounding the conviction, provide evidence to mitigate concerns, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting https://calcivilrights.ca.gov/fair-chance-act The City of Long Beach intends to provide reasonable accommodations in accordance with the Americans with Disabilities Act of 1990. If a special accommodation is desired, or if you would like to request this information in an alternative format, please call 562-570-7287 For technical support with your governmentjobs.com application, please contact (855) 524-5627. The City of Long Beach offers its employees opportunities to grow personally and professionally.As a permanent employee, you are eligible to receive fringe benefits that include: Retirement: California Public Employees' Retirement System (PERS) defined benefit retirement plan, which is coordinated with Social Security. The benefit is 2.5% or 2.7% (depending on hire date) @55 for "Classic" members and 2% @62 for new members as defined by PEPRA, subject to the compensation limitations set by PERS. Both the City and the employee contributes toward CalPERS retirement contributions. The city also participates in Social Security. Health and Dental Insurance: The City offers the choice of HMO and PPO plans. The city pays major portion of the premium for employee and dependents depending on the health/ dental plan selected. Life Insurance: City-paid term life insurance policy equal to three (3) times annual salary to a maximum of $500,000. Disability Insurance: City-paid short-term and long-term disability insurance. Management Physical: Annual City-paid physical examination. Vacation: Twelve (12) vacation days after the first year of service; 15 days after four years, six months of service; 20 days after 19 years, six months of service. Executive Leave: Forty (40) hours Executive Leave per year. The City Manager has discretion to grant an additional 40 hours each year. Sick Leave : One day earned per month; unlimited accumulation; conversion upon retirement to cash credit toward health and/or dental insurance premiums, or to pension credits. Holidays: Eleven (11) designated holidays per year, plus four personal holidays to be used at the employee's discretion. Transportation Allowance: Monthly allowance is allocated by classifications below; Department Head $650.00 Deputy Director/Manager/Director (Harbor/Utilities) $550.00 Division Officer/Superintendent/ Chief of Staff / Administrator / Principal DCA $450.00 Assistant to Executive / Executive Assistant / Executive Secretary/ Executive Support Staff $300.00 Deferred Compensation Plan: Optional for employee contribution to a supplementary retirement savings program available through Mission Square Retirement formerly ICMA-RC Retirement Corporation). Classic CalPERS Members: The City will contribute a maximum of up to two percent (2%) of base salary* for all qualified Classic CalPERS members. Public Employees’ Pension Reform Act (PEPRA) CalPERS Members: Effective the second full pay period following City Council adoption, the City contribution will increase from two percent (2%) to three percent (3%) of base salary* for all qualified PEPRA CalPERS members. Flexible Spending Account (FSA): Optional election for employees to reduce taxable income for payment of allowable childcare or medical expenses. Flexible/Hybrid Work Schedule: Available (subject to City Manager approval). Paid Parental Leave: The City provides one hundred and sixty (160) hours of Paid Parental Leave at 100% of salary, for the birth, adoption or foster placement of a child, regardless of the gender, marital status or sexual orientation of the parent. Closing Date/Time: 6/2/2024 11:59 PM Pacific
City of Long Beach, CA
City of Long Beach, California, United States
DESCRIPTION THE COMMUNITY Ideally located on the Pacific Ocean south of Los Angeles, adjacent to Orange County, the City of Long Beach, California (population 470,000) is frequently described as a series of strong, diverse interwoven smaller communities within a large city. Enjoying an ideal Southern California climate, Long Beach is home to an abundance of cultural and recreational options. The Long Beach Convention Center, Aquarium of the Pacific, Queen Mary, and the annual Acura Grand Prix of Long Beach, plus a wide variety of other attractions (two historic ranchos, three marinas, and five golf courses), serve to draw 6.5 million visitors a year. The City is also home to California State University, Long Beach and Long Beach City College. Cal State Long Beach is the second largest university in the state and was recently ranked the No. 3 best-value public college in the nation. Covering approximately 50 square miles, Long Beach is supported by a wide mix of industries with education, health and social services, manufacturing, retail trade, and professional services comprising the highest representation. Known for its livable and desirable neighborhoods, Long Beach was named by America’s Promise Alliance as one of the 100 Best Communities for Young People two years in a row. While it offers all the amenities of a large metropolis, many say Long Beach offers the added benefit of having maintained a strong sense of community and cohesiveness despite its growth. A superb climate, quality schools, a vibrant downtown, and a wide variety of neighborhoods help make Long Beach one of the most livable communities in the country. CITY GOVERNMENT Long Beach, a charter city formed in 1897, is governed by nine City Council Members elected by district and a city-wide elected Mayor. Other elected officials include the City Attorney, City Auditor, and City Prosecutor. The elected officials are elected to staggered four-year terms. The City Council appoints the City Manager and City Clerk. The City Manager is responsible for the efficient administration of all City departments, excluding those under the direction of a separately elected official, Board or Commission. Long Beach is one of only three cities in California with its own Health Department and one of the very few municipalities with its own Utilities Department (Water and Gas) and Energy Resources Departments. The City is supported by a FY 2024 total budget of approximately $3.3 billion, with a General Fund budget of $719 million. More than 6,000 full and part-time employees support municipal operations with the vast majority being represented by twelve employee associations. To learn more about the City of Long Beach, go to: www.longbeach.gov. THE DEPARTMENT The mission of the Department of Public Works is “to maintain and enhance the City’s infrastructure and environment for the benefit of the public.” The Department’s core services are focused on providing for and maintaining safe and efficient infrastructure for the community, providing for sustainable environmental protection including water quality and waste collection and diversion, and safely and efficiently designing, constructing, delivering, protecting and maintaining services for public facilities and public rights-of-way. The Department has six bureaus: Business Operations, Engineering, Environmental Services, Project Management, Public Service, and Transportation Project Management. The Department has over 580 budgeted positions with an annual operating budget of $250 million and an annual capital improvement program budget of $150 million. Additional information on the Department can be found at www.longbeach.gov/pw. POSITION The Project Management Officer (PMO) is an at-will management position that reports to the City Engineer within the Engineering Bureau. The Engineering Bureau consists of three divisions - the Civil Engineering Division, Traffic Engineering Division, and Stormwater Management Division. The current vacancy is in the Stormwater Management Division, which the PMO will be responsible for managing and is comprised of up to 16 staff responsible for compliance with the National Pollutant Discharge Elimination System (NPDES) Municipal Separate Storm Sewer System (MS4) Permit and regulations, capital improvement project (CIP) engineering design, program and project management, contract administration, and administration of Measure W Municipal and Measure W Regional funds. The PMO position is also responsible for stormwater master planning and engineering, floodplain management duties, and exploring ways to secure funding for water quality and flood prevention projects and measures. The PMO coordinates work assignments within the Division and must establish and maintain effective working relationships with stakeholders at all levels including City and department management, public officials, contractors, vendors, employees, and the public. Project prioritization, coordination with affected agencies and utilities, and project/program budget oversight will be key challenges for this position. EXAMPLES OF DUTIES Will oversee the Stormwater Management Division in the Engineering Bureau of the Public Works Department comprised of up to 16 staff members. Oversee compliance with the National Pollutant Discharge Elimination System (NPDES), Municipal Separate Storm Sewer System (MS4), and regulations along with other NPDES related duties as necessary. Manage the Municipal Measure W funds amounting to $4.5 million annually to comply with NPDES MS4 Permit requirements and deliver stormwater compliant capital projects and programs within the City. Seek Measure W Regional Program funding for Regional Projects proposed by the City. Responsible for overseeing the management and delivery of all Stormwater Infrastructure Capital Improvement Projects (CIP) within the City, stormwater master planning, floodplain management duties, and exploring ways to secure funding for flood prevention projects and measures. REQUIREMENTS TO FILE EDUCATION A Bachelor's Degree from an accredited college or university in project management, civil engineering, public or business administration or a related field is required (proof of possession of degree required at the time of submission). Professional experience beyond the minimum qualifications may be substituted for education on a year-for-year basis. EXPERIENCE Three (3) years of progressively responsible engineering and/or project management experience, including management and administration of public infrastructure projects, vendor management, project budget oversight, reporting, communication, public outreach, and management of staff. One (1) year of the required experience must have been gained in a project management, lead, supervisory, or management capacity. ADDITIONAL REQUIREMENTS Possession of a valid Class C Drivers License *Required documents, such as transcripts, degrees, certificates, or licenses, must be uploaded to the online application in PDF format at the time of filing. Any documents submitted must contain either the applicant's name or other identifying characteristics on the document. Proof of education for academic degrees should indicate the type of degree and date of degree conferral. Candidates who possess degrees or units from outside the United States must attach proof of educational equivalency at the time of filing. DESIRABLE QUALIFICATIONS Master's Degree in Civil Engineering or related field. Experience managing improvement projects. Has worked in organizations of similar size and complexity. Registration as a Professional Civil Engineer is recommended. Certification as a Qualified Storm Water Pollution Prevention Plan Designer (QSD) is recommended. SELECTION PROCEDURE This recruitment will close at 11:59 PM Pacific Time on Thursday, May 23, 2024 . To be considered, please submit an online application, including a cover letter, resume, and proof of education (if qualifying with a degree) in PDF format. Applications that fail to include all necessary documents will be considered incomplete and will not be taken into consideration. Applications will be reviewed for depth and breadth of experience, and for level and relatedness of education. The most qualified candidates will be invited to participate in further selection procedures. The selected candidate may be required to go through a background check and a physical examination prior to appointment. For questions regarding this recruitment, please contact (562) 570-7287. The City of Long Beach is an Equal Opportunity Employer . We value and encourage diversity in our workforce. The City of Long Beach is committed to creating a workplace where every employee is valued for who they are. Having our workforce reflect the diversity of our community at various levels of the organization is a continuous goal embraced by our departments, management staff, and policymakers. To support efforts of fairness and diversity, City Leadership is committed to incorporating equity and inclusion into our work by supporting staff and community partners. We are committed to promoting transparency by publishing updated demographic information for employees, including workforce diversity data and pay by race and gender. The City of Long Beach will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act . You are not required to disclose your criminal history or participate in a background check until you receive a conditional job offer. If the City of Long Beach has concerns about a conviction that is directly related to the job after making a conditional job offer and conducting a background check, you will have the opportunity to explain the circumstances surrounding the conviction, provide evidence to mitigate concerns, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting https://calcivilrights.ca.gov/fair-chance-act The City of Long Beach intends to provide reasonable accommodations in accordance with the Americans with Disabilities Act of 1990. If a special accommodation is desired, or if you would like to request this information in an alternative format, please contact (562) 570-7287. For technical support with your governmentjobs.com application, please contact (855) 524-5627. The City of Long Beach offers its employees opportunities to grow personally and professionally.As a permanent employee, you are eligible to receive fringe benefits that include: Retirement: California Public Employees' Retirement System (PERS) defined benefit retirement plan, which is coordinated with Social Security. The benefit is 2.5% or 2.7% (depending on hire date) @55 for "Classic" members and 2% @62 for new members as defined by PEPRA, subject to the compensation limitations set by PERS. Both the City and the employee contributes toward CalPERS retirement contributions. The city also participates in Social Security. Health and Dental Insurance: The City offers the choice of HMO and PPO plans. The city pays major portion of the premium for employee and dependents depending on the health/ dental plan selected. Life Insurance: City-paid term life insurance policy equal to three (3) times annual salary to a maximum of $500,000. Disability Insurance: City-paid short-term and long-term disability insurance. Management Physical: Annual City-paid physical examination. Vacation: Twelve (12) vacation days after the first year of service; 15 days after four years, six months of service; 20 days after 19 years, six months of service. Executive Leave: Forty (40) hours Executive Leave per year. The City Manager has discretion to grant an additional 40 hours each year. Sick Leave : One day earned per month; unlimited accumulation; conversion upon retirement to cash credit toward health and/or dental insurance premiums, or to pension credits. Holidays: Eleven (11) designated holidays per year, plus four personal holidays to be used at the employee's discretion. Transportation Allowance: Monthly allowance is allocated by classifications below; Department Head $650.00 Deputy Director/Manager/Director (Harbor/Utilities) $550.00 Division Officer/Superintendent/ Chief of Staff / Administrator / Principal DCA $450.00 Assistant to Executive / Executive Assistant / Executive Secretary/ Executive Support Staff $300.00 Deferred Compensation Plan: Optional for employee contribution to a supplementary retirement savings program available through Mission Square Retirement formerly ICMA-RC Retirement Corporation). Classic CalPERS Members: The City will contribute a maximum of up to two percent (2%) of base salary* for all qualified Classic CalPERS members. Public Employees’ Pension Reform Act (PEPRA) CalPERS Members: Effective the second full pay period following City Council adoption, the City contribution will increase from two percent (2%) to three percent (3%) of base salary* for all qualified PEPRA CalPERS members. Flexible Spending Account (FSA): Optional election for employees to reduce taxable income for payment of allowable childcare or medical expenses. Flexible/Hybrid Work Schedule: Available (subject to City Manager approval). Paid Parental Leave: The City provides one hundred and sixty (160) hours of Paid Parental Leave at 100% of salary, for the birth, adoption or foster placement of a child, regardless of the gender, marital status or sexual orientation of the parent. Closing Date/Time: 5/23/2024 11:59 PM Pacific
