The City of San Mateo is seeking an Assistant to the City Clerk, who is responsible for being the first point of contact for the front counter and the primary receptionist. This role requires the ability to help demystify government services and processes and assist citizens in accessing the right services. Administrative functions include records management, managing and ordering office supply inventory, writing correspondence, creating certificates of commendation, and maintaining multiple calendars. The successful candidate will have excellent attention to detail, writing and proofreading skills, and a positive, flexible, and resilient attitude.

About City of San Mateo

San Mateo is a city of more than 100,000 residents in San Mateo County, California, on the San Francisco Peninsula. One of the City's strengths is its diversity, both in ethnic makeup and in the community's physical development. The City's mission is to serve the San Mateo community with a collaborative, innovative, and professional spirit.

Qualifications

Three years of increasingly responsible administrative support experience which included public contact and working with records management systems similar to the systems/programs of the City of San Mateo City Clerk Department
Equivalent to high school graduation supplemented by college level coursework in business administration, public administration, or other related specialized training
Any recent training such as academic courses and certification programs, which are relevant to this job classification
This position may be required to obtain and maintain certification as a Notary Public and possess an appropriate valid California Driver’s License

Skills and abilities

Exemplify an enthusiastic, resourceful, and effective customer service attitude with all who are contacted in the course of the work
Manage and prioritize assigned projects while ensuring completion in a timely manner • Design and implement procedures and programs
Solve problems, use sound judgment, and make decisions that are consistent with department philosophy • Work independently with minimal direction
Communicate in a positive and clear manner, both written and verbal
Effectively work with a variety of people at varying levels in the organization as well as the public and members of the City Council
Stay calm under the pressure of deadlines
Work with a sense of urgency
Promote continuous improvement of systems and processes
Provide an accurate and detail oriented work product
Attend evening meetings
Learn, interpret, and apply City and department rules, regulations, policies, practices, ordinances, resolutions and laws
Learn and operate specialized systems and software, such as document imaging, agenda management, automated 700 filing, public records request, and intranet and internet software
Understand the organization and operation of City government and of outside agencies as necessary to assume assigned responsibilities
Independently prepare correspondence and memorandums
Understand and carry out oral and written directions
Establish and maintain cooperative working relationships with those contacted in the course of work

Responsibilities

Attend meetings as required, may prepare meeting minutes, may assist in City Council agenda preparation and follow-up, as needed; manage Council reservations, correspondence and calendars
Manage, implement, and monitor the Clerk’s records management programs, including document imaging, the receipt, storage, retrieval and disposition of official City records; work with records representatives from other departments and train them in the process
Assist with coordinating the bi-annual City-wide Records Clean-up Event; maintain comprehensive indexing and filing system of City Council actions, including resolutions, ordinances, deeds, contracts, and agreements; provide research to staff and the public on information needs, as needed
Provide information and answer inquiries from officials, the public, and City staff on laws, procedures, and policies, such as the City Municipal Code, the Brown Act, and the Public Records Act; organize and assist with the filing of Statements of Economic Interests and Campaign Statements for candidates, office holders and City employees; record and file deeds and other documents requiring recordation; maintain and monitor agreements and insurance certificates; perform special projects as needed; and ensure the provision of official notification of public hearings, including legal notices in accordance with City, State, and Federal laws.
Apply applicable policies and procedures in determining completeness of applications, records and reports
Ensure that meeting facilities are properly prepared
Maintain logs and manage Council and Clerk correspondence and responsiveness from other departments; receive, sort and distribute incoming and outgoing correspondence
Assist Deputy with the preparation and distribution of notices, action reports, letters, and other correspondence as required by action taken in the meetings
Act as receptionist and primary responsibility for staffing the front counter; answer the telephone and assist the public and internal customers by responding to requests for information; issue, receive, process various applications
Order office supplies, manage supply inventory; submit expense claims, pay bills as needed We invite applications for the position of: ASSISTANT TO THE CITY CLERK $6,009 – $7,165 Monthly Plus a comprehensive benefits package
Perform general clerical work including filing, scheduling appointments, and processing personnel, payroll and purchasing information
May maintain petty cash fund; accept payment of fees; maintain and process cash records

COmpensation and Benefits

Salary: $6,009 - $7,165/month
Comprehensive benefits package including generous paid leave and health benefits
CalPERS retirement (2% @ 55 for classic members; 2% @ 62 for new members). Classic employees contribute 8.30% to CalPERS and New members contribute 6.75% to CalPERS. 
Participation in the Social Security Program
Programs: Deferred Compensation plan with City match up to 0.5% of base salary, City will contribute 0.5% of base salary to the deferred compensation plan, and 1% city contribution to a Retirement Health Savings Account
Free Fitness classes through City of San Mateo Parks and Recreation, Employee Assistance Program and Credit Union Membership
Bilingual Diff: $195 monthly (if applicable)
This classification is represented by the San Mateo City Employees’ Association