Job description

Description
DEADLINE TO APPLY: * Thursday, January, 19, 2023*

COVID POLICY: The City of Hayward has adopted a mandatory COVID-19 vaccination policy for all new employees issued formal offers of employment on or after February 1, 2022. Under this policy, proof of full vaccination is required as a condition of initial and continued employment with the City unless the employee has applied for an exemption and is awaiting the City’s response or has been granted an exemption, or unless stricter State or Federal legal requirements apply. If offered employment, you will receive instructions regarding how to provide verification of vaccination or how to apply for an exemption, which will be required prior to your start date. You may read the full policy here: COVID-19 Vaccine and Testing Mandate (Download PDF reader)

A typing certificate is required for this position, but not required to apply.* Candidates who do not attach a valid typing certificate to their application will have a typing test administered as part of their practical examination. Please see "Other Requirements" below for more details.*

THE POSITION
The City of Hayward is excited to announce its recruitment for the position of Administrative Secretary. This is the advanced journey level class that differs from Senior Secretary as work performed may involve greater discretion and independence, and entail greater supervisory responsibility. Under direction from assigned management personnel, incumbents perform a wide variety of complex clerical, secretarial and administrative support duties. Incumbents may also assign and review the work of assigned clerical personnel.

Administrative Secretary is a Citywide classification. A current vacancy exists in the Police Department; however, future citywide vacancies may be filled from the eligible list resulting from this recruitment.

Due to the current vacancy being assigned to the Police Department, the selected candidate for that vacancy will need to undergo, and successfully complete, a comprehensive background investigation.

Essential Duties
Duties may include, but are not limited to, the following:

Perform a wide variety of complex, responsible, and confidential secretarial and administrative duties for management personnel.

Perform routine administrative projects for management personnel; research and compile background data; maintain records and files regarding department administrative activities.

Screen calls, visitors and mail; respond to moderately complex requests for information.

Interpret and explain city and department policies, rules, and regulations in response to inquiries; refer inquiries as appropriate.

Independently respond to letters and general correspondence not requiring the attention of management personnel.

Coordinate and make travel arrangements; maintain appointment schedules and calendars; arrange meetings and conferences.

Perform accounting functions related to ordering supplies, equipment and services.

May maintain time card records; may maintain personnel files and records for management personnel.

Order and purchase supplies for the department.

Perform clerical duties related to department activities such as typing and filing.

Participate and assist in the administration of a department budget; prepare budget reports, compile annual budget requests, and recommend expenditure requests for designated accounts.

Research, compile, and analyze data for special projects and various reports.

Initiate and maintain a variety of files and records.

Assist in the support of a board or commission including preparing the agenda, assembling background materials, and typing minutes of meetings as assigned.

Plan, assign and review the work of assigned clerical personnel.

Recommend organization or procedural changes affecting clerical activities.

Perform related duties as assigned.

JOB RELATED AND ESSENTIAL QUALIFICATIONS

KNOWLEDGE OF:

• English usage, spelling, grammar, and punctuation.
• Modern office methods, procedures, and computer equipment.
• Business letter writing.
• Pertinent city government organization, functions, policies, rules and regulations.
• Principles and practices of assigning and reviewing the work of others including conducting performance evaluations.

ABILITY TO:

• Understand the organization and operation of the city and of outside agencies as necessary to assume assigned responsibilities.
• Communicate clearly and concisely, both orally and in writing.
• Compose general correspondence and letters.
• Interpret and apply administrative and departmental policies, laws, and rules.
• Operate and use modern office equipment including word processing equipment as assigned.
• Analyze situations carefully and adopt effective courses of action.
• Plan, organize and schedule priorities in the office.
• Compile and maintain complex and extensive records and prepare reports.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Train and evaluate assigned clerical personnel.
• Type accurately at a speed of 50 words per minute.

Minimum Qualifications
Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Experience: Three (3) years of increasingly responsible secretarial and clerical experience involving frequent public contact.

Training: Equivalent to the completion of the twelfth (12th) grade. Higher education attainment desirable.

OTHER REQUIREMENTS
Typing Certificate
A typing certificate with 50 net words per minute.
1. Certificates will be accepted from a public school, business school or temporary agency; certificates from Internet testing services and/or home computer CD testing will NOT be accepted.
2. Typing certificate (or signed statement on official letterhead from the testing agency) must be dated no earlier than six (6) months prior to the date of the application filing.
3. Typing certificate (or signed letter) must state all of the following information:

• Five (5)-minute timed typing test.
• Gross typing speed in words per minute.
• Gross number of errors.
• Net words per minute.

