Staff Aide I

Description

The Department:
Community Development Department

The Housing & Community Services Division works to expand and preserve affordable housing through programs such as multi-family developments, inclusionary housing, and Below Market Purchase assistance. The division manages housing assets, provides development loans, enforces the Affordable Housing Ordinance, ensures compliance, and connects residents to affordable housing resources. It also administers federal and state grants to support capital improvements, fund public services for low-income residents, and address homelessness.

City Manager's Office

The City Manager's Office is responsible for providing strategic direction and support to all City departments for day-today operations and planning, as well as support to the City Council with its policy making. In this capacity, the City Manager's Office resolves complex administrative matters, performs City-wide policy analysis, directs city-wide emergency preparedness efforts; drives strategic planning and organizational development; oversees employee relations; directs the preparation of the budget in conformance with the Council's approved priorities and Budget Principles; and advises the Council of the City’s financial outlook. In addition, the City Manager's Office has direct responsibility for economic development, community outreach and engagement, property and contract management, special projects, and legislative research and advocacy.

The Position:
Community Development Department

The Staff Aide I position in the Housing & Community Services Division provides office administrative and program support, serving as a point of contact for public inquiries and connecting residents to affordable housing resources. Key duties include reviewing, formatting and submitting staff reports to the Clerk’s office, posting City Council meeting follow ups, processing Public Records Act requests, acting as a liaison to the City Clerk’s Office, managing contracts and document retention, timekeeping, and supporting purchasing, accounts payable, billing, and cashiering deposits. The role also assists with researching, planning community outreach events, tracking performance measures, updating division webpages and social media, and helping to onboard new staff. Additional duties may be assigned as needed. Strong organizational skills and attention to detail are essential. Bilingual Spanish proficiency is preferred but not required, and experience with Microsoft Excel and Word is also preferred.

City Manager's Office

The Staff Aide I position in the City Manager’s Office (CMO) will provide paraprofessional administrative support using advanced clerical skills and frequent use of judgment and interpretive ability related to research, data collection, analysis, report writing, and follow-up on items such as citizen concerns. In addition, the Staff Aide I provides administrative assistance to members of the CMO executive team in calendar management, meeting support, and other related tasks, as well as assist with coordination of Public Records Act requests and records management.

Additional Information:

Applications must be filled out completely (e.g. do not write “see resume, NA, or personnel file.”). To receive consideration for the screening process, candidates must submit a 1) Cover Letter and 2) Resume. Incomplete applications will not be considered.

Application packets may be submitted online through the “Apply Now” feature on the job announcement at www.santaclaraca.gov . Applications must be submitted by the filing deadline of April 29, 2025 at 4:00 PM.

THIS RECRUITMENT MAY BE USED TO FILL MULTIPLE POSITIONS IN THIS, OR OTHER DIVISIONS OR DEPARTMENTS BESIDES THE POSITIONS LISTED BELOW. IF YOU ARE INTERESTED IN EMPLOYMENT IN THIS CLASSIFICATION, YOU SHOULD APPLY TO ENSURE YOU ARE CONSIDERED FOR ADDITIONAL OPPORTUNITIES THAT MAY UTILIZE THE APPLICANTS FROM THIS RECRUITMENT. MEETING THE MINIMUM QUALIFICATIONS DOES NOT GUARANTEE ADMITTANCE INTO THE EXAMINATION PROCESS. ONLY THE MOST QUALIFIED CANDIDATES WHO DEMONSTRATE THE BEST COMBINATION OF QUALIFICATIONS IN RELATION TO THE REQUIREMENTS AND DUTIES OF THE POSITION WILL BE INVITED TO TEST OR INTERVIEW.

The annual salary range for this position is $91,167.24 - $116,173.44. This position may be filled at or near the minimum of the salary range.

Minimum Qualifications

EDUCATION AND EXPERIENCE

Minimum Education Requirements:

Completion of 30 semester units of college or university work in the areas of Business Administration, Public Administration, or a related field.

Minimum Experience Requirements:

• One year of progressively responsible investigation, coordination or technical report writing experience; or
• Two years of advanced administrative experience including frequent public contact.

Acceptable Substitution:

Additional qualifying experience may be substituted on a basis of one year of experience equals 30 semester units of the required education.

License/Certifications:

Possession of a valid California Class C driver's license may be required at time of appointment.

Desirable Qualifications:

Experience working with Windows based word processing, spreadsheet, database and/or desktop publishing is desirable.