Apr 24, 2024
Full Time
DESCRIPTION THE COMMUNITY Ideally located on the Pacific Ocean south of Los Angeles, adjacent to Orange County, the City of Long Beach, California (population 470,000) is frequently described as a series of strong, diverse interwoven smaller communities within a large city. Enjoying an ideal Southern California climate, Long Beach is home to an abundance of cultural and recreational options. The Long Beach Convention Center, Aquarium of the Pacific, Queen Mary, and the annual Acura Grand Prix of Long Beach, plus a wide variety of other attractions (two historic ranchos, three marinas, and five golf courses), serve to draw 6.5 million visitors a year. The City is also home to California State University, Long Beach and Long Beach City College. Cal State Long Beach is the second largest university in the state and was recently ranked the No. 3 best-value public college in the nation. Covering approximately 50 square miles, Long Beach is supported by a wide mix of industries with education, health and social services, manufacturing, retail trade, and professional services comprising the highest representation. Known for its livable and desirable neighborhoods, Long Beach was named by America’s Promise Alliance as one of the 100 Best Communities for Young People two years in a row. While it offers all the amenities of a large metropolis, many say Long Beach offers the added benefit of having maintained a strong sense of community and cohesiveness despite its growth. A superb climate, quality schools, a vibrant downtown, and a wide variety of neighborhoods help make Long Beach one of the most livable communities in the country. CITY GOVERNMENT Long Beach, a charter city formed in 1897, is governed by nine City Council Members elected by district and a city-wide elected Mayor. Other elected officials include the City Attorney, City Auditor, and City Prosecutor. The elected officials are elected to staggered four-year terms. The City Council appoints the City Manager and City Clerk. The City Manager is responsible for the efficient administration of all City departments, excluding those under the direction of a separately elected official, Board or Commission. Long Beach is one of only three cities in California with its own Health Department and one of the very few municipalities with its own Utilities Department (Water and Gas) and Energy Resources Departments. The City is supported by a FY 2024 total budget of approximately $3.3 billion, with a General Fund budget of $719 million. More than 6,000 full and part-time employees support municipal operations with the vast majority being represented by twelve employee associations. To learn more about the City of Long Beach, go to: www.longbeach.gov. THE DEPARTMENT The mission of the Department of Public Works is “to maintain and enhance the City’s infrastructure and environment for the benefit of the public.” The Department’s core services are focused on providing for and maintaining safe and efficient infrastructure for the community, providing for sustainable environmental protection including water quality and waste collection and diversion, and safely and efficiently designing, constructing, delivering, protecting and maintaining services for public facilities and public rights-of-way. The Department has six bureaus: Business Operations, Engineering, Environmental Services, Project Management, Public Service, and Transportation Project Management. The Department has over 580 budgeted positions with an annual operating budget of $250 million and an annual capital improvement program budget of $150 million. Additional information on the Department can be found at www.longbeach.gov/pw. POSITION The Project Management Officer (PMO) is an at-will management position that reports to the City Engineer within the Engineering Bureau. The Engineering Bureau consists of three divisions - the Civil Engineering Division, Traffic Engineering Division, and Stormwater Management Division. The current vacancy is in the Stormwater Management Division, which the PMO will be responsible for managing and is comprised of up to 16 staff responsible for compliance with the National Pollutant Discharge Elimination System (NPDES) Municipal Separate Storm Sewer System (MS4) Permit and regulations, capital improvement project (CIP) engineering design, program and project management, contract administration, and administration of Measure W Municipal and Measure W Regional funds. The PMO position is also responsible for stormwater master planning and engineering, floodplain management duties, and exploring ways to secure funding for water quality and flood prevention projects and measures. The PMO coordinates work assignments within the Division and must establish and maintain effective working relationships with stakeholders at all levels including City and department management, public officials, contractors, vendors, employees, and the public. Project prioritization, coordination with affected agencies and utilities, and project/program budget oversight will be key challenges for this position. EXAMPLES OF DUTIES Will oversee the Stormwater Management Division in the Engineering Bureau of the Public Works Department comprised of up to 16 staff members. Oversee compliance with the National Pollutant Discharge Elimination System (NPDES), Municipal Separate Storm Sewer System (MS4), and regulations along with other NPDES related duties as necessary. Manage the Municipal Measure W funds amounting to $4.5 million annually to comply with NPDES MS4 Permit requirements and deliver stormwater compliant capital projects and programs within the City. Seek Measure W Regional Program funding for Regional Projects proposed by the City. Responsible for overseeing the management and delivery of all Stormwater Infrastructure Capital Improvement Projects (CIP) within the City, stormwater master planning, floodplain management duties, and exploring ways to secure funding for flood prevention projects and measures. REQUIREMENTS TO FILE EDUCATION A Bachelor's Degree from an accredited college or university in project management, civil engineering, public or business administration or a related field is required (proof of possession of degree required at the time of submission). Professional experience beyond the minimum qualifications may be substituted for education on a year-for-year basis. EXPERIENCE Three (3) years of progressively responsible engineering and/or project management experience, including management and administration of public infrastructure projects, vendor management, project budget oversight, reporting, communication, public outreach, and management of staff. One (1) year of the required experience must have been gained in a project management, lead, supervisory, or management capacity. ADDITIONAL REQUIREMENTS Possession of a valid Class C Drivers License *Required documents, such as transcripts, degrees, certificates, or licenses, must be uploaded to the online application in PDF format at the time of filing. Any documents submitted must contain either the applicant's name or other identifying characteristics on the document. Proof of education for academic degrees should indicate the type of degree and date of degree conferral. Candidates who possess degrees or units from outside the United States must attach proof of educational equivalency at the time of filing. DESIRABLE QUALIFICATIONS Master's Degree in Civil Engineering or related field. Experience managing improvement projects. Has worked in organizations of similar size and complexity. Registration as a Professional Civil Engineer is recommended. Certification as a Qualified Storm Water Pollution Prevention Plan Designer (QSD) is recommended. SELECTION PROCEDURE This recruitment will close at 11:59 PM Pacific Time on Thursday, May 23, 2024 . To be considered, please submit an online application, including a cover letter, resume, and proof of education (if qualifying with a degree) in PDF format. Applications that fail to include all necessary documents will be considered incomplete and will not be taken into consideration. Applications will be reviewed for depth and breadth of experience, and for level and relatedness of education. The most qualified candidates will be invited to participate in further selection procedures. The selected candidate may be required to go through a background check and a physical examination prior to appointment. For questions regarding this recruitment, please contact (562) 570-7287. The City of Long Beach is an Equal Opportunity Employer . We value and encourage diversity in our workforce. The City of Long Beach is committed to creating a workplace where every employee is valued for who they are. Having our workforce reflect the diversity of our community at various levels of the organization is a continuous goal embraced by our departments, management staff, and policymakers. To support efforts of fairness and diversity, City Leadership is committed to incorporating equity and inclusion into our work by supporting staff and community partners. We are committed to promoting transparency by publishing updated demographic information for employees, including workforce diversity data and pay by race and gender. The City of Long Beach will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act . You are not required to disclose your criminal history or participate in a background check until you receive a conditional job offer. If the City of Long Beach has concerns about a conviction that is directly related to the job after making a conditional job offer and conducting a background check, you will have the opportunity to explain the circumstances surrounding the conviction, provide evidence to mitigate concerns, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting https://calcivilrights.ca.gov/fair-chance-act The City of Long Beach intends to provide reasonable accommodations in accordance with the Americans with Disabilities Act of 1990. If a special accommodation is desired, or if you would like to request this information in an alternative format, please contact (562) 570-7287. For technical support with your governmentjobs.com application, please contact (855) 524-5627. The City of Long Beach offers its employees opportunities to grow personally and professionally.As a permanent employee, you are eligible to receive fringe benefits that include: Retirement: California Public Employees' Retirement System (PERS) defined benefit retirement plan, which is coordinated with Social Security. The benefit is 2.5% or 2.7% (depending on hire date) @55 for "Classic" members and 2% @62 for new members as defined by PEPRA, subject to the compensation limitations set by PERS. Both the City and the employee contributes toward CalPERS retirement contributions. The city also participates in Social Security. Health and Dental Insurance: The City offers the choice of HMO and PPO plans. The city pays major portion of the premium for employee and dependents depending on the health/ dental plan selected. Life Insurance: City-paid term life insurance policy equal to three (3) times annual salary to a maximum of $500,000. Disability Insurance: City-paid short-term and long-term disability insurance. Management Physical: Annual City-paid physical examination. Vacation: Twelve (12) vacation days after the first year of service; 15 days after four years, six months of service; 20 days after 19 years, six months of service. Executive Leave: Forty (40) hours Executive Leave per year. The City Manager has discretion to grant an additional 40 hours each year. Sick Leave : One day earned per month; unlimited accumulation; conversion upon retirement to cash credit toward health and/or dental insurance premiums, or to pension credits. Holidays: Eleven (11) designated holidays per year, plus four personal holidays to be used at the employee's discretion. Transportation Allowance: Monthly allowance is allocated by classifications below; Department Head $650.00 Deputy Director/Manager/Director (Harbor/Utilities) $550.00 Division Officer/Superintendent/ Chief of Staff / Administrator / Principal DCA $450.00 Assistant to Executive / Executive Assistant / Executive Secretary/ Executive Support Staff $300.00 Deferred Compensation Plan: Optional for employee contribution to a supplementary retirement savings program available through Mission Square Retirement formerly ICMA-RC Retirement Corporation). Classic CalPERS Members: The City will contribute a maximum of up to two percent (2%) of base salary* for all qualified Classic CalPERS members. Public Employees’ Pension Reform Act (PEPRA) CalPERS Members: Effective the second full pay period following City Council adoption, the City contribution will increase from two percent (2%) to three percent (3%) of base salary* for all qualified PEPRA CalPERS members. Flexible Spending Account (FSA): Optional election for employees to reduce taxable income for payment of allowable childcare or medical expenses. Flexible/Hybrid Work Schedule: Available (subject to City Manager approval). Paid Parental Leave: The City provides one hundred and sixty (160) hours of Paid Parental Leave at 100% of salary, for the birth, adoption or foster placement of a child, regardless of the gender, marital status or sexual orientation of the parent. Closing Date/Time: 5/23/2024 11:59 PM Pacific
City of Long Beach, CA
City of Long Beach, California, United States
