Description
PLEASE READ THIS BULLETIN IN ITS ENTIRETY THE POSITION This recruitment is being conducted to fill two full-time vacancies. The list established by this recruitment may be used to fill future full-time, part-time, limited term, and temporary vacancies for up to one year.
The City of Vallejo is seeking candidates for two Administrative Clerk II positions, as collaborative members of the City's Housing and Community Development Department and Water Department.
This is the journey level class within the Administrative Clerk series. Employees within this class are distinguished from the Administrative Clerk I by the performance of the full range of duties as assigned. Employees at this level receive moderate instruction or assistance, and are aware of the operating procedures and policies of the work unit. Positions in this class are normally filled by advancement from the Administrative Clerk I level, or when filled from the outside, require prior clerical experience.
Ideal Administrative Clerk II candidates will perform a wide variety of responsible clerical work in support of the assigned department; to provide word processing and data entry support; and to provide information and assistance to the public regarding departmental policies and procedures.
THE DEPARTMENT The Housing and Community Development (HCD) Department manages programs funded by the U.S. Department of Housing and Urban Development (HUD). The Department is home to the Housing Authority of the City of Vallejo (HACV) which administers the Housing Choice Voucher Program, commonly known as Section 8, and its subprograms. The HCD Department also coordinates the application and implementation of the Community Development Block Grant (CDBG) Program, HOME Investment Partnerships (HOME) Program, and the Neighborhood Stabilization Program (NSP). The HCD Department also provides staff support to the Housing and Community Development Commission.
In the Vallejo Water Department, this position handles customer inquiries about water services through email, phone, and face-to-face interactions, and refers them to the appropriate city staff or department. This position is responsible for processing and managing documents, including certificates of insurance for vendors, as well as maintaining council logs and records. Additional duties include receiving, sorting, and distributing correspondence, assisting with shoe vouchers and tool allowances, and organizing office materials and supplies. The ideal Water Department Administrative Clerk will have strong organizational skills, attention to detail, and prior clerical experience.
SUPERVISION RECEIVED AND EXERCISED Receives general supervision from supervisory or management staff.
DEFINITION To perform a wide variety of responsible clerical work in support of the assigned department; to provide word processing and data entry support; and to provide information and assistance to the public regarding departmental policies and procedures.
Essential Functions EXAMPLES OF IMPORTANT RESPONSIBILITIES AND DUTIES - Important responsibilities and duties may include, but are not limited to, the following:
Act as a receptionist; answer the telephone and wait on the general public, providing information on departmental and City policies and procedures as required.
Provide information and forms to the public as needed; apply departmental policies and procedures in determining completeness of applications, forms, records and reports.
Type, word process and proofread a variety of documents including general correspondence, meeting minutes, agendas, reports, memoranda and statistical charts from rough draft, recordings, or verbal instruction.
Perform a wide variety of general clerical work including the maintenance of accurate and detailed logs, records, verifying accuracy of information, researching discrepancies and recording information.
Operate a variety of office equipment including copiers, postage meters, facsimile machines, and computers; input and retrieve data and text; organize and maintain disk storage and filing.
Compile information and data for statistical and financial reports; maintain a variety of statistical records; check and tabulate statistical data.
Contact the public and outside agencies in acquiring and providing information and making referrals.
Order, receive and organize office materials and supplies.
Receive, sort and distribute incoming and outgoing correspondence.
Perform related duties and responsibilities as required.
Minimum Qualifications/Knowledge, Skills & Abilities Minimum Qualifications Experience:
Two years of responsible clerical experience.
Training:
A High School Diploma or G.E.D.
Knowledge, Skills & Abilities Knowledge of:
- English usage, spelling, grammar and punctuation.
- Modern office procedures, methods and computer equipment.
- Basic principles of record keeping.
- Fundamental principles and procedures of record keeping.
Ability to:
- Learn and correctly interpret and apply the policies and procedures of the function to which assigned.
- Perform routine clerical work including maintenance of appropriate records and compiling information for reports.
- Type or word process at a speed necessary for successful job performance.
- Operate a variety of office machines.