A typing certificate is required for this position, but not required to apply.* Candidates who do not attach a valid typing certificate to their application or submit one via email by Monday, February 6, 2023, will have a typing test administered as part of their practical examination.*

Supplemental Information

SELECTION PROCEDURE

COVID POLICY: The City of Hayward has adopted a mandatory COVID-19 vaccination policy for all new employees issued formal offers of employment on or after February 1, 2022. Under this policy, proof of full vaccination is required as a condition of initial and continued employment with the City unless the employee has applied for an exemption and is awaiting the City’s response or has been granted an exemption, or unless stricter State or Federal legal requirements apply. If offered employment, you will receive instructions regarding how to provide verification of vaccination or how to apply for an exemption, which will be required prior to your start date. You may read the full policy here: COVID-19 Vaccine and Testing Mandate (Download PDF reader)

Candidates must submit a completed City of Hayward job application and responses to the Supplemental Questionnaire* which fully describe the nature of their professional experience and qualifications._ Applications submitted without all required materials will not be considered. _A typing certificate is required for this position, *but not required to apply. Candidates who do not attach a valid typing certificate to their application or submit one via email by Monday, February 6, 2023, will have a typing test administered as part of their practical examination.

Based on the information provided, employment applications will be reviewed for minimum qualifications. Those best qualified may be invited to the next phase of the process, which may include an oral, practical, written examination and/or supplemental questionnaires reviewed by subject matter experts.

The examination process will result in a ranked eligible register of candidates for hiring consideration by the department derived from any of the exam processes mentioned above. Actual hire depends on success in the departmental selection process.
Tentative Dates are as follows (PLEASE NOTE, DATES ARE SUBJECT TO CHANGE AT THE CITY'S DISCRETION):
*
Examination & Selection Process*

• Date*

Written Examination (in person)
Week of January 30, 2023

Practical Examination (virtual)
Wednesday, February 8, 2023

Candidates under final consideration for employment with the City should expect to undergo an employment background/reference check that may include, but is not limited to: employment history, confirmation of educational credentials and degrees, licenses including driver's license, registrations, certificates, and other credentials as part of the appointment process. Some positions, depending on the nature of the work, also require a credit check and a review of Summary Criminal History obtained from the State Department of Justice through Live Scan Fingerprinting. Due to the current vacancy being assigned to the Police Department, the selected candidate for that vacancy will need to undergo, and successfully complete, a comprehensive background investigation.

Applicants will be notified electronically via Government Jobs as to their status in the selection process. It is the responsibility of the applicant to ensure they can receive email notice from Neogov/Government Jobs and the City of Hayward.
*
APPLICATIONS*

Candidates are encouraged to apply online at www.hayward-ca.gov under the Current Vacancies tab or at www.GovernmentJobs.com. Paper applications can be obtained by visiting the Human Resources Department at Hayward City Hall located at 777 B Street, Hayward, CA 94541. Office hours are Monday through Friday, 8 a.m. to 5 p.m.
Apply prior to the closing time of the job announcement and allow at least one (1) hour to submit your application if you are a new user to the system. Our on-line application system is provided by Government Jobs. If you have problems while applying online, please contact the Government Jobs Help Desk at (855) 524-5627.

The City of Hayward is an Equal Opportunity Employer

Benefits Overview
This summary provides a brief overview of the benefits available to regular full-time City employees. As indicated in the 2020 Benefit Summary, some employee groups have different benefits based upon negotiated agreements. Depending on employee group, some of these benefits may include:

• Your choice of CalPERS Medical Plan (with generous employer contribution)
• CalPERS Defined Benefit Retirement Plan (2.5% at 55 for Classic CalPERS members | 2.0% at 62 for New CalPERS members | 3.0% at 50 for Classic Safety members | 2.7% at 57 for New Safety Members)
• Dental Insurance (plans available through Dental Dental or United Concordia)
• Vision Insurance
• Life Insurance
• Disability Insurance
• Paid Leave
• Paid Holidays
• Flexible Spending Accounts
• Tuition Reimbursement
• Health and Wellness Reimbursement
• Professional Development Reimbursement
• 457 Deferred Compensation Plan (employee paid)
• Other Employee Paid benefits include Aflac, LegalShield, etc.

Job Type: Full-time

Pay: $86,465.60 - $100,942.40 per year

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