Administrative Clerk Ii Jobs

Job Characteristics

The City of Concord is currently seeking an experienced Administrative Clerk II to work in the Housing and Community Services Division of the Community Development Department.

The Community Development Department:
The City of Concord’s Community Development Department, or CDD, is home to several divisions, which work together to maintain and improve the quality of life for residents and visitors. From Planning and Housing to Building and Engineering, CDD focuses on enhancing the quality of life for Concord’s residents and businesses.

The Housing and Community Services Division is responsible for for the City’s housing assistance programs, projects and other resources.

What you will be doing in this role:

• Preparing and processing agreements and contracts between the City and local service providers for programs assisted with grant funds.
• Providing administrative support for the City’s Community Grants program, including the Community Development Block Grant (CDBG).
• Promoting the City's Mission to make Concord a city of the highest quality by providing responsive, cost-effective, and innovative government services.
• Assisting in the preparation of the City's five-year CDBG Consolidated Plan and other annual reports for Community Services grant fund utilization.
• Monitoring subrecipients for adherence to federal, state, and local regulations; ensuring that performance goals are met and ensuring appropriate expenditure of funds; and requesting authorization of payments to funded agencies.
• Providing staff support to the various Commissions overseeing the City’s community services funding programs.

We are looking for someone who:

• Possesses extensive high-level customer service experience.
• Has experience working with local nonprofits and community service agencies
• Has knowledge of Federal administrative regulations relating to Community Development Block Grant (CDBG) funding and other federal grants, and state laws related to non-profit organizations.
• Embraces, promotes, and is guided by the City's Mission, Vision and Values.
• Is able to understand, interpret, and apply appropriate policies, regulations, and procedures.
• Possesses excellent communication skills, both orally and in writing, and can communicate effectively with City staff, various Commissions, and the public.
• Is a highly motivated self-starter.

• Candidates that pass the panel interview will be placed on the hiring list, based on rank, for further consideration to fill the current regular vacancy, as well as others occurring over the next 12 months.
• Submit a completed City of Concord application and the required supplemental questions online at www.cityofconcord.org by August 29, 2023. Only application materials submitted online will be accepted.
• All qualified applications and supplemental responses will be evaluated, and those candidates demonstrating the strongest desired qualifications for the position will be invited to participate in a panel interview.

IMPORTANT: Contact with candidates will be primarily be via email. Make sure you list a current email that you check regularly on your application.

Purpose
Performs reception, variety of word processing, typing, proofreading, record and file maintenance, transcription, public contact, forms processing, and technical and general journey-level clerical and/or secretarial activities; performs related and other work as required all within the context of the City's Mission of providing responsive, cost effective, and innovative local government services through a collaborative effort with the community to make Concord a city of the highest quality.

Equipment, Methods & Guidelines
Typically uses microcomputer system, word processing and other software, computer terminal, telephone, typewriter, calculator, copy and facsimile machines; and automobile; may use transcription equipment; may use telecommunication systems. Reference materials include policies and procedures, administrative directives, departmental instructions, and user manuals.

Working Conditions
Work is generally performed in an office setting. Pressures may be generated by deadlines, volume of work, frequent interruptions, and seasonal peak work periods. Some positions may involve evening public meetings, which extend hours of work beyond the normal workday.

Physical Demands
Work may include prolonged sitting, as well as moderate lifting, carrying, pushing, pulling, reaching, and stooping; manual dexterity; clear speech; and visual and hearing acuity. Some positions involve daily lifting, climbing stepladders and stairs.

Supervisory Guidance Received/Given
Supervision received is intended to prescribe general objectives and methods for achieving objectives. Certain assignments may, however, involve receiving detailed instructions. No supervisory responsibilities are assigned.

Allocation Factors/Distinctions
An experienced, journey-level secretarial/clerical class.

Examples of duties include, but are not limited to

• May assist in training and orientation of new employees in the work unit; some assignments include instructing employees outside the department regarding departmental procedure.
• Maintains subject, suspense, index, cross-reference, or specialized information system data files, and directories; gathers or traces information contained in file or records systems for compilation of statistical data or reports; may monitor office supplies and maintain designated levels.
• Maintains records, lists, and logs used in connection with work or departmental activities, some of which may have City-wide impact.
• Performs other work as assigned.
• For relief or training purposes, may be assigned clerical activities of other personnel.
• Performs word processing and types a variety of materials including correspondence, reports, contracts, resolutions, forms, indexes, and statistical data; may perform transcription typing; may compose routine correspondence or prepare draft documents for review by others.
• Provides information over the telephone and/or at a public counter which requires the use of independent judgment or knowledge of rules, regulations, and procedures pertaining to the work; receives visitors; directs caller or visitor to others; may refer the inquiry to sources within the City or other public or private agencies.
• Proofreads and checks documents for clerical and arithmetical accuracy and completeness, and for compliance with established standards and procedures; reviews forms, reports and other documents, verifying content accuracy and completeness, initiating corrections, coding, updating or posting as required.
• Promotes the City's Mission to make Concord a city of the highest quality by providing responsive, cost-effective, and innovative government services; understands and subscribes to the Vision and Values Statement adopted by the City.
• May open, sort, and distribute mail; may sort, route or distribute forms, reports, and other documents to other work units, departments or agencies. As required by assignment, conducts physical searches and assists in the transportation of female prisoners.
• May receive fees, issue or secure receipts for funds received; may balance records of funds received.

Qualifications

Knowledge and Abilities
Basic-level knowledge of modern computer word processing, office, electronic mail and calendar software applications. Working knowledge of modern office procedures and practices; of correct punctuation, spelling, and grammatical usage, together with a good vocabulary; of filing, indexing, and cross-referencing methods; of basic bookkeeping practices.

Ability to prepare and maintain accurate records and reports; to perform simple arithmetical calculations; to learn policies and procedures pertaining to the work; to do both complex and routine clerical work; to work effectively under pressure and with frequent interruptions; to understand and carry out oral and written instructions; to accomplish effective oral communication; and to establish and maintain cooperative and effective relationships with those contacted in the course of work.

Education: Satisfactory completion of high school or the equivalent.

Experience: Three years of general clerical or secretarial employment including public contact. Record maintenance experience preferred for selected positions. Related college training may substitute for experience provided there is at least one year of clerical or secretarial employment.

Other

Selected positions require a California Driver's License and satisfactory driving record as a condition of initial and continued employment.