Administrative Clerk/Technician Job at Los Altos Hills, Santa Clara County, California

Administrative Clerk/Technician

Town of Los Altos Hills , California


Job Information 

Part-Time

City Clerk

Mid Level

Salary/Wage 

$23.21 - $39.77 Hourly

Application Deadline 

Until filled

No Application Deadline

Recruitment Type 

Open Competitive

Details 

About the Town

The Town of Los Altos Hills is a semi-rural residential community located in the scenic hills of northern Santa Clara County.  The Town's 8,300 residents take great pride in the natural beauty of the Town.  Many residents are actively engaged in local government with over 150 residents serving on City Council appointed advisory committees. The Town’s finances are strong due to a steady local real estate market and a prudent expenditure plan.   The 2019-20 budget totals $17.1M, which $13.5 is the General Fund.  With 23 in-house staff members, the Town provides planning, building, and engineering services; street, drainage, and pathway maintenance; parks and recreation; emergency preparedness and code enforcement; and sewer services.  Law enforcement services are provided under a contract with the Santa Clara County Sherriff’s Office and fire services are provided by the Los Altos Hills County Fire District, a dependent district of Santa Clara County.   

Position Description

Under general supervision provides technical assistance in the City Clerk Department.  Performs a variety of customer service duties as required for the efficient operation of Town services including, but not limited to: website maintenance; a variety of clerical assignments; processes invoices for payment; schedules Town services; forwards service requests and inquiries to the proper Town employee or official.  Provides information on a wide range of public issues in a responsible and courteous manner.

Example of Duties

Depending upon assignment, duties may include, but are not limited to, the following:

City Clerk Department Duties

  • Responsible to develop, maintain and troubleshoot the Town’s website.
  • Organizes and maintains accurate and detailed databases, files, and records, verifies accuracy of information, researches discrepancies, and records information; ensures compliance with established records retention schedules including archiving, scanning, and destroying files.
  • Responsible for the organization, maintenance and upkeep of City Clerk Department files including incoming correspondence, engineer reports, and other documents as assigned; reports any problems to the City Clerk.
  • Designs, creates, and edits a variety of documents, including correspondence, letters, memos, agendas, reports, lists, forms, schedules, organization charts, flyers, event material, and reports.
  • Periodically records official documents with the County Clerk or Recorder.
  • Maintains mailing lists and prepares and circulates notices for City Council meetings.
  • Performs a variety of office support duties such as scheduling and coordinating meetings, conferences, and trainings, coordinating travel arrangements, and ordering and maintaining office and other related supplies.
  • Assist in preparing agenda packets for City Council meetings, including copying reports, arranging, and collating reports and plans, and distribution to the Council.
  • Prepares meeting room for City Council meetings, including setting up recording equipment and sound system, Council and staff materials, and extra copies of agendas, reports and plans for public review.
  • Responsible for organizing event/party planning.
  • Additional duties as assigned by the City Clerk.

Administrative

  • Receives and effectively routes telephone calls; greets visitors to Town Hall and directs them to appropriate staff member; answers questions regarding Town processes and services; provides information of a general nature to the public including distributing forms and explaining procedures; receives complaints and requests for information; routes queries for necessary action.
  • Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a  variety of work tasks.
  • Research and summarize information; prepare clear and concise reports, correspondence, procedures, and other written materials.
  • Establish and maintain a variety of filing, record keeping, and tracking systems.
  • Communicate clearly and concisely, both orally and in writing, using approp0riate English grammar and syntax.
  • Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
  • Receives and processes requests for service to the Town’s roadways, pathways, sewers, parks, and other facilities. 
  • Coordinates office machine and building facility service calls.
  • Performs typing, data entry, filing and a variety of clerical work.

Cashiering Duties                                                                        

  • Perform basic arithmetic computations accurately.
  • Ability to reconcile City Clerk’s credit card statement.
  • Data entry accounts payables including invoices for payment, purchase orders, requisitions, check requests and other disbursements in accordance with established policies and procedures.

QUALIFICATIONS

Ability to:

  • Manage basic filing systems; arrange and/or compile source documents alphabetically, numerically, and chronologically.
  • Exercise a decision making process consistent with the Town’s past practices.
  • Speak clearly and understandably; interact effectively with the public, at the counter and on the telephone.
  • Communicate effectively and tactfully.
  • Understand and follow oral and written instructions.
  • Meet and greet the customers in a productive, efficient, and cordial manner.
  • Establish and maintain effective working relationships with staff, Town officials, and the general public.
  • Maintain a positive attitude and a willingness to support others.
  • Work with little supervision and take initiative to improve the workplace.
  • Self-motivates, ability to work with little supervision

Knowledge of:

  • Windows based personal computers and current version Microsoft Office with a high proficiency in Microsoft Word, Excel, and PowerPoint.
  • Relational databases, Laserfiche and CivicPlus preferred.
  • Business English, spelling, punctuation and mathematics.
  • Basic cash receipting and handling principles. 
  • California local government policies and regulations. 
  • Basic human resources functions

Education and Experience:

Any combination of training and experience that would provide the required knowledge, skills and abilities is qualifying.  A typical way to obtain the required qualifications would be: Equivalent to completion of the twelfth (12th) grade and four (4) years of increasingly responsible clerical experience in a fast paced, customer service organization, preferably in a public agency. A four (4) year degree may substitute for two years of experience.

Licenses and certifications:

Must possess and maintain a valid California class C driver’s license and have a satisfactory driving record.

Physical demands:

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter and retrieve data using a computer keyboard, typewriter keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push and pull drawers open and closed to retrieve and file information. Positions in this classification occasionally lift and carry reports and records that typically weigh less than 20 pounds.

Benefits

  • CalPERS Retirement
    • New employees with no prior CalPERS service or have a break in CalPERS service of 6 months or more: 2% @ 62. Employees are required by law to pay 50% of the normal cost, or 6.5%.
    • New employees who are classic CalPERS member and did not have a break in service for more than 6 months: 2% @ 60.  Employees are responsible for CalPERS member contribution, currenlty set at 7.0%.
  • Health Insurance – Town provides a generous flexible spending allowance to employees at a rate that currently covers up to the Kaiser premium cost.
  • Dental Insurance – Town paid insurance through Assurant Employee Benefits for employee and eligible dependents.
  • Vision Insurance – Town paid insurance through VSP for employee and eligible dependents.
  • Life and Accidental Death and Dismemberment (ADD) Insurance – Town paid Life and ADD insurance for active employees to receive a lump sum amount up to the employee’s annual salary in the event of a qualified loss while employed by the Town.

Recruitment Contact

Contact email: 

dpadovan@losaltoshills.ca.gov

CLICK ON APPLY LINK TO LEARN MORE 

Location 

26379 W Fremont Rd

Los Altos Hills, CA 94024

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