DESCRIPTION THE COMMUNITY Ideally located on the Pacific Ocean south of Los Angeles, adjacent to Orange County, the City of Long Beach, California (population 470,000) is frequently described as a series of strong, diverse interwoven smaller communities within a large city. Enjoying an ideal Southern California climate, Long Beach is home to an abundance of cultural and recreational options. The Long Beach Convention Center, Aquarium of the Pacific, Queen Mary, and the annual Acura Grand Prix of Long Beach, plus a wide variety of other attractions (two historic ranchos, three marinas, and five golf courses), serve to draw 6.5 million visitors a year. The City is also home to California State University, Long Beach, and Long Beach City College. Cal State Long Beach is the second largest university in the state and was recently ranked the No. 3 best-value public college in the nation. Covering approximately 50 square miles, Long Beach is supported by a wide mix of industries with education, health and social services, manufacturing, retail trade, and professional services comprising the highest representation. Known for its livable and desirable neighborhoods, Long Beach was named by America’s Promise Alliance as one of the 100 Best Communities for Young People two years in a row. While it offers all the amenities of a large metropolis, many say Long Beach offers the added benefit of having maintained a strong sense of community and cohesiveness despite its growth. A superb climate, quality schools, a vibrant downtown, and a wide variety of neighborhoods help make Long Beach one of the most livable communities in the country. CITY GOVERNMENT Long Beach, a charter city formed in 1897, is governed by nine City Council Members elected by district and a city-wide elected Mayor. Other elected officials include the City Attorney, City Auditor, and City Prosecutor. The elected officials are elected to staggered four-year terms. The City Council appoints the City Manager and City Clerk. The City Manager is responsible for the efficient administration of all City departments, excluding those under the direction of a separately elected official, Board or Commission. Long Beach is one of only three cities in California with its own Health Department and one of the very few municipalities with its own Utilities Department (Water and Gas) and Energy Resources Departments. The City is supported by a FY 2024 total budget of approximately $3.3 billion with a General Fund budget of $719 million. More than 6,000 full and part-time employees support municipal operations with the vast majority being represented by twelve employee associations. To learn more about the City of Long Beach, go to: www.longbeach.gov . DEPARTMENT OF DISASTER PREPAREDNESS AND EMERGENCY COMMUNICATIONS The Department of Disaster Preparedness and Emergency Communications has 91 employees, including the City’s 9-1-1 Dispatchers, with a budget of $14.4 million. The Disaster Preparedness Bureau is one of three bureaus in the Department, and consists of a Disaster Preparedness Officer, Disaster Preparedness Analyst, and Disaster Preparedness Intern. The Disaster Preparedness Officer is a member of the Department’s management team, reporting directly to the Director, and is responsible for the oversight of the bureau’s $1.2 million operating budget. EXAMPLES OF DUTIES THE POSITION The City of Long Beach is seeking an exceptional candidate to serve as its next Disaster Preparedness Officer. The Disaster Preparedness Officer is an at-will management position reporting directly to the Director of Disaster Preparedness and Emergency Communications. As part of the City’s continuum of public safety, this position is responsible for the efficient and effective management of emergency operations within the City of Long Beach. The position directly supervises a Disaster Preparedness Analyst and Intern. The Disaster Preparedness Officer generally works during normal business hours, but may be required to work nights, weekends, and extended hours, or be on call when necessary. Specific duties include: Work to mitigate, plan for, respond to and recover from disasters or emergencies in accordance with Federal Emergency Management Agency (FEMA) guidelines Maintain citywide emergency plans, including the Emergency Operations Plan and Hazard Mitigation Plan Ensure the readiness of the City’s Emergency Operations Center Coordinate emergency response and recovery efforts across City departments and outside agencies in accordance with the Incident Command System (ICS) Provide oversight for Homeland Security Grant funded projects, training and equipment procurement Educate and train City employees, community partner organizations and the public on disaster preparedness Serve as Disaster Management Area Coordinator (DMAC) for the Los Angeles County Area F group Develop tools and identify resources to support the overall preparedness of the residents and staff of the City of Long Beach THE IDEAL CANDIDATE The ideal candidate will be a mission-driven leader who demonstrates excellent proficiencies in organizational and administrative skills, written and verbal communication, project management, budget oversight and grant-funded program administration. As an experienced leader, the preferred candidate will be a strong manager who trains and leads by example. The candidate should be knowledgeable of the roles and purpose of federal, state and local agencies involved in emergency management planning and response, and possess experience in writing and maintaining plans for multi-hazard and disaster response. The candidate should be capable of coordinating, updating and maintaining the functions of an Emergency Operations Center; responding to a potential or existing disaster within the ICS structure; and, utilizing systems related to emergency planning and communications, crisis management tools, mass notification systems, emergency alert systems and auxiliary communications services. The candidate should have prepared and presented emergency preparedness and response trainings and presentations to a wide variety of audiences, including public safety personnel, disaster service workers, volunteers, community members and local officials. REQUIREMENTS TO FILE The Department of Disaster Preparedness and Emergency Communications invites candidates to apply who meet the following minimum requirements: A bachelor’s degree from an accredited four-year college or university in a field closely related to Emergency Management. Three (3) years of full-time paid experience in emergency management. One (1) year of which served as experience in a supervisory or lead capacity. Valid Driver’s License. Proof of education is required at the time of application submittal. DESIRABLE QUALIFICATIONS One (1) year of experience in emergency operations programs for a government agency or large company developing and implementing an emergency plan for large-scale disasters is preferred. Completion of the Federal Incident Command System (ICS) emergency management coursework is preferred. The professional attributes that best describe the new Disaster Preparedness Officer: Highly organized professional Participative and inclusive management style Accountable, takes ownership Leader, positive example to others Results-oriented Direct communicator with superior interpersonal skills Ethical with a high level of integrity Embrace ideas and contributions from others Dedicated to quality customer service Creative, strategic thinker Strong project management / technical skills Exercises good judgment SELECTION PROCEDURE This recruitment will close at 11:59 p.m. on Saturday, May 4, 2024 . To be considered for this opportunity, applicants must submit an online application, including a resume and cover letter that reflect the scope and level of their current/most recent positions and responsibilities, and proof of education (degree or transcript). Candidates must also complete the online supplemental questionnaire. Online applications can be filed at www.longbeach.gov/jobs. Following the close of filing, applications will be reviewed and those candidates determined to be the best qualified will be invited to participate in the selection process, which will include an oral interview by a selection panel. The selected candidate will be required to undergo a thorough background and reference check. Incomplete applications or candidates who clearly do not meet the minimum requirements of the position will not be considered. The City of Long Beach is an Equal Opportunity Employer . We value and encourage diversity in our workforce. The City of Long Beach is committed to creating a workplace where every employee is valued for who they are. Having our workforce reflect the diversity of our community at various levels of the organization is a continuous goal embraced by our departments, management staff, and policymakers. To support efforts of fairness and diversity, City Leadership is committed to incorporating equity and inclusion into our work by supporting staff and community partners. We are committed to promoting transparency by publishing updated demographic information for employees, including workforce diversity data and pay by race and gender. The City of Long Beach will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You are not required to disclose your criminal history or participate in a background check until you receive a conditional job offer. If the City of Long Beach has concerns about a conviction that is directly related to the job after making a conditional job offer and conducting a background check, you will have the opportunity to explain the circumstances surrounding the conviction, provide evidence to mitigate concerns, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting https://calcivilrights.ca.gov/fair-chance-act . The City of Long Beach intends to provide reasonable accommodations in accordance with the Americans with Disabilities Act of 1990. If a special accommodation is desired, or if you would like to request this information in an alternative format, please call (562) 570-7915. For technical support with your governmentjobs.com application, please contact (855) 524-5627. The City of Long Beach offers its employees opportunities to grow personally and professionally.As a permanent employee, you are eligible to receive fringe benefits that include: Retirement: California Public Employees' Retirement System (PERS) defined benefit retirement plan, which is coordinated with Social Security. The benefit is 2.5% or 2.7% (depending on hire date) @55 for "Classic" members and 2% @62 for new members as defined by PEPRA, subject to the compensation limitations set by PERS. Both the City and the employee contributes toward CalPERS retirement contributions. The city also participates in Social Security. Health and Dental Insurance: The City offers the choice of HMO and PPO plans. The city pays major portion of the premium for employee and dependents depending on the health/ dental plan selected. Life Insurance: City-paid term life insurance policy equal to three (3) times annual salary to a maximum of $500,000. Disability Insurance: City-paid short-term and long-term disability insurance. Management Physical: Annual City-paid physical examination. Vacation: Twelve (12) vacation days after the first year of service; 15 days after four years, six months of service; 20 days after 19 years, six months of service. Executive Leave: Forty (40) hours Executive Leave per year. The City Manager has discretion to grant an additional 40 hours each year. Sick Leave : One day earned per month; unlimited accumulation; conversion upon retirement to cash credit toward health and/or dental insurance premiums, or to pension credits. Holidays: Eleven (11) designated holidays per year, plus four personal holidays to be used at the employee's discretion. Transportation Allowance: Monthly allowance is allocated by classifications below; Department Head $650.00 Deputy Director/Manager/Director (Harbor/Utilities) $550.00 Division Officer/Superintendent/ Chief of Staff / Administrator / Principal DCA $450.00 Assistant to Executive / Executive Assistant / Executive Secretary/ Executive Support Staff $300.00 Deferred Compensation Plan: Optional for employee contribution to a supplementary retirement savings program available through Mission Square Retirement formerly ICMA-RC Retirement Corporation). Classic CalPERS Members: The City will contribute a maximum of up to two percent (2%) of base salary* for all qualified Classic CalPERS members. Public Employees’ Pension Reform Act (PEPRA) CalPERS Members: Effective the second full pay period following City Council adoption, the City contribution will increase from two percent (2%) to three percent (3%) of base salary* for all qualified PEPRA CalPERS members. Flexible Spending Account (FSA): Optional election for employees to reduce taxable income for payment of allowable childcare or medical expenses. Flexible/Hybrid Work Schedule: Available (subject to City Manager approval). Paid Parental Leave: The City provides one hundred and sixty (160) hours of Paid Parental Leave at 100% of salary, for the birth, adoption or foster placement of a child, regardless of the gender, marital status or sexual orientation of the parent. Closing Date/Time: 5/4/2024 11:59 PM Pacific
Apr 05, 2024
Full Time
DESCRIPTION THE COMMUNITY Ideally located on the Pacific Ocean south of Los Angeles, adjacent to Orange County, the City of Long Beach, California (population 470,000) is frequently described as a series of strong, diverse interwoven smaller communities within a large city. Enjoying an ideal Southern California climate, Long Beach is home to an abundance of cultural and recreational options. The Long Beach Convention Center, Aquarium of the Pacific, Queen Mary, and the annual Acura Grand Prix of Long Beach, plus a wide variety of other attractions (two historic ranchos, three marinas, and five golf courses), serve to draw 6.5 million visitors a year. The City is also home to California State University, Long Beach, and Long Beach City College. Cal State Long Beach is the second largest university in the state and was recently ranked the No. 3 best-value public college in the nation. Covering approximately 50 square miles, Long Beach is supported by a wide mix of industries with education, health and social services, manufacturing, retail trade, and professional services comprising the highest representation. Known for its livable and desirable neighborhoods, Long Beach was named by America’s Promise Alliance as one of the 100 Best Communities for Young People two years in a row. While it offers all the amenities of a large metropolis, many say Long Beach offers the added benefit of having maintained a strong sense of community and cohesiveness despite its growth. A superb climate, quality schools, a vibrant downtown, and a wide variety of neighborhoods help make Long Beach one of the most livable communities in the country. CITY GOVERNMENT Long Beach, a charter city formed in 1897, is governed by nine City Council Members elected by district and a city-wide elected Mayor. Other elected officials include the City Attorney, City Auditor, and City Prosecutor. The elected officials are elected to staggered four-year terms. The City Council appoints the City Manager and City Clerk. The City Manager is responsible for the efficient administration of all City departments, excluding those under the direction of a separately elected official, Board or Commission. Long Beach is one of only three cities in California with its own Health Department and one of the very few municipalities with its own Utilities Department (Water and Gas) and Energy Resources Departments. The City is supported by a FY 2024 total budget of approximately $3.3 billion with a General Fund budget of $719 million. More than 6,000 full and part-time employees support municipal operations with the vast majority being represented by twelve employee associations. To learn more about the City of Long Beach, go to: www.longbeach.gov . DEPARTMENT OF DISASTER PREPAREDNESS AND EMERGENCY COMMUNICATIONS The Department of Disaster Preparedness and Emergency Communications has 91 employees, including the City’s 9-1-1 Dispatchers, with a budget of $14.4 million. The Disaster Preparedness Bureau is one of three bureaus in the Department, and consists of a Disaster Preparedness Officer, Disaster Preparedness Analyst, and Disaster Preparedness Intern. The Disaster Preparedness Officer is a member of the Department’s management team, reporting directly to the Director, and is responsible for the oversight of the bureau’s $1.2 million operating budget. EXAMPLES OF DUTIES