Assistant Clerk (1492)

  • 1 Doctor Carlton B Goodlett Place, San Francisco, CA
  • Full-time
  • Fill Type: Temporary Exempt
  • Job Code and Title: 1492-Assistant Clerk, Board Of Supervisors

Company Description

The Board of Supervisors is the legislative branch of the City and County of San Francisco that responds to the needs of the people, establishes city policies, and adopts ordinances and resolutions. For more information visit: https://sfbos.org/

Job Description

Pursuant to Charter, Section 2.117, the Clerk of the Board shall have charge of the office and records of the Board of Supervisors, its committees and its classified staff. Under general supervision by the Legislative Deputy, the Assistant Clerk performs complex and responsible legislative, administrative clerical/secretarial, and analytical work in connection with the activities of one or more committees of the Board of Supervisors or the Sunshine Ordinance Task Force, and performs other duties as assigned.  The essential functions of this job include: upholding the legislative process; reviewing legislative files for accuracy and completeness; organizing and preparing agendas for committee meetings; preparing legal notices and official advertising; attending committee meetings, taking notes, and preparing official minutes; preparing legislation and other reports related to committee actions; organizing and updating official legislative files; conducting research and responding to requests from the public and other departments; performing data entry and database maintenance; conducting quality control on the various files and documents processed; providing assistance to the Clerk of the Board and supervising staff in the absence of Deputy Clerks; and providing assistance and training to newly appointed Assistant Clerks when necessary. One Assistant Clerk shall be solely assigned and provide similar essential functions to the Sunshine Ordinance Task Force, including drafting of determinations made by the Task Force and coordinating compliance concerns for City departments and the public on the Sunshine Ordinance.

A successful candidate must be a team player who is able to multi-task under tight deadlines, work with or without supervision, and provide constant attention to detail while maintaining accuracy. A successful candidate's flexibility, ability to prioritize work, and good judgment will allow him/her to thrive in this deadline-driven environment. Strong written and verbal communication skills, customer service orientation, and work ethic define characteristics of a person who will flourish in this environment. Candidates with emotional intelligence and who demonstrate high levels of collaborative behavior with other employees are desirable.

Essential Functions of this position include:

  • Withstand influence, maintains neutrality, and uphold the legislative process by carrying out the functions, requirements, duties or terms of the following: complies with Federal, State and Local law, Clerk of the Board or Civil Service established procedures, and the Board's Rules of Order (and/or Roberts Rules of Order).
  • Identifies, contacts and follows up with departments and other sources to obtain required attachments, documents and policy recommendations required for consideration of proposals, and ensures such attachments and documents are received before an item is submitted for a draft agenda.
  • Prepares legal notices and official advertising following specific timelines and determine if notice was properly executed in the newspaper, mailed and/or posted.
  • Independently composes and types correspondence relative to office operations - requiring knowledge of operations and regulations- for departments and Supervisors offices, prior to providing it to the Clerk of the Board for signature and/or approval.
  • Organizes and prepares agendas for committee meetings to meet legal and operational requirements.
  • Attends and clerks committee meetings; operationally and procedurally manages the meeting, taking notes, and preparing accurate minutes.
  • Facilitates committee action, prepares legislation, substitutions, amendments, and other related reports within the required time frame.
  • Communicates courteously and effectively with City officials, their staff and the general public.
  • Performs data entry and database maintenance.
  • Conducts research and responds to requests from the public and other departments received in person, by phone, electronic mail, or fax.
  • Provides assistance to the Clerk of the Board and Legislative Deputy Clerk, and supervises staff in the absence of the Deputy Clerk.
  • Provides assistance and training to newly appointed staff when necessary.
  • Performs other duties as required.

Nature of Essential Duties Include: Ability to effectively manage stressful situations under constant mandated deadlines. Extensive work in a standard office environment, which may involve prolonged sitting, bending, and operation of typing, word processing, and other office equipment. Ability to work outside normal business hours and attend evening meetings when necessary. Ability to adapt to change and work as part of a self-directed team.

Qualifications

Five (5) years of secretarial experience, including at least one (1) year of experience performing high­ level secretarial/administrative duties in a legislative body, such as the Board of Supervisors, City Council, City Commission, or Board of Directors. AND

Two (2) continuous years of recent and verifiable work experience in the Legislative field handling regulations, noticing, policy bodies, parliamentary procedure, agendas, and minutes.

AND

Ability to type 55 wpm (net) and take notes to record the minutes of a committee meeting of the Board of Supervisors.

Substitution: A baccalaureate degree from an accredited college or university in English, Public Administration, Journalism, Political Science, Business Administration, Urban Studies, or related field may be substituted for the two (2) years of the secretarial experience. No substitution may be made for the required one year of experience performing high-level secretarial/administrative duties in a legislative body.

The above minimum qualifications reflect special conditions associated with the position(s) to be filled. They may differ from the standard minimum qualifications associated with this job class. Applicants who meet the minimum qualifications are not guaranteed advancement in the selection process.

Please Note: Applicants must meet the minimum qualification requirement by the final filing date unless otherwise noted.

Desirable Qualifications:

The following desirable qualifications may be considered at the final selection process when candidates are referred for hiring.

  • Exercise independent, sound judgment, free from outside influence, and can escalate issues to manager when needed;
  • Ability to carry out responsibilities in a busy environment while keeping tight timelines;
  • Strong organizational and people skills;
  • Experience writing accurate, well organized, and grammatically correct documents, which include, but are not limited to, legislation, letters, memoranda, and reports;
  • Demonstrated ability to use computer applications, including email, word processing, spreadsheets, databases, and the internet to develop, prepare and/or maintain correspondence, reports, and other documentation.

Verification of Typing Abilities: Candidates must submit certification of their typing abilities. Certificates must be dated within the past six months. Please ensure typing certificates reflect the applicants name, date certificate was obtained, typing speed, accuracy rate and a certificate number. For this recruitment, online test will be accepted.

Applicants may be required to submit verification of qualifying education and experience at any point during the recruitment and selection process. More information can be found here.

Additional Information

Application Opening: October 20, 2021
Application Deadline: Upon until the position is filled. The earliest it may close is Wednesday, November 3, 2021.

Compensation: The normal annual salary range is $104,104 - $126,568

Appointment Type: Temporary Exempt (TEX): This position is excluded by the Charter from the competitive Civil Service examination process and shall serve at the discretion of the Appointing Officer. The duration of the appointment shall not exceed 6 months.

Additional Information Regarding Employment with the City and County of San Francisco:

For questions regarding this recruitment or application process, please contact the recruitment analyst, Jessica Wong at [email protected]

Please note: All your information will be kept confidential according to EEO guidelines.      

CONDITION OF EMPLOYMENT:  All City and County of San Francisco employees are required to be vaccinated against COVID-19 as a condition of employment.  For details on how it is applicable to your employment, please click here.

The City and County of San Francisco encourages women, minorities and persons with disabilities to apply. Applicants will be considered regardless of their sex, race, age, religion, color, national origin, ancestry, physical disability, mental disability, medical condition (associated with cancer, a history of cancer, or genetic characteristics), HIV/AIDS status, genetic information, marital status, sexual orientation, gender, gender identity, gender expression, military and veteran status, or other protected category under the law.