City of Hayward, CA
Senior Secretary
City of Hayward, CA, Hayward, California, us, 94557
Salary :
$87,963.20 - $102,419.20 Annually
Location :
Hayward, CA
Job Type:
Full-Time
Remote Employment:
Flexible/Hybrid
Job Number:
C115-2024-09
Department:
City Clerk's Office
Opening Date:
09/17/2024
Closing Date:
10/2/2024 11:59 PM Pacific
Description
DEADLINE TO APPLY :
Apply by October 2, 2024
THE POSITION:The ideal candidate for the Senior Secretary position in the City Clerk's Office will be a highly organized and detail-oriented individual, capable of handling a wide range of administrative and clerical duties. They should possess excellent communication skills, both written and verbal, to efficiently interact with members of the public, City officials, and other departments. Strong proficiency in office software, including word processing and spreadsheets, is essential for this role. The candidate will also need to demonstrate a deep understanding of record-keeping and be able to maintain confidentiality with sensitive information. Familiarity with the City's legislative process, Municipal Code, and Public Records Act is a plus. Additionally, the ideal candidate should be a proactive problem solver, with the ability to prioritize tasks and manage multiple projects simultaneously. Experience in taking minutes for a public body and interacting with members of the public is highly desirable.
The Senior Secretary position is a City-wide classification utilized in many departments. The current vacancy is in the City Clerk's Office; however, this list will also be used as vacancies open in other City departments.
Essential Duties
What you will do:Duties may include but are not limited to the following:
Relieve supervisor or other department staff of administrative support service functions; utilize independent judgement and initiative.Act as interdepartmental liaison relating to administrative or project support functions for the office and for compliance with city regulations and practices relating to those functions.Perform administrative clerical duties related to area of assignment such as rent review, automated inventory systems or plan review.Interpret, apply and explain polices and procedures related to area of assignment; determine eligibility of participation by individuals requesting services related to area of assignment.Prepare correspondence and supporting documentation relating to area of assignment; maintain accurate records and files of program activities.Plan, assign and review the work of assigned clerical personnel including providing input on performance evaluations.Respond to public inquiries, both on the telephone and in person, and refer to appropriate staff member for more specific information as appropriate; exhibit familiarity with functions of the city.Assist in preparing procedures, operating manuals, written material, budgets, forms, charts and/or other documents for internal or external distribution.Act as information source to inquiries not requiring the supervisor's attention and otherwise assist in representing the department by telephone and in person.Type letters, reports, memoranda and other documents relating to the department or division which may include contracts, proposals, technical documents, statistical and/or special forms, budgets, and charts.Compose routine correspondence and memoranda; proofread for accuracy, correct form, content and proper English usage.Collect information from a variety of documents pertinent to assigned department or functional area of responsibility; compile data for reports; prepare routine reports as required.Maintain and monitor records and files; follow up on due dates; perform other monitoring functions to ensure timely completion of work.May make appointments for staff and maintain daily calendars; may arrange meetings and conferences for supervisor and/or other administrative staff; prepare material and handle transportation when necessary.Perform related duties as assigned.Link to full job description:
CORE COMPETENCIES
Knowledge of:
English usage, spelling, grammar, and punctuation.Modern office methods, practices, procedures and computer equipment.Filing and record keeping systems.Business letter and report writing.Ability to:
Understand the organization and operations of the city and of outside agencies as necessary to assume assigned responsibilities.Communicate clearly and concisely, both orally and in writing.Organize duties and determine priorities in order to meet assigned deadlines.Interpret, explain and apply operating policy, rules and procedures of assigned department.Establish and maintain basic financial records; make mathematical computations.Compile and maintain complex and extensive records and files.Type accurately at 50 words per minute.Operate a variety of office machines and computer equipment.Establish and maintain effective work relationships with those contacted in the course of work.JOB RELATED AND ESSENTIAL QUALIFICATIONSMinimum Qualifications
You have:Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Experience: Three (3) years of increasingly responsible secretarial and clerical work.
Education: Equivalent of the completion of the twelfth (12th) grade.Supplemental Information
BENEFITS AND REWARDS:Depending on employee group, some of these benefits may include:
Alternative Work Schedule and/or TelecommutingVacation - 80 hours minimum14.5 Paid HolidaysGenerous employer contribution for Health, Dental and Vision coverageCalPERS Defined Benefit Retirement Plan (2.5% at 55 for Classic CalPERS members | 2.0% at 62 for New CalPERS members | 3.0% at 50 for Classic Safety members | 2.7% at 57 for New Safety Members) - No Social Security participation.Life and Disability Insurance and Paid LeaveFlexible Spending AccountsTuition ReimbursementHealth and Wellness ReimbursementProfessional Development Reimbursement457 Deferred Compensation Plan (employee paid)SELECTION PROCEDURE
Apply
- submit a completed City of Hayward job application, license, and responses to the Supplemental Questionnaire, which fully describe the nature of their professional experience and qualifications.