THE POSITION The City of Long Beach is seeking an exceptional candidate to serve as its next Disaster Preparedness Officer. The Disaster Preparedness Officer is an at-will management position reporting directly to the Director of Disaster Preparedness and Emergency Communications. As part of the City’s continuum of public safety, this position is responsible for the efficient and effective management of emergency operations within the City of Long Beach. The position directly supervises a Disaster Preparedness Analyst and Intern. The Disaster Preparedness Officer generally works during normal business hours, but may be required to work nights, weekends, and extended hours, or be on call when necessary. Specific duties include: Work to mitigate, plan for, respond to and recover from disasters or emergencies in accordance with Federal Emergency Management Agency (FEMA) guidelines Maintain citywide emergency plans, including the Emergency Operations Plan and Hazard Mitigation Plan Ensure the readiness of the City’s Emergency Operations Center Coordinate emergency response and recovery efforts across City departments and outside agencies in accordance with the Incident Command System (ICS) Provide oversight for Homeland Security Grant funded projects, training and equipment procurement Educate and train City employees, community partner organizations and the public on disaster preparedness Serve as Disaster Management Area Coordinator (DMAC) for the Los Angeles County Area F group Develop tools and identify resources to support the overall preparedness of the residents and staff of the City of Long Beach THE IDEAL CANDIDATE The ideal candidate will be a mission-driven leader who demonstrates excellent proficiencies in organizational and administrative skills, written and verbal communication, project management, budget oversight and grant-funded program administration. As an experienced leader, the preferred candidate will be a strong manager who trains and leads by example. The candidate should be knowledgeable of the roles and purpose of federal, state and local agencies involved in emergency management planning and response, and possess experience in writing and maintaining plans for multi-hazard and disaster response. The candidate should be capable of coordinating, updating and maintaining the functions of an Emergency Operations Center; responding to a potential or existing disaster within the ICS structure; and, utilizing systems related to emergency planning and communications, crisis management tools, mass notification systems, emergency alert systems and auxiliary communications services. The candidate should have prepared and presented emergency preparedness and response trainings and presentations to a wide variety of audiences, including public safety personnel, disaster service workers, volunteers, community members and local officials. REQUIREMENTS TO FILE The Department of Disaster Preparedness and Emergency Communications invites candidates to apply who meet the following minimum requirements: A bachelor’s degree from an accredited four-year college or university in a field closely related to Emergency Management. Three (3) years of full-time paid experience in emergency management. One (1) year of which served as experience in a supervisory or lead capacity. Valid Driver’s License. Proof of education is required at the time of application submittal. DESIRABLE QUALIFICATIONS One (1) year of experience in emergency operations programs for a government agency or large company developing and implementing an emergency plan for large-scale disasters is preferred. Completion of the Federal Incident Command System (ICS) emergency management coursework is preferred. The professional attributes that best describe the new Disaster Preparedness Officer: Highly organized professional Participative and inclusive management style Accountable, takes ownership Leader, positive example to others Results-oriented Direct communicator with superior interpersonal skills Ethical with a high level of integrity Embrace ideas and contributions from others Dedicated to quality customer service Creative, strategic thinker Strong project management / technical skills Exercises good judgment SELECTION PROCEDURE This recruitment will close at 11:59 p.m. on Saturday, May 4, 2024 . To be considered for this opportunity, applicants must submit an online application, including a resume and cover letter that reflect the scope and level of their current/most recent positions and responsibilities, and proof of education (degree or transcript). Candidates must also complete the online supplemental questionnaire. Online applications can be filed at www.longbeach.gov/jobs. Following the close of filing, applications will be reviewed and those candidates determined to be the best qualified will be invited to participate in the selection process, which will include an oral interview by a selection panel. The selected candidate will be required to undergo a thorough background and reference check. Incomplete applications or candidates who clearly do not meet the minimum requirements of the position will not be considered. The City of Long Beach is an Equal Opportunity Employer . We value and encourage diversity in our workforce. The City of Long Beach is committed to creating a workplace where every employee is valued for who they are. Having our workforce reflect the diversity of our community at various levels of the organization is a continuous goal embraced by our departments, management staff, and policymakers. To support efforts of fairness and diversity, City Leadership is committed to incorporating equity and inclusion into our work by supporting staff and community partners. We are committed to promoting transparency by publishing updated demographic information for employees, including workforce diversity data and pay by race and gender. The City of Long Beach will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You are not required to disclose your criminal history or participate in a background check until you receive a conditional job offer. If the City of Long Beach has concerns about a conviction that is directly related to the job after making a conditional job offer and conducting a background check, you will have the opportunity to explain the circumstances surrounding the conviction, provide evidence to mitigate concerns, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting https://calcivilrights.ca.gov/fair-chance-act . The City of Long Beach intends to provide reasonable accommodations in accordance with the Americans with Disabilities Act of 1990. If a special accommodation is desired, or if you would like to request this information in an alternative format, please call (562) 570-7915. For technical support with your governmentjobs.com application, please contact (855) 524-5627. The City of Long Beach offers its employees opportunities to grow personally and professionally.As a permanent employee, you are eligible to receive fringe benefits that include: Retirement: California Public Employees' Retirement System (PERS) defined benefit retirement plan, which is coordinated with Social Security. The benefit is 2.5% or 2.7% (depending on hire date) @55 for "Classic" members and 2% @62 for new members as defined by PEPRA, subject to the compensation limitations set by PERS. Both the City and the employee contributes toward CalPERS retirement contributions. The city also participates in Social Security. Health and Dental Insurance: The City offers the choice of HMO and PPO plans. The city pays major portion of the premium for employee and dependents depending on the health/ dental plan selected. Life Insurance: City-paid term life insurance policy equal to three (3) times annual salary to a maximum of $500,000. Disability Insurance: City-paid short-term and long-term disability insurance. Management Physical: Annual City-paid physical examination. Vacation: Twelve (12) vacation days after the first year of service; 15 days after four years, six months of service; 20 days after 19 years, six months of service. Executive Leave: Forty (40) hours Executive Leave per year. The City Manager has discretion to grant an additional 40 hours each year. Sick Leave : One day earned per month; unlimited accumulation; conversion upon retirement to cash credit toward health and/or dental insurance premiums, or to pension credits. Holidays: Eleven (11) designated holidays per year, plus four personal holidays to be used at the employee's discretion. Transportation Allowance: Monthly allowance is allocated by classifications below; Department Head $650.00 Deputy Director/Manager/Director (Harbor/Utilities) $550.00 Division Officer/Superintendent/ Chief of Staff / Administrator / Principal DCA $450.00 Assistant to Executive / Executive Assistant / Executive Secretary/ Executive Support Staff $300.00 Deferred Compensation Plan: Optional for employee contribution to a supplementary retirement savings program available through Mission Square Retirement formerly ICMA-RC Retirement Corporation). Classic CalPERS Members: The City will contribute a maximum of up to two percent (2%) of base salary* for all qualified Classic CalPERS members. Public Employees’ Pension Reform Act (PEPRA) CalPERS Members: Effective the second full pay period following City Council adoption, the City contribution will increase from two percent (2%) to three percent (3%) of base salary* for all qualified PEPRA CalPERS members. Flexible Spending Account (FSA): Optional election for employees to reduce taxable income for payment of allowable childcare or medical expenses. Flexible/Hybrid Work Schedule: Available (subject to City Manager approval). Paid Parental Leave: The City provides one hundred and sixty (160) hours of Paid Parental Leave at 100% of salary, for the birth, adoption or foster placement of a child, regardless of the gender, marital status or sexual orientation of the parent. Closing Date/Time: 5/4/2024 11:59 PM Pacific
City of Long Beach, CA
City of Long Beach, California, United States
DESCRIPTION EXTENDED UNTIL 5/12/2024 The Long Beach Utilities Department is seeking applicants for Manager of Water Treatment , which is an at-will, division-level management position. THE COMMUNITY Ideally located on the Pacific Ocean south of Los Angeles, adjacent to Orange County, the City of Long Beach, California (population 470,000) is frequently described as a series of strong, diverse interwoven smaller communities within a large city. Enjoying an ideal Southern California climate, Long Beach is home to an abundance of cultural and recreational options. The Long Beach Convention Center, Aquarium of the Pacific, Queen Mary, and the annual Acura Grand Prix of Long Beach, plus a wide variety of other attractions (two historic ranchos, three marinas, and five golf courses), serve to draw 6.5 million visitors a year. The City is also home to California State University, Long Beach, and Long Beach City College. Cal State Long Beach is the second largest university in the state and was recently ranked the No. 3 best-value public college in the nation. Covering approximately 50 square miles, Long Beach is supported by a wide mix of industries with education, health and social services, manufacturing, retail trade, and professional services comprising the highest representation. Known for its livable and desirable neighborhoods, Long Beach was named by America’s Promise Alliance as one of the 100 Best Communities for Young People two years in a row. While it offers all the amenities of a large metropolis, many say Long Beach offers the added benefit of having maintained a strong sense of community and cohesiveness despite its growth. A superb climate, quality schools, a vibrant downtown, and a wide variety of neighborhoods help make Long Beach one of the most livable communities in the country. CITY GOVERNMENT Long Beach, a charter city formed in 1897, is governed by nine City Council Members elected by district and a city-wide elected Mayor. Other elected officials include the City Attorney, City Auditor, and City Prosecutor. The elected officials are elected to staggered four-year terms. The City Council appoints the City Manager and City Clerk. The City Manager is responsible for the efficient administration of all City departments, excluding those under the direction of a separately elected official, Board or Commission. Long Beach is one of only three cities in California with its own Health Department and one of the very few municipalities with its own Utilities Department (Water and Gas) and Energy Resources Departments. The City is supported by a FY 2024 total budget of approximately $3.3 billion with a General Fund budget of $719 million. More than 6,000 full and part-time employees support municipal operations with the vast majority being represented by twelve employee associations. To learn more about the City of Long Beach, go to www.longbeach.gov . THE DEPARTMENT Long Beach Utilities serves nearly 500,000 people in 50 square miles, providing high quality, safe and delicious drinking water and wastewater management for Long Beach, as well as natural gas services for Long Beach and Signal Hill. With the foundation of roughly 500 dedicated employees, the department maintains 1,600 miles of water and sewer mains, 1,900 miles of gas pipeline and a dedicated groundwater treatment plant, and also provides 24/7 emergency response. To learn more visit LBUtilities.org . EXAMPLES OF DUTIES Under the direction of the Senior Director of Water Quality & Process, organizes and directs the activities and staff of the 62.5 Million Gallons per Day (MGD) central groundwater treatment plant (GWTP) and multiple remote facilities for drinking water system, reclaimed water system, and sewer collection system; serves as the Chief Operator for GWTP; ensures effective and efficient high-quality work in the managed programs to ensure the efficient operation and maintenance; directs the monitoring and operation of the drinking water, reclaimed, and sewer Pump Stations to ensure compliance with water quality regulations and other safety and environmental requirements; trains, supervises, and evaluates the performance of assigned personnel. EXAMPLES OF DUTIES : Plans, organizes, and directs water treatment operations related, including drinking water treatment and distribution, reclaimed water distribution, and sewer collection system facilities. Assesses treatment processes and distribution operations, inspects facilities for proper operation and upkeep; evaluates operation efficiencies and develops new techniques, policies, and procedures to improve efficiency and effectiveness and to achieve Department goals and objectives. Trains, supervises, and evaluates the performance of assigned staff; interviews and selects employees and recommends and implements personnel actions including hiring, cross-training, promotions, transfers, reassignments, and disciplinary actions. Oversees regulatory compliance for assigned programs; develops, implements, interprets, and ensures compliance with complex rules and regulations, policies, and permits such as drinking water and air quality regulations, storm water discharge, industrial waste permits, hazardous material storage and disposal, safety and other regulations. Ensures compliance with all applicable safety programs to protect employees, the public, and the environment from exposure to acutely hazardous chemicals and other unsafe conditions; maintains an awareness of emergency response policies and procedures; responds to any and all safety concerns; corresponds and interacts with regulatory agencies. Provides technical expertise, information, and assistance to the Senior Director of Water