- Perform routine mathematical calculations.
- Respond to requests and inquiries from the general public.
- Understand and carry out oral and written directions.
- Communicate clearly and concisely, both orally and in writing.
- Establish and maintain effective working relationships with those contacted in the course of work.
- Correctly interpret and apply the policies and procedures of the function to which assigned.
- Perform general clerical work including maintenance of appropriate records and compiling information for reports.
- Work independently in the absence of supervision.
Additional Information SUPPLEMENTAL INFORMATION Working Conditions Office and inspection site environment; exposure to dust and noise; some climbing, stooping, light lifting and inspecting in confined areas.
The Recruitment & Selection Process 1. Applications are due by 5:00 P.M. on
Monday, July 15, 2024. Applicants must submit a completed City of Vallejo online application, including all responses to the Supplemental Questionnaire (Resume/Cover Letter Optional), by the posted deadline in order to be considered.
NOTE: If you have problems creating a user account, obtaining your already created account information, or submitting your online application, please contact governmentjobs.com applicant support directly at 855-524-5627. City of Vallejo staff are unable to assist with these issues.
2. Applications will be screened for overall qualifications the week of
July 15, 2024.3. Applicants who meet the minimum qualifications will have their supplemental responses scored by subject matter experts the week of
July 15, 2024. The most qualified applicants from the scoring of the supplemental questions will be invited for an Online Assessment.
4. Applicants who are found to be the best qualified will be invited to participate in an online skills assessment the week of
July 22, 2024. The most qualified applicants from the online skills assessment will be invited for an Oral Board Interview.
5. Oral Panel Interviews are tentatively scheduled to take place the week of
July 29, 2024. Oral Panel Interviews are weighted at 100% of the candidates' score. Candidates must achieve a minimum passing score of 70%. Those achieving 70% or higher will be placed on the Register of Eligibles (eligible list) and may be considered to fill positions for up to one year.
The City reserves the right to limit the number of candidates to those determined to be best qualified based upon all requested application materials, including training and experience, current resume, and responses to supplemental questions.
6. Candidates placed on the Register of Eligibles (eligible list) will be referred to the department for final interviews based on their performance in the exam. The number of candidates referred for a hiring interview is at the discretion of the hiring department.
REASONABLE ACCOMMODATIONS The City of Vallejo is committed to providing reasonable accommodation to applicants as required by the Americans with Disabilities Act (ADA) and the Fair Employment and Housing Act (FEHA). Qualified individuals with disabilities who need a reasonable accommodation during the application, assessment or selection process may contact the Human Resources Department to request an accommodation. Please contact Martha Galo at (707) 648-4365 or send an email to:
martha.galo@cityofvallejo.net no later than
July 15, 2024 at 5:00 p.m. PRIOR TO HIRE The selected candidate will be required to: 1) Submit to reference checks 2) Submit to and
successfully pass a pre-employment background check, including fingerprint check. 3) Successfully complete a job-related pre-placement medical exam. 4) Provide proof of legal right to work in the United States.
Disaster Service Workers - All City of Vallejo ("City") employees are designated Disaster Service Workers ("DSW") by state law (California Government Code Section 3100-3109). Employment with the City requires the affirmation of a loyalty oath to this effect. Employees are required to complete all DSW-related training as assigned and to return to work as ordered in the event of an emergency.
Veteran's Preference - Veteran's preference points will be applied in accordance with Civil Service Rule 24. A copy of the DD 214 form must be filed at time of application.
Equal Opportunity Employer (EOE) - The City of Vallejo is an Equal Opportunity Employer. It is the policy of the City of Vallejo to provide equal employment opportunity for all qualified persons. All applicants will be considered without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, gender, gender identity, gender expression, marital status, ancestry, medical condition (cancer and genetic characteristics), genetic information, or denial of medical and family care leave, or any other non-job-related factors.
Note: The provisions in this bulletin do not constitute a contract, expressed or implied, and any provisions contained in this bulletin may be modified or revoked without notice.
Closing Date/Time: 7/15/2024 5:00 PM Pacific
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