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NEOGOV · 20 hours ago

Administrative Coordinator-City Clerk's Office

San Ramon, CA

Full-time

Onsite

Mid, Senior Level

$87K/yr - $108K/yr

3+ years exp

NEOGOV is a company that operates within the public sector, and they are seeking an Administrative Coordinator for the City Clerk's Office. The role involves providing complex administrative support, overseeing records management, and ensuring compliance with public records laws while interacting with city staff and the public.

GovTechHuman ResourcesInformation TechnologySoftware

Responsibilities

Oversees and ensures that the office administrative functions of the organizational unit to which assigned are effectively carried out

Performs difficult, complex, technical, and/or specialized office support work, which requires the exercise of independent judgment, the application of technical skills, and a detailed knowledge of the activities and procedures specific to the department or unit to which assigned

Coordinates and maintains the City’s records management program, including retention schedules, archiving, and destruction of records in compliance with legal requirements

Oversees the processing of Public Records Act (PRA) requests, ensuring timely and accurate responses in accordance with state law

Maintains official City documents, including ordinances, resolutions, contracts, and meeting records; ensures proper indexing and retrieval systems

Assists in preparing agendas, minutes, and related materials for City Council and other official meetings as needed

Provides technical assistance to staff regarding records retention policies, public records requests, and document imaging systems

Evaluates the operations and activities of the office; recommends improvements and modifications; prepares various reports on operations and activities; considers resource availability; negotiates timelines as needed

May supervise staff, including determining workloads and schedules, evaluating staff performance, providing training and making hiring, promotion and disciplinary recommendations

Assists in the preparation of the annual budget for the assigned organizational area, including compiling data, making revenue projections and recommending service levels and enhancements; monitors and tracks expenditures, ensuring the department remains within approved budget allocations

Attends to a variety of administrative details such as keeping informed of departmental/division activities, transmitting information, developing, implementing and interpreting policies and procedures and monitoring day to day operations of the functional area to which assigned

Performs a variety of administrative support duties such as negotiating pricing agreements with vendors for equipment, supplies, printing services and office equipment maintenance under established guidelines; processes bills and invoices for payment; prepares and transmits a variety of financial documents and maintains records of financial transactions; may oversee the collection and record keeping of and/or collect and account for fees and other monies collected

Provides technical assistance to staff on operational issues such as personnel policies, purchasing, record keeping, training, risk management and contract administration

Performs project research and report preparation related to the activities of the organizational unit to which assigned; may prepare and update a variety of periodic and special narrative, accounting, database and statistical reports

Represents the office at meetings as assigned; acts as liaison between the department director and other staff or the public, coordinating resolutions to problems when appropriate

Receives and screens visitors and telephone calls requiring the use of judgment and the interpretation of policies, rules, procedures and ordinances

Prepares correspondence, reports, forms, vouchers, work orders, and specialized documents related to the organizational unit to which assigned from drafts, notes, brief instructions, corrected copy, or dictated tapes; proofreads materials for accuracy, completeness, compliance with departmental policies, formatting, and correct English usage, including grammar, punctuation, and spelling

Performs other duties of a similar nature or level

Qualification

Records managementCalifornia Public Records ActOffice administrationSupervisionCustomer serviceJudgmentDiscretionAttention to detailOrganizational skillsTime managementCommunication skills

Required

Equivalent to completion of two years of college-level coursework in business or a field related to the work

Three (3) years of office administrative or lead experience in the area of assignment

Possession and maintenance of a valid California driver's license and a satisfactory driving record may be required for specified positions

Preferred

Minimum of (3) years of public records experience - working in public sector within a Records Division/Unit

Public Records Act (PRA) training or equivalent experience

Benefits

CalPERS retirement

Medical, dental and vision plans

Medical Insurance is provided to employees through the CalPERS Public Employees Medical and Hospital Care Act (PEMHCA). City pays up to the Kaiser Bay Area Rate.

12 days of vacation and 12 days of sick leave accrued annually

10.5 paid holidays

3 floating holidays

Adoption benefits

Short- and long-term disability

Employee assistance program

Group and supplemental life insurance

Retiree health savings plan

Option to participate in the City's 457 deferred compensation and/or 457 Roth plans.