Quality & Process regarding assigned functions; assists in the formulation and development of policies, procedures, and programs. Coordinates division activities involving external agencies, private contractors, and other City Departments to facilitate projects and tasks. Directs, prepares, and maintains a variety of narrative and statistical reports, records and files related to personnel and assigned activities; prepares written correspondence. Assists in the development and preparation of the annual preliminary budget for treatment plant operations which includes personnel, operation and maintenance (O&M) expenses, and capital outlay; analyzes and reviews budgetary and financial data; controls and authorizes expenditures in accordance with established limitations. Participates in the forecast of funds needed for water sales and long-term capital improvement goals; ensures the proper inventory and accounting techniques of all materials, chemicals, and equipment. Maintains after-hours emergency response and management availability status for water system emergency contact purposes; serves as designated on call T5 chief operator responding to water supply and water quality emergencies. Oversees contract management, including the development of specifications, proposals, and purchase orders. Monitors field activities routinely to ensure compliance with safety requirements and operational efficiencies. Coordinates with other divisions and bureaus in planning, prioritizing, and scheduling of long-term capital improvement projects (CIP); collaborates with engineering bureau in implementing CIP by participating in the design, engineering, construction, and field inspection activities. Communicates with other personnel, vendors, contractors, other City Departments and outside organizations to coordinate activities, facilitate projects and tasks, resolve issues, and conflicts and exchange information. Operates a computer and assigned software; drives a vehicle to conduct work as assigned. Attends and conducts a variety of meetings as assigned; identifies employee development and training requirements and develops training programs. Performs other duties as required, related to the primary job duties of the assigned position. REQUIREMENTS TO FILE MINIMUM QUALIFICATIONS: Edu cation and Experience: Graduation from high school supplemented by college level course work or specialized training in a related field and five years of water treatment and distribution system related experience. Six years of supervisory experience is required and can be achieved through direct supervision experience or demonstration of leadership through a combination of work experience and education. Required licenses and/or certifications: Possession of a valid California Class C driver license. Possession of California’s State Water Resource Control Board (SWRCB) Treatment T5 Operator Certificate. Registration as a Professional Engineer in California or possession of equivalent Treatment T5 Operator Certificate from an out-of-state’s primacy agency may be substituted for the California SWRCB Treatment Grade 5 Certificate. Possession of Grade D3 Water Distribution Operator Certification. IDEAL CANDIDATE: The ideal candidate will demonstrate the following: Knowledge of: Principles, practices, materials, equipment and techniques involved in the maintenance and operation of water treatment plant and distribution system, reclaim distribution system, sewer lift stations. Trends and emerging technologies in drinking, reclaimed, and wastewater field. Principles and practices of administration, supervision, and training. Principles and practices of leadership, motivation, team building and conflict resolution. Principles and processes of water plant, water distribution, and water systems. Operation and maintenance principles of pumps, motors, values, and other mechanical equipment related to water treatment. Applicable state and federal laws, standards and requirements related to water treatment plant operation and maintenance. Project management techniques Emergency preparedness programs. Budget preparation and control. Health and safety regulations and procedures. Interpersonal skills using tact, patience, and courtesy. Business letter writing and report preparation. Implementation of preventative maintenance programs. Operation of a computer and assigned software. Principles and practices of effective customer service. Oral and written communication skills. Ability to: Plan, organize, and direct an effective water treatment program. Assess water treatment and distribution system and sewer lift station emergency situations and ensure resources and equipment are available to meet potential emergencies. Train, supervise, and evaluate the performance of assigned staff. Develop and administer Department goals, objectives, and procedures. Identify and respond to sensitive community and organizational issues, concerns, and needs. Prepare and administer budgets. Analyze situations accurately and adopt an effective course of action. Assesses the reliability of the treatment and distribution system including treatment plant and process. Represent Long Beach Utilities Department to public agencies, regulatory bodies, special interest groups, other external organizations and members of the public. Meet schedules and timelines. Work independently with little direction. Plan, prioritize, and organize work. Prepare comprehensive narrative and statistical reports. Prepare and maintain a variety of records and files related to assigned activities. Communicate clearly and concisely, both orally and in writing. Read and understand standard drawings, blueprints, and maps. Establish and maintain cooperative and effective working relationships with others. Operate a computer and assigned software. SELECTION PROCEDURE The bulletin will close at the date and time listed above. To be considered for the position, applicants must click the Apply link and submit an online application in addition to completing the online supplemental questionnaire. Applicants must also attach a cover letter and detailed resume in pdf format. Applicants who do not meet the minimum requirements, including submission of all required attachments in the correct format, will not be considered. For questions related to this recruitment, please contact Jessica Stoudenmire at Jessica.Stoudenmire@lbwater.org . The City of Long Beach is an Equal Opportunity Employer. We value and encourage diversity in our workforce. The City of Long Beach is committed to creating a workplace where every employee is valued for who they are. Having our workforce reflect the diversity of our community at various levels of the organization is a continuous goal embraced by our departments, management staff, and policymakers. To support efforts of fairness and diversity, City Leadership is committed to incorporating equity and inclusion into our work by supporting staff and community partners. We are committed to promoting transparency by publishing updated demographic information for employees, including workforce diversity data and pay by race and gender. The City of Long Beach will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You are not required to disclose your criminal history or participate in a background check until you receive a conditional job offer. If the City of Long Beach has concerns about a conviction that is directly related to the job after making a conditional job offer and conducting a background check, you will have the opportunity to explain the circumstances surrounding the conviction, provide evidence to mitigate concerns, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting https://calcivilrights.ca.gov/fair-chance-act . The City of Long Beach intends to provide reasonable accommodations in accordance with the Americans with Disabilities Act of 1990. If a special accommodation is desired, or if you would like to request this information in an alternative format, please contact Jessica Stoudenmire at Jessica.Stoudenmire@lbwater.org . For technical support with your governmentjobs.com application, please contact (855) 524-5627. The City of Long Beach offers its employees opportunities to grow personally and professionally.As a permanent employee, you are eligible to receive fringe benefits that include: Retirement: California Public Employees' Retirement System (PERS) defined benefit retirement plan, which is coordinated with Social Security. The benefit is 2.5% or 2.7% (depending on hire date) @55 for "Classic" members and 2% @62 for new members as defined by PEPRA, subject to the compensation limitations set by PERS. Both the City and the employee contributes toward CalPERS retirement contributions. The city also participates in Social Security. Health and Dental Insurance: The City offers the choice of HMO and PPO plans. The city pays major portion of the premium for employee and dependents depending on the health/ dental plan selected. Life Insurance: City-paid term life insurance policy equal to three (3) times annual salary to a maximum of $500,000. Disability Insurance: City-paid short-term and long-term disability insurance. Management Physical: Annual City-paid physical examination. Vacation: Twelve (12) vacation days after the first year of service; 15 days after four years, six months of service; 20 days after 19 years, six months of service. Executive Leave: Forty (40) hours Executive Leave per year. The City Manager has discretion to grant an additional 40 hours each year. Sick Leave : One day earned per month; unlimited accumulation; conversion upon retirement to cash credit toward health and/or dental insurance premiums, or to pension credits. Holidays: Eleven (11) designated holidays per year, plus four personal holidays to be used at the employee's discretion. Transportation Allowance: Monthly allowance is allocated by classifications below; Department Head $650.00 Deputy Director/Manager/Director (Harbor/Utilities) $550.00 Division Officer/Superintendent/ Chief of Staff / Administrator / Principal DCA $450.00 Assistant to Executive / Executive Assistant / Executive Secretary/ Executive Support Staff $300.00 Deferred Compensation Plan: Optional for employee contribution to a supplementary retirement savings program available through Mission Square Retirement formerly ICMA-RC Retirement Corporation). Classic CalPERS Members: The City will contribute a maximum of up to two percent (2%) of base salary* for all qualified Classic CalPERS members. Public Employees’ Pension Reform Act (PEPRA) CalPERS Members: Effective the second full pay period following City Council adoption, the City contribution will increase from two percent (2%) to three percent (3%) of base salary* for all qualified PEPRA CalPERS members. Flexible Spending Account (FSA): Optional election for employees to reduce taxable income for payment of allowable childcare or medical expenses. Flexible/Hybrid Work Schedule: Available (subject to City Manager approval). Paid Parental Leave: The City provides one hundred and sixty (160) hours of Paid Parental Leave at 100% of salary, for the birth, adoption or foster placement of a child, regardless of the gender, marital status or sexual orientation of the parent. Closing Date/Time: 5/12/2024 11:59 PM Pacific
Mar 29, 2024
Full Time
DESCRIPTION EXTENDED UNTIL 5/12/2024 The Long Beach Utilities Department is seeking applicants for Manager of Water Treatment , which is an at-will, division-level management position. THE COMMUNITY Ideally located on the Pacific Ocean south of Los Angeles, adjacent to Orange County, the City of Long Beach, California (population 470,000) is frequently described as a series of strong, diverse interwoven smaller communities within a large city. Enjoying an ideal Southern California climate, Long Beach is home to an abundance of cultural and recreational options. The Long Beach Convention Center, Aquarium of the Pacific, Queen Mary, and the annual Acura Grand Prix of Long Beach, plus a wide variety of other attractions (two historic ranchos, three marinas, and five golf courses), serve to draw 6.5 million visitors a year. The City is also home to California State University, Long Beach, and Long Beach City College. Cal State Long Beach is the second largest university in the state and was recently ranked the No. 3 best-value public college in the nation. Covering approximately 50 square miles, Long Beach is supported by a wide mix of industries with education, health and social services, manufacturing, retail trade, and professional services comprising the highest representation. Known for its livable and desirable neighborhoods, Long Beach was named by America’s Promise Alliance as one of the 100 Best Communities for Young People two years in a row. While it offers all the amenities of a large metropolis, many say Long Beach offers the added benefit of having maintained a strong sense of community and cohesiveness despite its growth. A superb climate, quality schools, a vibrant downtown, and a wide variety of neighborhoods help make Long Beach one of the most livable communities in the country. CITY GOVERNMENT Long Beach, a charter city formed in 1897, is governed by nine City Council Members elected by district and a city-wide elected Mayor. Other elected officials include the City Attorney, City Auditor, and City Prosecutor. The elected officials are elected to staggered four-year terms. The City Council appoints the City Manager and City Clerk. The City Manager is responsible for the efficient administration of all City departments, excluding those under the direction of a separately elected official, Board or Commission. Long Beach is one of only three cities in California with its own Health Department and one of the very few municipalities with its own Utilities Department (Water and Gas) and Energy Resources Departments. The City is supported by a FY 2024 total budget of approximately $3.3 billion with a General Fund budget of $719 million. More than 6,000 full and part-time employees support municipal operations with the vast majority being represented by twelve employee associations. To learn more about the City of Long Beach, go to www.longbeach.gov . THE DEPARTMENT Long Beach Utilities serves nearly 500,000 people in 50 square miles, providing high quality, safe and delicious drinking water and wastewater management for Long Beach, as well as natural gas services for Long Beach and Signal Hill. With the foundation of roughly 500 dedicated employees, the department maintains 1,600 miles of water and sewer mains, 1,900 miles of gas pipeline and a dedicated groundwater treatment plant, and also provides 24/7 emergency response. To learn more visit LBUtilities.org . EXAMPLES OF DUTIES Under the direction of the Senior Director of Water Quality & Process, organizes and directs the activities and staff of the 62.5 Million Gallons per Day (MGD) central groundwater treatment plant (GWTP) and multiple remote facilities for drinking water system, reclaimed water system, and sewer collection system; serves as the Chief Operator for GWTP; ensures effective and efficient high-quality work in the managed programs to ensure the efficient operation and maintenance; directs the monitoring and operation of the drinking water, reclaimed, and sewer Pump Stations to ensure compliance with water quality regulations and other safety and environmental requirements; trains, supervises, and evaluates the performance of assigned personnel. EXAMPLES OF DUTIES : Plans, organizes, and directs water treatment operations related, including drinking water treatment and distribution, reclaimed water distribution, and sewer collection system facilities. Assesses treatment processes and distribution operations, inspects