Other Requirements:

• As a condition of employment, incumbents will be required to be fingerprinted
• Must be able to perform all of the essential functions of the job assignment

Follow this link to view the entire Class Specification, which includes more information on Typical Duties and Knowledge, Skills, and Abilities.

Candidates must attain a passing score on each phase of the examination process to qualify for the Eligible List. A department interview may be required prior to appointment.

Federal law requires all employees to provide verification of their eligibility to work in this country. Please be informed that the City of Santa Clara will not sponsor, represent, or sign documents related to visa applications/transfers for H1B or any other type of visa which requires an employer application.

VETERAN’S PREFERENCE POINTS: This position qualifies for Veteran’s Preference Points. Applicants who have separated from service (Active Duty Status) must submit proof of honorable discharge (Form DD214) with their application at time of filing or will be ineligible to have points added to their final score.

The City of Santa Clara is an equal opportunity employer. Applicants for all job openings will be considered without regard to age, race, color, religion, sex, national origin, sexual orientation, disability, veteran status or any other consideration made unlawful under any federal, state or local laws. The City of Santa Clara is committed to offering reasonable accommodations to job applicants with disabilities. If you need assistance or an accommodation due to a disability, please contact us at (408) 615-2080 or HumanResources@santaclaraca.gov .

City of Santa Clara Benefit Summary Overview for Bargaining Unit #5, 7, & 8
Employees Association

This summary provides a brief overview of the City of Santa Clara's benefits available to Bargaining Unit #5, 7, & 8 employees in 2025. In the event of any conflict between the information in this summary and the applicable official plan documents, City Manager's Directives (CMDs), Personnel and Salary Resolution, or Memorandum of Understanding (MOU), the applicable official plan documents, CMDs, Personnel and Salary Resolution, or MOU will prevail over this summary. Benefits are subject to change.
Retirement:

• Membership in the California Public Employees Retirement System (CalPERS)
  • Classic Employees: 2.7% @ age 55 formula - employee pays 8.00% of gross pay, minus $61 bi-weekly
  • New Employees: 2.0% @ age 62 formula - employee pays 7.00% of gross pay
• Medicare and Social Security (FICA)
  • Employee pays 6.20% up to $10,918.20 (Social Security) and 1.45% (Medicare) of gross pay

Health Insurance:

• The City contributes up to 100% of the premium of the Kaiser (Region 1) plan for Employee Only and Employee + 1 Dependent plans, and up to 90% of the premium of the Kaiser (Region 1) plan of the Employee + 2 or More Dependents plan
• Employees electing health coverage with premiums above the City health contribution will pay additional premium costs from salary on a pre-tax basis
• No cash difference is paid if an employee elects a plan cheaper than the max City contribution
• To be eligible for the City’s contribution toward health, employees must be on a paid status for at least 80 hours in the month prior to the month of coverage
• The City’s contribution is prorated based on scheduled hours for part time employees
• Coverage is effective as early as the first day of the month after date of hire
• Employees hired on or after 1/1/2022 who opt-out of City-offered health insurance and provide annual attestation and acceptable proof of alternative required coverage for themselves and their tax family, if applicable, are eligible for a cash-in-lieu amount of $250/month. Contact Human Resources for more details

Dental Insurance:

• Choice of two Delta Dental plans; enrollment is mandatory
• City pays lowest cost employee only plan; additional cost is paid by employee
• Coverage is effective as early as the first day of the month after date of hire

Vision Insurance:

• Choice of two VSP plans
• City pays lowest cost employee only plan; additional cost is paid by employee
• Coverage is effective as early as the first day of the month after date of hire

Voluntary Employee Beneficiary Association (VEBA):

• City contributes $50.00 a month toward employee's VEBA account
• Account funds may be used to pay for qualified medical expenses after separation from the City and after age 50 (pre-tax)

Life Insurance:

• City pays for $15,000 of Basic Life Insurance coverage
• Coverage is effective the first of the month after one calendar month of employment
• Additional optional insurance may be purchased by the employee for the employee, spouse, domestic partner, and/or dependent children

State Disability Insurance (SDI):

• Employee pays 1.2% of gross pay (includes Paid Family Leave)
• 7 day waiting period. Weekly paid leave for absences due to non-work related injuries/illnesses. Benefit is based on past earnings. Refer to edd.ca.gov for more information

Paid Family Leave (PFL):

• Up to 8 weeks of benefits within a 12-month period to care for a family member or to bond with a new child
• No waiting period. Weekly paid leave benefit. Benefit is based on past earnings. Refer to edd.ca.gov for more information

Long Term Disability (LTD) Insurance:

• Benefit is 2/3 of basic wage up to $7,500; max of $5,000/month
• City pays $.558/$100 of insured earnings
• 30 calendar day waiting period
• Coverage is effective the first of the month after one calendar month of employment

Deferred Compensation:

• Voluntary plan through Nationwide Retirement Solutions
• Employee may contribute up to the lesser of the IRS maximum or 100% of gross compensation into a pre-tax 457(b) account or a post-tax Roth 457(b) account (or a combination of the two accounts) subject to IRS rules

Flexible Spending Account (IRS Section 125 Plan):

• Employee may contribute up to $3,300 per year in pre-tax dollars to a health care spending account
• Employee may contribute up to $5,000 per year in pre-tax dollars to a dependent care spending account
• Employee may contribute up to $325 per month in pre-tax dollars to a commuter benefit plan

Vacation:

• Vacation is accrued bi-weekly, cannot use vacation during first 6 months of City service
  • For 1 - 4 years of service: 10 days (80 hours)/year
  • For 5 - 9 years of service: 15 days (120 hours)/year
  • For 10 - 15 years of service: 21 days (168 hours)/year
  • For 16 - 20 years of service: 22 days (176 hours)/year
  • For 21+ years of service: 24 days (192 hours)/year
• Maximum vacation accrual is 420 hours
• Once per year, employees can elect to convert up to 40 hours of accrued vacation to cash to be paid out the following calendar year

Sick Leave:

• Sick leave is accrued bi-weekly for equivalent of 96 hours per calendar year with no maximum accrual
  • Up to 48 hours/year of accumulated sick leave may be used for family illness
  • Up to 40 hours/year of accumulated sick leave may be used for personal leave
• Employee may convert sick leave to vacation once per calendar year (annual maximum conversion is 96 hours sick to 48 hours vacation)
• Partial sick leave payoff provision on retirement depending on years of service

Non-Management Leave:

• 40hours of non-management leave credited to employees each January 1st
  • New employees hired between January 1st and June 30th receive 40 hours of non-management leave their first year
  • New employees hired between July 1st and December 31st receive 20 hours of non-management leave their first year
  • Unused non-management leave may not be carried over from one calendar year to the next

Compensatory Time Off (CTO):

• Employees may accrue CTO in lieu of overtime hours (maximum accrual is set by department)
• 16 hours of CTO is credited to employees each January 1st (prorated if hired after January 1st)

Holidays:

• Seventeen paid eight-hour holidays per year (13 & 4 holidays between 12/25 to 1/1 of following year)

Reimbursements/Allowances (for specific classifications):

• Raingear: $150 per fiscal year for eligible classifications
• Safety Boots: $275 per fiscal year for eligible classifications
• Walking Shoes: $120 per fiscal year for eligible classifications (See MOU for details)
• Tools: $500 per fiscal year reimbursement for Auto Foreperson classification
• Phone allowance of $80/month for Senior Key Customer Representative(s) and Key Customer Representative(s) job classifications

Bilingual Pay:

• Certified bilingual employees are eligible for $55/bi-weekly bilingual pay

Night Differential Pay:

• Librarians and library support employees whose regular assignments are to City libraries are eligible for 5.0% night differential pay for all hours worked between 5:30 p.m. and 6:30 a.m. so long as they work a minimum of 2 consecutive hours between 5:30 p.m. and 6:30 a.m.
• All other employees are eligible for 5.0% night differential pay for all hours worked between 6:00 p.m. and 8:00 a.m. so long as they work a minimum of 2 consecutive hours between 6:00 p.m. and 8:00 a.m.

Standby Pay:

• Employees in the classification of Electric Utility Programmer Analyst, Electric Utility Network Administrator, and Senior Energy Systems Analyst are eligible for standby pay of $100/week when assigned to work standby

Tuition Reimbursement Program:

• Up to $2,000 per fiscal year for tuition reimbursement

Employee Assistance Program:

• Confidential counseling to employees and dependents. Up to maximum of five (5) consultations per family member per incident per year
• City paid benefit

Retiree Medical Reimbursement Program:

• Employees who retire from the City with at least ten (10) years of service shall receive reimbursement to help cover retiree single health insurance premiums. The reimbursement maximum includes the PEMHCA minimum.
• Up to age 65, retirees are eligible for reimbursement up to $425/month in 2025 (amount adjusted annually)
• After age 65, retirees are eligible for reimbursement up to $254/month in 2025 (amount adjusted annually)

Closing Date/Time: 4/29/2025 4:00 PM Pacific

• 

• City of Santa Clara

• 408-615-2080

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