Secretary

City of Vallejo
Published
November 8, 2019
Location
Vallejo, California
Job Type

Description

Description

THE CITY OF VALLEJO

The City of Vallejo is located in Solano County and has a population of approximately 121,000 residents. Vallejo is a rapidly changing, highly diverse community located midway between the cities of San Francisco and Sacramento. It is a friendly, active waterfront community that attracts innovative, hardworking people and takes great pride in its 148-year history and maritime heritage. Residents of Vallejo are situated to take advantage of the best of what the area has to offer. Golf, museums, performing arts, boutique shopping, brewpubs and a wide selection of restaurants are all available in Vallejo. Residents and visitors alike enjoy Vallejo's delightful historical downtown area, weekly downtown farmer's market, and beautifully restored Victorian homes and business facades. Vallejo is also home to Six Flags Discovery Kingdom, one of America's only combination wildlife, oceanarium and theme parks.

THE DEPARTMENT
The Vallejo Fire Department consists of 86 employees, who are staffed between Administration, Suppression, EMS, Training, and Prevention divisions. The Fire Prevention Division is responsible for inspection services, plan checks and permitting, fire reports and investigations, weed abatement,and public education and outreach. Prevention consists of a Prevention Manager, two Inspectors, and one Secretary. The Vallejo Fire Department averages over 12,000 calls per year and prides itself as having two of the busiest engines in the state.

THE POSITION
This recruitment is being conducted to fill one full-time vacancy. The list established by this recruitmentmay be used to fill future full-time, part-time, limited term, and temporary vacancies for up to one year.

The Vallejo Fire Department is seeking dynamic, self-motivated candidates for their vacant Secretary position as a collaborative member of the Department's Fire Administration team. The ideal Secretary candidate will provide individual support for two Deputy Fire Chiefs, and will complete general administrative duties for the Fire Prevention section. Successful candidates will be expected to schedule meetings and inspections, collect Prevention fees (check only, no cash or cards), work closely with Commercial Services to reconcile payments, provide excellent customer service on a daily basis (both in-person and by phone), and will edit and format a variety of documents in Word and Excel. The ideal candidate will also have experience processing payroll that includes a variety of schedules, shift differentials, and add-pays.Since Fire is an operations department, incumbents in this position can expect unanticipated shifts in duties or priorities, making adaptability, organization, and prioritization essentials skills necessary to perform the duties and functions of the position.

SUPERVISION RECEIVED AND EXERCISED

  • Receives general supervision from a division manager.
  • May exercise functional and technical supervision over clerical staff.

Examples of Duties

EXAMPLES OF DUTIES

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

  • Manage and coordinate office support functions; direct the work activities of assigned clerical personnel; prioritize and coordinate work assignments; review work for accuracy.
  • Perform administrative duties within the clerical support system; supervise the ordering and storage of appropriate supplies; monitor budget as assigned; recommend improvements in work flow, procedures and use of equipment and forms.
  • Screen office and telephone callers; respond to complaints and requests for information on regulations, procedures, systems and precedents relating to assigned responsibilities; receive and route mail.
  • Type and proofread a wide variety of reports, letters, memoranda, flyers and statistical charts; type from rough draft, verbal instructions or transcribing machine recordings; compose correspondence related to assigned responsibilities.
  • Compile data for special projects; collect and assemble data and background materials for a variety of reports; assist in a variety of department operations; perform special projects and assignments as requested.
  • Maintain calendars of department and division activities, meetings and various events; coordinate activities with other City departments, divisions, the public and outside agencies.
  • Perform general clerical work including filing, scheduling appointments and meetings, and processing payroll, accounts payable and reimbursement requests.
  • Organize and maintain filing systems; maintain records related to specific area of assignment.
  • Verify and review materials for completeness and conformance with established regulations and procedures.
  • Operate a variety of office equipment including a computer; input and retrieve data and text; organize and maintain disc storage and filing.
  • Order and maintain office supplies.
  • Perform related duties and responsibilities as required.

Typical Qualifications

Knowledge of:

  • English usage, spelling, grammar and punctuation.
  • Modern office procedures, methods and computer equipment.
  • Business letter writing and basic report preparation.
  • Principles and procedures of record keeping.