facilities for proper operation and upkeep; evaluates operation efficiencies and develops new techniques, policies, and procedures to improve efficiency and effectiveness and to achieve Department goals and objectives. Trains, supervises, and evaluates the performance of assigned staff; interviews and selects employees and recommends and implements personnel actions including hiring, cross-training, promotions, transfers, reassignments, and disciplinary actions. Oversees regulatory compliance for assigned programs; develops, implements, interprets, and ensures compliance with complex rules and regulations, policies, and permits such as drinking water and air quality regulations, storm water discharge, industrial waste permits, hazardous material storage and disposal, safety and other regulations. Ensures compliance with all applicable safety programs to protect employees, the public, and the environment from exposure to acutely hazardous chemicals and other unsafe conditions; maintains an awareness of emergency response policies and procedures; responds to any and all safety concerns; corresponds and interacts with regulatory agencies. Provides technical expertise, information, and assistance to the Senior Director of Water Quality & Process regarding assigned functions; assists in the formulation and development of policies, procedures, and programs. Coordinates division activities involving external agencies, private contractors, and other City Departments to facilitate projects and tasks. Directs, prepares, and maintains a variety of narrative and statistical reports, records and files related to personnel and assigned activities; prepares written correspondence. Assists in the development and preparation of the annual preliminary budget for treatment plant operations which includes personnel, operation and maintenance (O&M) expenses, and capital outlay; analyzes and reviews budgetary and financial data; controls and authorizes expenditures in accordance with established limitations. Participates in the forecast of funds needed for water sales and long-term capital improvement goals; ensures the proper inventory and accounting techniques of all materials, chemicals, and equipment. Maintains after-hours emergency response and management availability status for water system emergency contact purposes; serves as designated on call T5 chief operator responding to water supply and water quality emergencies. Oversees contract management, including the development of specifications, proposals, and purchase orders. Monitors field activities routinely to ensure compliance with safety requirements and operational efficiencies. Coordinates with other divisions and bureaus in planning, prioritizing, and scheduling of long-term capital improvement projects (CIP); collaborates with engineering bureau in implementing CIP by participating in the design, engineering, construction, and field inspection activities. Communicates with other personnel, vendors, contractors, other City Departments and outside organizations to coordinate activities, facilitate projects and tasks, resolve issues, and conflicts and exchange information. Operates a computer and assigned software; drives a vehicle to conduct work as assigned. Attends and conducts a variety of meetings as assigned; identifies employee development and training requirements and develops training programs. Performs other duties as required, related to the primary job duties of the assigned position. REQUIREMENTS TO FILE MINIMUM QUALIFICATIONS: Edu cation and Experience: Graduation from high school supplemented by college level course work or specialized training in a related field and five years of water treatment and distribution system related experience. Six years of supervisory experience is required and can be achieved through direct supervision experience or demonstration of leadership through a combination of work experience and education. Required licenses and/or certifications: Possession of a valid California Class C driver license. Possession of California’s State Water Resource Control Board (SWRCB) Treatment T5 Operator Certificate. Registration as a Professional Engineer in California or possession of equivalent Treatment T5 Operator Certificate from an out-of-state’s primacy agency may be substituted for the California SWRCB Treatment Grade 5 Certificate. Possession of Grade D3 Water Distribution Operator Certification. IDEAL CANDIDATE: The ideal candidate will demonstrate the following: Knowledge of: Principles, practices, materials, equipment and techniques involved in the maintenance and operation of water treatment plant and distribution system, reclaim distribution system, sewer lift stations. Trends and emerging technologies in drinking, reclaimed, and wastewater field. Principles and practices of administration, supervision, and training. Principles and practices of leadership, motivation, team building and conflict resolution. Principles and processes of water plant, water distribution, and water systems. Operation and maintenance principles of pumps, motors, values, and other mechanical equipment related to water treatment. Applicable state and federal laws, standards and requirements related to water treatment plant operation and maintenance. Project management techniques Emergency preparedness programs. Budget preparation and control. Health and safety regulations and procedures. Interpersonal skills using tact, patience, and courtesy. Business letter writing and report preparation. Implementation of preventative maintenance programs. Operation of a computer and assigned software. Principles and practices of effective customer service. Oral and written communication skills. Ability to: Plan, organize, and direct an effective water treatment program. Assess water treatment and distribution system and sewer lift station emergency situations and ensure resources and equipment are available to meet potential emergencies. Train, supervise, and evaluate the performance of assigned staff. Develop and administer Department goals, objectives, and procedures. Identify and respond to sensitive community and organizational issues, concerns, and needs. Prepare and administer budgets. Analyze situations accurately and adopt an effective course of action. Assesses the reliability of the treatment and distribution system including treatment plant and process. Represent Long Beach Utilities Department to public agencies, regulatory bodies, special interest groups, other external organizations and members of the public. Meet schedules and timelines. Work independently with little direction. Plan, prioritize, and organize work. Prepare comprehensive narrative and statistical reports. Prepare and maintain a variety of records and files related to assigned activities. Communicate clearly and concisely, both orally and in writing. Read and understand standard drawings, blueprints, and maps. Establish and maintain cooperative and effective working relationships with others. Operate a computer and assigned software. SELECTION PROCEDURE The bulletin will close at the date and time listed above. To be considered for the position, applicants must click the Apply link and submit an online application in addition to completing the online supplemental questionnaire. Applicants must also attach a cover letter and detailed resume in pdf format. Applicants who do not meet the minimum requirements, including submission of all required attachments in the correct format, will not be considered. For questions related to this recruitment, please contact Jessica Stoudenmire at Jessica.Stoudenmire@lbwater.org . The City of Long Beach is an Equal Opportunity Employer. We value and encourage diversity in our workforce. The City of Long Beach is committed to creating a workplace where every employee is valued for who they are. Having our workforce reflect the diversity of our community at various levels of the organization is a continuous goal embraced by our departments, management staff, and policymakers. To support efforts of fairness and diversity, City Leadership is committed to incorporating equity and inclusion into our work by supporting staff and community partners. We are committed to promoting transparency by publishing updated demographic information for employees, including workforce diversity data and pay by race and gender. The City of Long Beach will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You are not required to disclose your criminal history or participate in a background check until you receive a conditional job offer. If the City of Long Beach has concerns about a conviction that is directly related to the job after making a conditional job offer and conducting a background check, you will have the opportunity to explain the circumstances surrounding the conviction, provide evidence to mitigate concerns, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting https://calcivilrights.ca.gov/fair-chance-act . The City of Long Beach intends to provide reasonable accommodations in accordance with the Americans with Disabilities Act of 1990. If a special accommodation is desired, or if you would like to request this information in an alternative format, please contact Jessica Stoudenmire at Jessica.Stoudenmire@lbwater.org . For technical support with your governmentjobs.com application, please contact (855) 524-5627. The City of Long Beach offers its employees opportunities to grow personally and professionally.As a permanent employee, you are eligible to receive fringe benefits that include: Retirement: California Public Employees' Retirement System (PERS) defined benefit retirement plan, which is coordinated with Social Security. The benefit is 2.5% or 2.7% (depending on hire date) @55 for "Classic" members and 2% @62 for new members as defined by PEPRA, subject to the compensation limitations set by PERS. Both the City and the employee contributes toward CalPERS retirement contributions. The city also participates in Social Security. Health and Dental Insurance: The City offers the choice of HMO and PPO plans. The city pays major portion of the premium for employee and dependents depending on the health/ dental plan selected. Life Insurance: City-paid term life insurance policy equal to three (3) times annual salary to a maximum of $500,000. Disability Insurance: City-paid short-term and long-term disability insurance. Management Physical: Annual City-paid physical examination. Vacation: Twelve (12) vacation days after the first year of service; 15 days after four years, six months of service; 20 days after 19 years, six months of service. Executive Leave: Forty (40) hours Executive Leave per year. The City Manager has discretion to grant an additional 40 hours each year. Sick Leave : One day earned per month; unlimited accumulation; conversion upon retirement to cash credit toward health and/or dental insurance premiums, or to pension credits. Holidays: Eleven (11) designated holidays per year, plus four personal holidays to be used at the employee's discretion. Transportation Allowance: Monthly allowance is allocated by classifications below; Department Head $650.00 Deputy Director/Manager/Director (Harbor/Utilities) $550.00 Division Officer/Superintendent/ Chief of Staff / Administrator / Principal DCA $450.00 Assistant to Executive / Executive Assistant / Executive Secretary/ Executive Support Staff $300.00 Deferred Compensation Plan: Optional for employee contribution to a supplementary retirement savings program available through Mission Square Retirement formerly ICMA-RC Retirement Corporation). Classic CalPERS Members: The City will contribute a maximum of up to two percent (2%) of base salary* for all qualified Classic CalPERS members. Public Employees’ Pension Reform Act (PEPRA) CalPERS Members: Effective the second full pay period following City Council adoption, the City contribution will increase from two percent (2%) to three percent (3%) of base salary* for all qualified PEPRA CalPERS members. Flexible Spending Account (FSA): Optional election for employees to reduce taxable income for payment of allowable childcare or medical expenses. Flexible/Hybrid Work Schedule: Available (subject to City Manager approval). Paid Parental Leave: The City provides one hundred and sixty (160) hours of Paid Parental Leave at 100% of salary, for the birth, adoption or foster placement of a child, regardless of the gender, marital status or sexual orientation of the parent. Closing Date/Time: 5/12/2024 11:59 PM Pacific
CITY OF ATLANTA, GA
Atlanta, Georgia, United States
Posting open until filled General Description and Classification Standards Provides administrative and clerical support to the Atlanta City Council. Duties include, but are not limited to: ensuring that the council members are kept apprised of City Council activities; scheduling appointments and coordinating meetings; preparing and disseminating routine correspondence, documents and reports; assisting citizens, officials, departmental and other City personnel with various requests; answering the telephone; and greeting visitors. Supervision Received Works under minimal supervision; can set own work sequence and pace within process/department limitations. Essential Duties & Responsibilities These are typical responsibilities for this position and should not be construed as exclusive or all inclusive. May perform other duties as assigned. Plans and executes assigned administrative projects for the Council President. Researches, prepares, proofreads and edits reports, documents and other materials. Maintains Council President's calendar, schedules meetings, appointments, speaking engagements and conferences. Makes travel arrangements. Investigates a variety of problems, complaints, concerns and other issues at the request of the Council President; represents the Council President as requested. Responds to questions, complaints and requests for information by telephone, in person, or by mail from the public, employees, elected and other city officials. Answers the telephone; screen calls and provides information. Meets and greets visitors and/or directs visitors to appropriate person. Decision Making Uses independent judgment and discretion in the handling of emergency situations. Leadership Provided None. May oversee temporary or contract workers as needed. Knowledge, Skills & Abilities This is a partial listing of necessary knowledge, skills, and abilities required to perform the job successfully. It is not an exhaustive list. Knowledge of records management, secretarial and office practices. Skill in effectively communicating and interacting with elected officials, employees, members of the general public and other groups involved in the activities of the City, both orally and in writing. Ability to assemble information and make written reports and documents in a concise, clear and effective manner and ability to type 50 WPM. Minimum Qualifications Education and Experience Associate's degree in secretarial science, business or public administration or a related field. 1-3 years of experience as an administrative assistant or executive secretary required; or any equivalent combination of education, training and experience which provides the requisite knowledge, skills and abilities for this job. Preferred Education & Experience Associate's degree in secretarial science, business or public administration or a related field and 3-5 years of experience as an administrative assistant or executive secretary preferred. Licensures and Certifications None required. Essential Capabilities and Work Environment Required physical, lifting, and sensory capabilities are requirements to perform the job successfully. Typical environmental conditions associated with job.