Application Review
-A. Minimum qualifications
B. Completion of the supplemental questionnaireC. Typing Examination
D. Written Examination
The rating of the supplemental questions may determine application status and/or rank on the eligible list. Applications submitted without all required materials will not be considered.
Job Related Testing
-
Typing Examination - Tentatively Scheduled for Mid October
Written Examination - Tentatively Scheduled for the Week of October 14, 2024
The examination process will result in a ranked eligible register of candidates for hiring consideration by the department derived from any of the exam processes mentioned above.
Department Interviews
- Actual hire depends on success in the departmental selection process. Include specific or approximate dates here.
Candidates under final consideration for employment with the City should expect to undergo an employment background/reference check that may include, but is not limited to: employment history verification, medical evaluation, confirmation of educational credentials and degrees, licenses including driver's license, registrations, certificates, and other credentials as part of the appointment process. Some positions, depending on the nature of the work, also require a credit check and a review of Summary Criminal History obtained from the State Department of Justice through Live Scan Fingerprinting.Applicants will be notified electronically via Government Jobs as to their status in the selection process. It is the responsibility of the applicant to ensure they can receive email notice from Neogov/Government Jobs and the City of Hayward.
The City of Hayward reserves the right to modify the selection process as necessary to conform to administrative or business necessity.APPLICATIONS
Candidates are encouraged to apply online at www.hayward-ca.gov under the Current Vacancies tab or at www.GovernmentJobs.com. Paper applications can be obtained by visiting the Human Resources Department at Hayward City Hall located at 777 B Street, Hayward, CA 94541. Office hours are Monday through Friday, 8 a.m. to 5 p.m.
Apply prior to the closing time of the job announcement and allow at least one (1) hour to submit your application if you are a new user to the system. Our on-line application system is provided by Government Jobs. If you have problems while applying online, please contact the Government Jobs Help Desk at (855) 524-5627.
The City of Hayward is an Equal Opportunity Employer
Benefits Overview
This summary provides a brief overview of the benefits available to regular full-time City employees. As indicated in the 2020 Benefit Summary, some employee groups have different benefits based upon negotiated agreements. Depending on employee group, some of these benefits may include:
Your choice of CalPERS Medical Plan (with generous employer contribution)CalPERS Defined Benefit Retirement Plan (2.5% at 55 for Classic CalPERS members | 2.0% at 62 for New CalPERS members | 3.0% at 50 for Classic Safety members | 2.7% at 57 for New Safety Members)Dental Insurance (plans available through Dental Dental or United Concordia)Vision InsuranceLife InsuranceDisability InsurancePaid LeavePaid HolidaysFlexible Spending AccountsTuition ReimbursementHealth and Wellness ReimbursementProfessional Development Reimbursement457 Deferred Compensation Plan (employee paid)Other Employee Paid benefits include Aflac, LegalShield, etc.
To view a summary of the benefits the City offers, please click
01
Please be sure to answer the supplemental questions thoroughly and accurately. Applicants are responsible for clearly, completely, and accurately identifying their qualifications. Your responses to the questions must be supported by both the work experience listed on your application as well as your resume. The rating of the supplemental questions may determine your application status and/or rank on the eligible list. Responses should be sufficiently detailed to assist in evaluating your qualifications for this position. Writing 'see resume' or 'N/A' is not a sufficient response. I have read and understand the statement above concerning submission of supplemental questionnaire responses.
YesNo
02
Do you possess a high school diploma or equivalent?
YesNo
03
How many years of increasingly responsible secretarial and clerical work do you possess?
No experienceLess than one yearMore than one year but less than two yearsMore than two years but less than three yearsMore than three years but less than four yearsMore than four years but less than five yearsMore than five years but less than six yearsMore than six years but less than seven yearsSeven plus years experience
04
Provide an example of your work experience that portrays your ability to prioritize and accomplish your daily tasks while dealing with heavy phone and walk in traffic.
05
Describe your role and experience in scheduling and coordinating the logistics for meetings and events with attendees that have busy schedules.
06
Provide an example where you had to address a situation/accomplish a task with little to no direction. Describe the situation/task, the steps you took, and provide what the outcome was.
07
Describe your experience in preparing essential documents (such as budgets, operating manuals, procedures, etc.) for internal and/or external distribution.