Ability to:

  • Perform secretarial and clerical work involving the use of independent judgment and personal initiative.
  • Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
  • Compile and maintain records.
  • Type at a speed necessary for successful job performance.
  • Operate and use modern office equipment including a computer.
  • Work independently in the absence of supervision.
  • Communicate clearly and concisely, both orally and in writing.
  • Establish and maintain effective working relationships with those contacted in the course of work.

Supplemental Information

Experience and Training Guidelines
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Experience :
Two years of responsible secretarial and clerical experience.

Training :
Equivalent to completion of the twelfth grade. Additional specialized secretarial or clerical course work is desirable.

The Recruitment & Selection Process

1. Applications are due by 5:00 P.M. on November 21, 2019. Applicants must submita completed City of Vallejo online application, including all responses to the Supplemental Questionnaire (Resume/Cover Letter Optional), by the posted deadline in order to be considered.

NOTE: If you have problems creating a user account, obtaining your already created account information, or submitting your online application, please contact governmentjobs.com applicant support directly at 855-524-5627. City of Vallejo staff are unable to assist with these issues.

2.Applications will be screened for overall qualifications the week of November 21, 2019.

3.Applicants who are found to be the best qualified will be invited to participate in an online skills assessment the week of November 25, 2019. The most qualified applicants from the online skills assessment will have their supplemental responses scored by subject matter experts.

4.Applicants who are found to be the highest qualified will have their supplemental responses scored by subject matter experts the week of December 2, 2019. The most qualified applicants from the scoring of the supplemental questions will be invited for an Oral Panel Interview.

5.Oral Panel Interviewsaretentatively scheduled to take place the week of December 16, 2019.Oral Panel Interviews are weighted at 100% of the candidates' score. Candidates must achieve a minimum passing score of 70%. Thoseachieving 70% or higher will be placed on the Register of Eligibles (eligible list) and may be considered to fillpositions for up to one year.

The City reserves the right to limit the number of candidates to those determined to be best qualifiedbased upon all requested application materials, including training and experience, current resume,and responses to supplemental questions.

6. Candidates placed on the Register of Eligibles (eligible list) will be referred to the department for final interviews based on their performance in the exam.The number of candidatesreferred for a hiring interview is at thediscretion of the hiring department.

REASONABLE ACCOMMODATIONS
The City of Vallejo is committed to providing reasonable accommodation to applicants as required by the Americans with Disabilities Act (ADA) and the Fair Employment and Housing Act (FEHA). Qualified individuals with disabilities who need a reasonable accommodation during the application, assessment orselection process may contact the Human Resources Department to request an accommodation.Please contactApril Adams at (707)648-4398 or send an email to:april.adams@cityofvallejo.netno later than November 21, 2019 at 5:00 p.m.

PRIOR TO HIRE
The selected candidate will be required to:1)Submit to reference checks 2) Submit to and successfully pass a pre-employment background check, including fingerprint check. 3)Successfully complete a job-related pre-placement medical exam. 4)Provide proof of legal right to work in the United States.

Disaster Service Workers -All City of Vallejo ("City") employees are designated Disaster Service Workers ("DSW") by state law (California Government Code Section 3100-3109). Employment with the City requires the affirmation of a loyalty oath to this effect. Employees are required to complete all DSW-related training as assigned and to return to work as ordered in the event of an emergency.

Veteran's Preference -Veteran's preference points will be applied in accordance with Civil Service Rule 24. A copy of the DD 214 form must be filed at time of application.

Equal Opportunity Employer (EOE) - The City of Vallejo is an Equal Opportunity Employer. It is the policy of the City of Vallejo to provide equal employment opportunity for all qualified persons. All applicants will be considered without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, gender, gender identity, gender expression, marital status, ancestry, medical condition (cancer and genetic characteristics), genetic information, or denial of medical and family care leave, or any other non-job-related factors.

Note: The provisions in this bulletin do not constitute a contract, expressed or implied, and any provisions contained in this bulletin may be modified or revoked without notice.

Closing Date/Time: 11/21/2019 5:00 PM Pacific

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