Mar 08, 2024
Full Time
Posting open until filled General Description and Classification Standards Provides administrative and clerical support to the Atlanta City Council. Duties include, but are not limited to: ensuring that the council members are kept apprised of City Council activities; scheduling appointments and coordinating meetings; preparing and disseminating routine correspondence, documents and reports; assisting citizens, officials, departmental and other City personnel with various requests; answering the telephone; and greeting visitors. Supervision Received Works under minimal supervision; can set own work sequence and pace within process/department limitations. Essential Duties & Responsibilities These are typical responsibilities for this position and should not be construed as exclusive or all inclusive. May perform other duties as assigned. Plans and executes assigned administrative projects for the Council President. Researches, prepares, proofreads and edits reports, documents and other materials. Maintains Council President's calendar, schedules meetings, appointments, speaking engagements and conferences. Makes travel arrangements. Investigates a variety of problems, complaints, concerns and other issues at the request of the Council President; represents the Council President as requested. Responds to questions, complaints and requests for information by telephone, in person, or by mail from the public, employees, elected and other city officials. Answers the telephone; screen calls and provides information. Meets and greets visitors and/or directs visitors to appropriate person. Decision Making Uses independent judgment and discretion in the handling of emergency situations. Leadership Provided None. May oversee temporary or contract workers as needed. Knowledge, Skills & Abilities This is a partial listing of necessary knowledge, skills, and abilities required to perform the job successfully. It is not an exhaustive list. Knowledge of records management, secretarial and office practices. Skill in effectively communicating and interacting with elected officials, employees, members of the general public and other groups involved in the activities of the City, both orally and in writing. Ability to assemble information and make written reports and documents in a concise, clear and effective manner and ability to type 50 WPM. Minimum Qualifications Education and Experience Associate's degree in secretarial science, business or public administration or a related field. 1-3 years of experience as an administrative assistant or executive secretary required; or any equivalent combination of education, training and experience which provides the requisite knowledge, skills and abilities for this job. Preferred Education & Experience Associate's degree in secretarial science, business or public administration or a related field and 3-5 years of experience as an administrative assistant or executive secretary preferred. Licensures and Certifications None required. Essential Capabilities and Work Environment Required physical, lifting, and sensory capabilities are requirements to perform the job successfully. Typical environmental conditions associated with job.
City of Long Beach, CA
City of Long Beach, California, United States
DESCRIPTION RECRUITMENT BROCHURE: CLICK HERE THE COMMUNITY Ideally located on the Pacific Ocean south of Los Angeles, adjacent to Orange County, the City of Long Beach, California (population 470,000) is frequently described as a series of strong, diverse interwoven smaller communities within a large city. Enjoying an ideal Southern California climate, Long Beach is home to an abundance of cultural and recreational options. The Long Beach Convention Center, Aquarium of the Pacific, Queen Mary, and the annual Acura Grand Prix of Long Beach, plus a wide variety of other attractions (two historic ranchos, three marinas, and five golf courses), serve to draw 6.5 million visitors a year. The City is also home to California State University, Long Beach, and Long Beach City College. Cal State Long Beach is the second largest university in the state and was recently ranked the No. 3 best-value public college in the nation. Covering approximately 50 square miles, Long Beach is supported by a wide mix of industries with education, health and social services, manufacturing, retail trade, and professional services comprising the highest representation. Known for its livable and desirable neighborhoods, Long Beach was named by America’s Promise Alliance as one of the 100 Best Communities for Young People two years in a row. While it offers all the amenities of a large metropolis, many say Long Beach offers the added benefit of having maintained a strong sense of community and cohesiveness despite its growth. A superb climate, quality schools, a vibrant downtown, and a wide variety of neighborhoods help make Long Beach one of the most livable communities in the country. CITY GOVERNMENT Long Beach, a charter city formed in 1897, is governed by nine City Council Members elected by district and a city-wide elected Mayor. Other elected officials include the City Attorney, City Auditor, and City Prosecutor. The elected officials are elected to staggered four-year terms. The City Council appoints the City Manager and City Clerk. The City Manager is responsible for the efficient administration of all City departments, excluding those under the direction of a separately elected official, Board or Commission. Long Beach is one of only three cities in California with its own Health Department and one of the very few municipalities with its own Utilities Department (Water and Gas) and Energy Resources Departments. The City is supported by a FY 2024 total budget of approximately $3.3 billion with a General Fund budget of $719 million. More than 6,000 full and part-time employees support municipal operations with the vast majority being represented by twelve employee associations. To learn more about the City of Long Beach, go to: www.longbeach.gov . THE DEPARTMENT T he Technology & Inn ovation Department (TID) plans and develops the technology infrastructure for the City and provides a centralized resource for technology deployment and support throughout the City . The Department integrates people, processes, and technology to increase the efficiency and effectiveness of City services through the work of its 19 7 FTEs while operating on a FY 202 4 annual operating budget of nearly $7 2 million and multi-year capital projects budget of $101 million. TID is organized into five bureaus: Business Operations, Digital Services, Enterprise Information Services, Infrastructure Services, and Technology Engagement & Support. The Department also manages LBTV, a production studio that develops custom programming and distributes City multimedia content via its broadcast TV station and social media platforms. Additional information about the department is available at www.longbeach.gov/ti . EXAMPLES OF DUTIES THE POSITION The Information Systems Officer position reports directly to the Enterprise Information Services Bureau Manager and oversee s the Business Intelligence Division which is currently comprised of five team members. The position is part of TID’s management team which leads and advises Long Beach to effectively respond to a rapidly evolving technology environment. The Business Intelligence Divisio n is responsible for the system administration of several systems related to reporting, data management, and payment technologies . Examples of these systems include iNovah , Kubra, and Simpler Systems. The primary focus of this position is to provide effective data management and oversee the planning, acquisition, deployment, and ongoing support of these systems. The team also provides database administration support for Oracle databases , develops data integratio ns between various internal and external systems, and partners with other technical resources on projects . EXA MPLES OF DUTIES The specific responsibilities of the position include: Plans, organizes, and directs the activities of Business Intelligence division staff, i.e., the Business Intelligence and Payment Systems teams, including managing allocation of staff and resources, hiring, staff development, mentoring, and performance management. Leads technology adoption and growth for a broad set of stakeholders. Responsible for the overall system administration and support for systems supported by the division including the planning and management of system upgrades. This position will be responsible for data requests, data integrations, data warehousing, business intelligence (reporting), technical support, technical system design, and workflow automation. Works with department stakeholders to ensure an accurate understanding of technology needs. Provides a leadership role for data transformation and integrations. Develops and maintains batch processes, requirements, and processes. Modernizes legacy systems and /or processes. Assists with negotiating contracts for goods and services with third-party vendors. Ensures compliance with IT standards, policies, and procedures. THE IDEAL CANDIDATE The ideal candidate for this position is a seasoned technologist with robust leadership experience . They are organized, thinks “big picture ”, and comfortable staying abreast with current technology trends. The candidate must be an exceptional communicator that can establish and maintain relationships with a broad set of stakeholders. Technical acumen, leadership, and communication are key qualities for this role. Success in this position will require a deep understanding of data management and a willingness to leverage cloud-based solution s . REQUIREMENTS TO FILE Education A Bachelor’s Degree from an accredited college or university . Related experience beyond the minimum requirement may be substituted for required education on a year-for-year basis. Experience Five (5) years of increasingly responsible experience in technology management and system administration of enterprise systems. Three (3) years of which served as experience in a supervisory or lead capacity. The following are desirable: A Master’s Degree Professional certifications Knowledge of data management and data governance principles Knowledge of information management practices, system development lifecycle management, IT service management, and IT infrastructure library frameworks . Knowledge of business ecosystems such as Software as a Service (SaaS), Infrastructure as a Service (IaaS), Platform as a Service (PaaS), Service Oriented Architecture (SOA), Application Programming Interfaces (API), and Open Data concepts . SELECTION PROCEDURE This recruitment will close on 11:59 p.m. on Sunday, May 5, 2024. T o be considered for this opportunity applicants must submit an online application, including a resume and cover letter, that reflects the scope and level of their current/most recent positions and responsibilities. Online applications can be filed at https://www.governmentjobs.com/careers/cpshrrs/jobs/4448641-0/information-systems-officer-business-intelligence For additional information about this position, please contact: Maricarmen Peoples, Senior HR Consultant at 916-471-3365 Following the close of filing, applications will be reviewed, and those candidates determined to be the best qualified will be invited to participate in the selection process which will include an oral interview by a selection panel. The City of Long Beach is an Equal Opportunity Employer . We value and encourage diversity in our workforce. The City of Long Beach is committed to creating a workplace where every employee is valued for who they are. Having our workforce reflect the diversity of our community at various levels of the organization is a continuous goal embraced by our departments, management staff, and policymakers. To support efforts of fairness and diversity, City Leadership is committed to incorporating equity and inclusion into our work by supporting staff and community partners. We are committed to promoting transparency by publishing updated demographic information for employees, including workforce diversity data and pay by race and gender. The City of Long Beach will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You are not required to disclose your criminal history or participate in a background check until you receive a conditional job offer. If the City of Long Beach has concerns about a conviction that is directly related to the job after making a conditional job offer and conducting a background check, you will have the opportunity to explain the circumstances surrounding the conviction, provide evidence to mitigate concerns, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting https://calcivilrights.ca.gov/fair-chance-act . The City of Long Beach intends to provide reasonable accommodations in accordance with the Americans with Disabilities Act of 1990. If a special accommodation is desired, or if you would like to request this information in an alternative format, please call (562) 570-6272. The City of Long Beach offers its employees opportunities to grow personally and professionally.As a permanent employee, you are eligible to receive fringe benefits that include: Retirement: California Public Employees' Retirement System (PERS) defined benefit retirement plan, which is coordinated with Social Security. The benefit is 2.5% or 2.7% (depending on hire date) @55 for "Classic" members and 2% @62 for new members as defined by PEPRA, subject to the compensation limitations set by PERS. Both the City and the employee contributes toward CalPERS retirement contributions. The city also participates in Social Security. Health and Dental Insurance: The City offers the choice of HMO and PPO plans. The city pays major portion of the premium for employee and dependents depending on the health/ dental plan selected. Life Insurance: City-paid term life insurance policy equal to three (3) times annual salary to a maximum of $500,000. Disability Insurance: City-paid short-term and long-term disability insurance. Management Physical: Annual City-paid physical examination. Vacation: Twelve (12) vacation days after the first year of service; 15 days after four years, six months of service; 20 days after 19 years, six months of service. Executive Leave: Forty (40) hours Executive Leave per year. The City Manager has discretion to grant an additional 40 hours each year. Sick Leave : One day earned per month; unlimited accumulation; conversion upon retirement to cash credit toward health and/or dental insurance premiums, or to pension credits. Holidays: Eleven (11) designated holidays per year, plus four personal holidays to be used at the employee's discretion. Transportation Allowance: Monthly allowance is allocated by classifications below; Department Head $650.00 Deputy Director/Manager/Director (Harbor/Utilities) $550.00 Division Officer/Superintendent/ Chief of Staff / Administrator / Principal DCA $450.00 Assistant to Executive / Executive Assistant / Executive Secretary/ Executive Support Staff $300.00 Deferred Compensation Plan: Optional for employee contribution to a supplementary retirement savings program available through Mission Square Retirement formerly ICMA-RC Retirement Corporation). Classic CalPERS Members: The City will contribute a maximum of up to two percent (2%) of base salary* for all qualified Classic CalPERS members. Public Employees’ Pension Reform Act (PEPRA) CalPERS Members: Effective the second full pay period following City Council adoption, the City contribution will increase from two percent (2%) to three percent (3%) of base salary* for all qualified PEPRA CalPERS members. Flexible Spending Account (FSA): Optional election for employees to reduce taxable income for payment of allowable childcare or medical expenses. Flexible/Hybrid Work Schedule: Available (subject to City Manager approval). Paid Parental Leave: The City provides one hundred and sixty (160) hours of Paid Parental Leave at 100% of salary, for the birth, adoption or foster placement of a child, regardless of the gender, marital status or sexual orientation of the parent. Closing Date/Time: 5/5/2024 11:59 PM Pacific