08
What personal skills, abilities, and qualifications do you have that you feel have prepared you for this position?
Required Question
$87,963.20 - $102,419.20 Annually
Location :
Hayward, CA
Job Type:
Full-Time
Remote Employment:
Flexible/Hybrid
Job Number:
C115-2024-09
Department:
City Clerk's Office
Opening Date:
09/17/2024
Closing Date:
10/2/2024 11:59 PM Pacific
Description
DEADLINE TO APPLY :
Apply by October 2, 2024
THE POSITION:The ideal candidate for the Senior Secretary position in the City Clerk's Office will be a highly organized and detail-oriented individual, capable of handling a wide range of administrative and clerical duties. They should possess excellent communication skills, both written and verbal, to efficiently interact with members of the public, City officials, and other departments. Strong proficiency in office software, including word processing and spreadsheets, is essential for this role. The candidate will also need to demonstrate a deep understanding of record-keeping and be able to maintain confidentiality with sensitive information. Familiarity with the City's legislative process, Municipal Code, and Public Records Act is a plus. Additionally, the ideal candidate should be a proactive problem solver, with the ability to prioritize tasks and manage multiple projects simultaneously. Experience in taking minutes for a public body and interacting with members of the public is highly desirable.
The Senior Secretary position is a City-wide classification utilized in many departments. The current vacancy is in the City Clerk's Office; however, this list will also be used as vacancies open in other City departments.
Essential Duties
What you will do:Duties may include but are not limited to the following:
Relieve supervisor or other department staff of administrative support service functions; utilize independent judgement and initiative.Act as interdepartmental liaison relating to administrative or project support functions for the office and for compliance with city regulations and practices relating to those functions.Perform administrative clerical duties related to area of assignment such as rent review, automated inventory systems or plan review.Interpret, apply and explain polices and procedures related to area of assignment; determine eligibility of participation by individuals requesting services related to area of assignment.Prepare correspondence and supporting documentation relating to area of assignment; maintain accurate records and files of program activities.Plan, assign and review the work of assigned clerical personnel including providing input on performance evaluations.Respond to public inquiries, both on the telephone and in person, and refer to appropriate staff member for more specific information as appropriate; exhibit familiarity with functions of the city.Assist in preparing procedures, operating manuals, written material, budgets, forms, charts and/or other documents for internal or external distribution.Act as information source to inquiries not requiring the supervisor's attention and otherwise assist in representing the department by telephone and in person.Type letters, reports, memoranda and other documents relating to the department or division which may include contracts, proposals, technical documents, statistical and/or special forms, budgets, and charts.Compose routine correspondence and memoranda; proofread for accuracy, correct form, content and proper English usage.Collect information from a variety of documents pertinent to assigned department or functional area of responsibility; compile data for reports; prepare routine reports as required.Maintain and monitor records and files; follow up on due dates; perform other monitoring functions to ensure timely completion of work.May make appointments for staff and maintain daily calendars; may arrange meetings and conferences for supervisor and/or other administrative staff; prepare material and handle transportation when necessary.Perform related duties as assigned.Link to full job description:
CORE COMPETENCIES
Knowledge of:
English usage, spelling, grammar, and punctuation.Modern office methods, practices, procedures and computer equipment.Filing and record keeping systems.Business letter and report writing.Ability to:
Understand the organization and operations of the city and of outside agencies as necessary to assume assigned responsibilities.Communicate clearly and concisely, both orally and in writing.Organize duties and determine priorities in order to meet assigned deadlines.Interpret, explain and apply operating policy, rules and procedures of assigned department.Establish and maintain basic financial records; make mathematical computations.Compile and maintain complex and extensive records and files.Type accurately at 50 words per minute.Operate a variety of office machines and computer equipment.Establish and maintain effective work relationships with those contacted in the course of work.JOB RELATED AND ESSENTIAL QUALIFICATIONSMinimum Qualifications
You have:Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Experience: Three (3) years of increasingly responsible secretarial and clerical work.
Education: Equivalent of the completion of the twelfth (12th) grade.Supplemental Information
BENEFITS AND REWARDS:Depending on employee group, some of these benefits may include:
Alternative Work Schedule and/or TelecommutingVacation - 80 hours minimum14.5 Paid HolidaysGenerous employer contribution for Health, Dental and Vision coverageCalPERS Defined Benefit Retirement Plan (2.5% at 55 for Classic CalPERS members | 2.0% at 62 for New CalPERS members | 3.0% at 50 for Classic Safety members | 2.7% at 57 for New Safety Members) - No Social Security participation.Life and Disability Insurance and Paid LeaveFlexible Spending AccountsTuition ReimbursementHealth and Wellness ReimbursementProfessional Development Reimbursement457 Deferred Compensation Plan (employee paid)SELECTION PROCEDURE
Apply
- submit a completed City of Hayward job application, license, and responses to the Supplemental Questionnaire, which fully describe the nature of their professional experience and qualifications.
