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 Principal Office Specialist to become part of a dynamic and productive team that will provide support to Clerk Administration and Management; Council Support, and Legislative team.
Typical duties may include, but are not limited to the following:
- Collect and maintain a centralized and monthly performance measures and workload activities that is organized and ready for analysis across all Clerk programs.
- Place Clerk's Office supplies orders as well as Council Chamber supply orders after supervisor approval.
- May assist as backup coverage to the lone Agendadesk staffer managing Council and Council Committee Agenda postings, legal publications (approximately 300), city Calendar, unit web posting, Committee assignment lists, Brown Act Board and Boards and Commissions.
- May assist with some attendance of Council or Council Committee meetings together with City Clerk/Assistant City Clerk and Legislative Secretary to manage Zoom participants.
- May assist the City Clerk by providing clerical/administrative support by uploading campaign reports and statements to the system.
- Provide backup assistance to Records team including filing and scanning as needed, responding to simple Public Records requests, and database clean-up.
- Provide support to Clerk's Council Support/Fiscal team in grant database entry, tracking, fingerprinting, and backup travel coordination and timekeeping for all 12 offices and accounting processing during leaves and temporary vacancies.
- Performs other related duties as required.
- The successful candidate 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.
CompetenciesThe 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.
- Communication Skills - Effectively conveys information and expresses thoughts and facts clearly, orally and in writing; demonstrates effective use of listening skills; displays openness to other people's ideas and thoughts.
- Computer Skills - Experience with common business computer applications including but not limited to: Zoom, MS Outlook, MS Word, MS PowerPoint, and MS Excel, MS Teams.
- Customer Service - Demonstrates the ability to anticipate customers' needs and deliver services effectively and efficiently using professional demeanor.
- Initiative - Exhibits resourceful behaviors toward meeting job objectives; anticipates problems, is proactive, and avoids difficulties by planning ahead; displays willingness to assume extra responsibilities and challenges; pursues continuing education opportunities that promotes job performance.
- 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, fulfills responsibilities and maintains confidentiality as appropriate.
- Team Work & Interpersonal Skills - Develops effective relationships with co-workers and supervisors by helping others accomplish tasks and using collaboration and conflict resolutions skills.
This recruitment may be used to fill multiple positions in this, or other divisions or departments. 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.
(These qualifications are typically required. An equivalent combination of education and experience sufficient to satisfactorily perform the duties of the job may be substituted.) Education and Experience Completion of high school or equivalent (General Education Development (GED) Test or California Proficiency Certificate) AND three (3) years of experience in varied office clerical work.
Acceptable Substitution A Bachelor's Degree from an accredited college or university may be substituted for the required experience.
Selection ProcessThe 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 written/practical exercise.
You must answer all job-specific questions in 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 .