Apr 10, 2024
Full Time
DESCRIPTION RECRUITMENT BROCHURE: CLICK HERE THE COMMUNITY Ideally located on the Pacific Ocean south of Los Angeles, adjacent to Orange County, the City of Long Beach, California (population 470,000) is frequently described as a series of strong, diverse interwoven smaller communities within a large city. Enjoying an ideal Southern California climate, Long Beach is home to an abundance of cultural and recreational options. The Long Beach Convention Center, Aquarium of the Pacific, Queen Mary, and the annual Acura Grand Prix of Long Beach, plus a wide variety of other attractions (two historic ranchos, three marinas, and five golf courses), serve to draw 6.5 million visitors a year. The City is also home to California State University, Long Beach, and Long Beach City College. Cal State Long Beach is the second largest university in the state and was recently ranked the No. 3 best-value public college in the nation. Covering approximately 50 square miles, Long Beach is supported by a wide mix of industries with education, health and social services, manufacturing, retail trade, and professional services comprising the highest representation. Known for its livable and desirable neighborhoods, Long Beach was named by America’s Promise Alliance as one of the 100 Best Communities for Young People two years in a row. While it offers all the amenities of a large metropolis, many say Long Beach offers the added benefit of having maintained a strong sense of community and cohesiveness despite its growth. A superb climate, quality schools, a vibrant downtown, and a wide variety of neighborhoods help make Long Beach one of the most livable communities in the country. CITY GOVERNMENT Long Beach, a charter city formed in 1897, is governed by nine City Council Members elected by district and a city-wide elected Mayor. Other elected officials include the City Attorney, City Auditor, and City Prosecutor. The elected officials are elected to staggered four-year terms. The City Council appoints the City Manager and City Clerk. The City Manager is responsible for the efficient administration of all City departments, excluding those under the direction of a separately elected official, Board or Commission. Long Beach is one of only three cities in California with its own Health Department and one of the very few municipalities with its own Utilities Department (Water and Gas) and Energy Resources Departments. The City is supported by a FY 2024 total budget of approximately $3.3 billion with a General Fund budget of $719 million. More than 6,000 full and part-time employees support municipal operations with the vast majority being represented by twelve employee associations. To learn more about the City of Long Beach, go to: www.longbeach.gov . THE DEPARTMENT T he Technology & Inn ovation Department (TID) plans and develops the technology infrastructure for the City and provides a centralized resource for technology deployment and support throughout the City . The Department integrates people, processes, and technology to increase the efficiency and effectiveness of City services through the work of its 19 7 FTEs while operating on a FY 202 4 annual operating budget of nearly $7 2 million and multi-year capital projects budget of $101 million. TID is organized into five bureaus: Business Operations, Digital Services, Enterprise Information Services, Infrastructure Services, and Technology Engagement & Support. The Department also manages LBTV, a production studio that develops custom programming and distributes City multimedia content via its broadcast TV station and social media platforms. Additional information about the department is available at www.longbeach.gov/ti . EXAMPLES OF DUTIES THE POSITION The Information Systems Officer position reports directly to the Enterprise Information Services Bureau Manager and oversee s the Business Intelligence Division which is currently comprised of five team members. The position is part of TID’s management team which leads and advises Long Beach to effectively respond to a rapidly evolving technology environment. The Business Intelligence Divisio n is responsible for the system administration of several systems related to reporting, data management, and payment technologies . Examples of these systems include iNovah , Kubra, and Simpler Systems. The primary focus of this position is to provide effective data management and oversee the planning, acquisition, deployment, and ongoing support of these systems. The team also provides database administration support for Oracle databases , develops data integratio ns between various internal and external systems, and partners with other technical resources on projects . EXA MPLES OF DUTIES The specific responsibilities of the position include: Plans, organizes, and directs the activities of Business Intelligence division staff, i.e., the Business Intelligence and Payment Systems teams, including managing allocation of staff and resources, hiring, staff development, mentoring, and performance management. Leads technology adoption and growth for a broad set of stakeholders. Responsible for the overall system administration and support for systems supported by the division including the planning and management of system upgrades. This position will be responsible for data requests, data integrations, data warehousing, business intelligence (reporting), technical support, technical system design, and workflow automation. Works with department stakeholders to ensure an accurate understanding of technology needs. Provides a leadership role for data transformation and integrations. Develops and maintains batch processes, requirements, and processes. Modernizes legacy systems and /or processes. Assists with negotiating contracts for goods and services with third-party vendors. Ensures compliance with IT standards, policies, and procedures. THE IDEAL CANDIDATE The ideal candidate for this position is a seasoned technologist with robust leadership experience . They are organized, thinks “big picture ”, and comfortable staying abreast with current technology trends. The candidate must be an exceptional communicator that can establish and maintain relationships with a broad set of stakeholders. Technical acumen, leadership, and communication are key qualities for this role. Success in this position will require a deep understanding of data management and a willingness to leverage cloud-based solution s . REQUIREMENTS TO FILE Education A Bachelor’s Degree from an accredited college or university . Related experience beyond the minimum requirement may be substituted for required education on a year-for-year basis. Experience Five (5) years of increasingly responsible experience in technology management and system administration of enterprise systems. Three (3) years of which served as experience in a supervisory or lead capacity. The following are desirable: A Master’s Degree Professional certifications Knowledge of data management and data governance principles Knowledge of information management practices, system development lifecycle management, IT service management, and IT infrastructure library frameworks . Knowledge of business ecosystems such as Software as a Service (SaaS), Infrastructure as a Service (IaaS), Platform as a Service (PaaS), Service Oriented Architecture (SOA), Application Programming Interfaces (API), and Open Data concepts . SELECTION PROCEDURE This recruitment will close on 11:59 p.m. on Sunday, May 5, 2024. T o be considered for this opportunity applicants must submit an online application, including a resume and cover letter, that reflects the scope and level of their current/most recent positions and responsibilities. Online applications can be filed at https://www.governmentjobs.com/careers/cpshrrs/jobs/4448641-0/information-systems-officer-business-intelligence For additional information about this position, please contact: Maricarmen Peoples, Senior HR Consultant at 916-471-3365 Following the close of filing, applications will be reviewed, and those candidates determined to be the best qualified will be invited to participate in the selection process which will include an oral interview by a selection panel. The City of Long Beach is an Equal Opportunity Employer . We value and encourage diversity in our workforce. The City of Long Beach is committed to creating a workplace where every employee is valued for who they are. Having our workforce reflect the diversity of our community at various levels of the organization is a continuous goal embraced by our departments, management staff, and policymakers. To support efforts of fairness and diversity, City Leadership is committed to incorporating equity and inclusion into our work by supporting staff and community partners. We are committed to promoting transparency by publishing updated demographic information for employees, including workforce diversity data and pay by race and gender. The City of Long Beach will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You are not required to disclose your criminal history or participate in a background check until you receive a conditional job offer. If the City of Long Beach has concerns about a conviction that is directly related to the job after making a conditional job offer and conducting a background check, you will have the opportunity to explain the circumstances surrounding the conviction, provide evidence to mitigate concerns, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting https://calcivilrights.ca.gov/fair-chance-act . The City of Long Beach intends to provide reasonable accommodations in accordance with the Americans with Disabilities Act of 1990. If a special accommodation is desired, or if you would like to request this information in an alternative format, please call (562) 570-6272. The City of Long Beach offers its employees opportunities to grow personally and professionally.As a permanent employee, you are eligible to receive fringe benefits that include: Retirement: California Public Employees' Retirement System (PERS) defined benefit retirement plan, which is coordinated with Social Security. The benefit is 2.5% or 2.7% (depending on hire date) @55 for "Classic" members and 2% @62 for new members as defined by PEPRA, subject to the compensation limitations set by PERS. Both the City and the employee contributes toward CalPERS retirement contributions. The city also participates in Social Security. Health and Dental Insurance: The City offers the choice of HMO and PPO plans. The city pays major portion of the premium for employee and dependents depending on the health/ dental plan selected. Life Insurance: City-paid term life insurance policy equal to three (3) times annual salary to a maximum of $500,000. Disability Insurance: City-paid short-term and long-term disability insurance. Management Physical: Annual City-paid physical examination. Vacation: Twelve (12) vacation days after the first year of service; 15 days after four years, six months of service; 20 days after 19 years, six months of service. Executive Leave: Forty (40) hours Executive Leave per year. The City Manager has discretion to grant an additional 40 hours each year. Sick Leave : One day earned per month; unlimited accumulation; conversion upon retirement to cash credit toward health and/or dental insurance premiums, or to pension credits. Holidays: Eleven (11) designated holidays per year, plus four personal holidays to be used at the employee's discretion. Transportation Allowance: Monthly allowance is allocated by classifications below; Department Head $650.00 Deputy Director/Manager/Director (Harbor/Utilities) $550.00 Division Officer/Superintendent/ Chief of Staff / Administrator / Principal DCA $450.00 Assistant to Executive / Executive Assistant / Executive Secretary/ Executive Support Staff $300.00 Deferred Compensation Plan: Optional for employee contribution to a supplementary retirement savings program available through Mission Square Retirement formerly ICMA-RC Retirement Corporation). Classic CalPERS Members: The City will contribute a maximum of up to two percent (2%) of base salary* for all qualified Classic CalPERS members. Public Employees’ Pension Reform Act (PEPRA) CalPERS Members: Effective the second full pay period following City Council adoption, the City contribution will increase from two percent (2%) to three percent (3%) of base salary* for all qualified PEPRA CalPERS members. Flexible Spending Account (FSA): Optional election for employees to reduce taxable income for payment of allowable childcare or medical expenses. Flexible/Hybrid Work Schedule: Available (subject to City Manager approval). Paid Parental Leave: The City provides one hundred and sixty (160) hours of Paid Parental Leave at 100% of salary, for the birth, adoption or foster placement of a child, regardless of the gender, marital status or sexual orientation of the parent. Closing Date/Time: 5/5/2024 11:59 PM Pacific