Application Review
-A. Minimum qualifications
B. Completion of the supplemental questionnaireC. Typing Examination
D. Written Examination
The rating of the supplemental questions may determine application status and/or rank on the eligible list. Applications submitted without all required materials will not be considered.
Job Related Testing
-
Typing Examination - Tentatively Scheduled for Mid October
Written Examination - Tentatively Scheduled for the Week of October 14, 2024
The examination process will result in a ranked eligible register of candidates for hiring consideration by the department derived from any of the exam processes mentioned above.
Department Interviews
- Actual hire depends on success in the departmental selection process. Include specific or approximate dates here.
Candidates under final consideration for employment with the City should expect to undergo an employment background/reference check that may include, but is not limited to: employment history verification, medical evaluation, confirmation of educational credentials and degrees, licenses including driver's license, registrations, certificates, and other credentials as part of the appointment process. Some positions, depending on the nature of the work, also require a credit check and a review of Summary Criminal History obtained from the State Department of Justice through Live Scan Fingerprinting.Applicants will be notified electronically via Government Jobs as to their status in the selection process. It is the responsibility of the applicant to ensure they can receive email notice from Neogov/Government Jobs and the City of Hayward.
The City of Hayward reserves the right to modify the selection process as necessary to conform to administrative or business necessity.APPLICATIONS
Candidates are encouraged to apply online at www.hayward-ca.gov under the Current Vacancies tab or at www.GovernmentJobs.com. Paper applications can be obtained by visiting the Human Resources Department at Hayward City Hall located at 777 B Street, Hayward, CA 94541. Office hours are Monday through Friday, 8 a.m. to 5 p.m.
Apply prior to the closing time of the job announcement and allow at least one (1) hour to submit your application if you are a new user to the system. Our on-line application system is provided by Government Jobs. If you have problems while applying online, please contact the Government Jobs Help Desk at (855) 524-5627.
The City of Hayward is an Equal Opportunity Employer
Benefits Overview
This summary provides a brief overview of the benefits available to regular full-time City employees. As indicated in the 2020 Benefit Summary, some employee groups have different benefits based upon negotiated agreements. Depending on employee group, some of these benefits may include:
Your choice of CalPERS Medical Plan (with generous employer contribution)CalPERS Defined Benefit Retirement Plan (2.5% at 55 for Classic CalPERS members | 2.0% at 62 for New CalPERS members | 3.0% at 50 for Classic Safety members | 2.7% at 57 for New Safety Members)Dental Insurance (plans available through Dental Dental or United Concordia)Vision InsuranceLife InsuranceDisability InsurancePaid LeavePaid HolidaysFlexible Spending AccountsTuition ReimbursementHealth and Wellness ReimbursementProfessional Development Reimbursement457 Deferred Compensation Plan (employee paid)Other Employee Paid benefits include Aflac, LegalShield, etc.
To view a summary of the benefits the City offers, please click
01
Please be sure to answer the supplemental questions thoroughly and accurately. Applicants are responsible for clearly, completely, and accurately identifying their qualifications. Your responses to the questions must be supported by both the work experience listed on your application as well as your resume. The rating of the supplemental questions may determine your application status and/or rank on the eligible list. Responses should be sufficiently detailed to assist in evaluating your qualifications for this position. Writing 'see resume' or 'N/A' is not a sufficient response. I have read and understand the statement above concerning submission of supplemental questionnaire responses.
YesNo
02
Do you possess a high school diploma or equivalent?
YesNo
03
How many years of increasingly responsible secretarial and clerical work do you possess?
No experienceLess than one yearMore than one year but less than two yearsMore than two years but less than three yearsMore than three years but less than four yearsMore than four years but less than five yearsMore than five years but less than six yearsMore than six years but less than seven yearsSeven plus years experience
04
Provide an example of your work experience that portrays your ability to prioritize and accomplish your daily tasks while dealing with heavy phone and walk in traffic.
05
Describe your role and experience in scheduling and coordinating the logistics for meetings and events with attendees that have busy schedules.
06
Provide an example where you had to address a situation/accomplish a task with little to no direction. Describe the situation/task, the steps you took, and provide what the outcome was.
07
Describe your experience in preparing essential documents (such as budgets, operating manuals, procedures, etc.) for internal and/or external distribution.
08
What personal skills, abilities, and qualifications do you have that you feel have prepared you for this position?
Required Question