Senior Management Analyst (Public Records Manager)

Santa Clara, CA, United States

Salary: $131,993.40 - $170,829.72 Annually

Description

The Department:

The Assistant City Clerk’s Office is recruiting to fill a Senior Management Analyst (Public Records Manager). The Assistant City Clerk’s Office is organized under the City Clerk’s Office. The Office of the Assistant City Clerk is responsible for receiving and processing Public Records Act Requests. The office also processes the agendas for and attends all meetings of the Council and Authorities Concurrent and Stadium Authority meetings, maintains accurate and up-to-date records of the proceedings of those meetings and makes those records open for public inspection. The Office of the Assistant City Clerk processes and maintains copies of City contracts, ordinances, resolutions and other official documents. The Office of the Assistant City Clerk manages and compiles City records in accordance with the Records Retention Schedule and in response to Public Records Act requests. The Office of the Assistant City Clerk administers campaign and disclosure laws, the Campaign Finance Ordinance, Regulation of Lobbying Activities program and the Calendars of Certain City Officials program. The Office of the Assistant City Clerk also administers oaths of affirmation pertaining to the affairs and business of the City and certifies copies of official records.

The Position

The Senior Management Analyst (Public Records Manager) will jointly report to the Chief Operating Officer and the Assistant City Clerk and perform highly complex administrative and analytical work. The incumbent is responsible for managing the City’s Public Records Act (PRA) requests. The incumbent is expected to be experienced and well-versed with the PRA process and ensure compliance and efficiency when completing requests. The incumbent will also work with the appropriate departments on a full PRA process improvement review. Additionally, this position is responsible for leading various Citywide projects, including but not limited to the implementation and/or upgrade for Citywide systems such as LaserFiche, NextRequest, and other technology tools as needed. Other responsibilities may include backing up staff who manage the agenda process. Additionally, the incumbent will analyze proposed legislation, conduct research projects, write agenda reports and coordinate activities of the City Manager's office with other City departments and outside agencies as needed. This position may also support the City Clerk in managing elections. This position will assist in general office management and administration and may supervisor or act as a lead worker to staff.

As a member of the City's Unclassified Service, this is an "at-will" position and the incumbent serves at the discretion of the City Manager. An incumbent in this classification: demonstrates strong ethical, professional, and service-oriented leadership and interpersonal skills; sets a good example; and correctly applies the tenets of the City's Code of Ethics and values.

THIS RECRUITMENT MAY BE USED TO FILL MULTIPLE POSITIONS IN THIS, OR OTHER DIVISIONS OR DEPARTMENTS BESIDES THE POSITIONS LISTED BELOW. IF YOU ARE INTERESTED IN EMPLOYMENT IN THIS CLASSIFICATION, YOU SHOULD APPLY TO ENSURE YOU ARE CONSIDERED FOR ADDITIONAL OPPORTUNITIES THAT MAY UTILIZE THE APPLICANTS FROM THIS RECRUITMENT. MEETING THE MINIMUM QUALIFICATIONS DOES NOT GUARANTEE ADMITTANCE INTO THE EXAMINATION PROCESS. ONLY THE MOST QUALIFIED CANDIDATES WHO DEMONSTRATE THE BEST COMBINATION OF QUALIFICATIONS IN RELATION TO THE REQUIREMENTS AND DUTIES OF THE POSITION WILL BE INVITED TO INTERVIEW.

Typical Duties

Typical Duties

Specific job duties of this position may vary depending on the departmental location of the position.

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

Manage professional, technical, clerical, and other lower level staff to include, prioritizing and assigning work; conduct performance evaluations; provide training; and making hiring, termination, and disciplinary recommendations;

Evaluates training needs and workload balance for staff and prepares plan for implementation;

Analyze organization structures, functions, procedures, and practices; provide analyses and recommendations of various kinds and levels of services provided by City government and other budgeted resources; recommend process improvements.

Review and analyze policies and procedures to determine efficiency and effectiveness, both financially and operationally;

Conduct statistical analyses and apply information technology applications, spreadsheets and databases, to analyze and evaluate data;

Propose reasonable conclusions, effective solutions and potential options;

Write complete, concise reports designed to effect improvements and/or implement solutions;

Present report contents and provides constructive feedback to departments, organizations, functions impacted by the report;

Assist in the development and implementation of new and/or revised programs, systems, policies, and procedures

Create and manage project timelines; work with staff, other departments, and/or vendors/outside consultants to meet deadlines and achieve project goals;

Manage department or City-wide programs and projects with general direction;

Investigate, research and respond to assigned complaints, issues or concerns raised by the public or employees, and propose responses and/or resolutions for review and acceptance by City Manager or senior management;

Perform monitoring, review and analysis of procedures, plans, contracts, processes, guidelines, and instructions to ensure compliance with departmental policies and Federal, State, and City regulations;

Analyze and report on the effects of recent legislation and case law on assigned areas of responsibility;

Effectively explain and clarify departmental and City policies, procedures, and programs to City staff, elected officials, other agencies, businesses, and the general public as required;

Serve as staff liaison, as assigned, to City Commissions and/or committees;

Represent the City and the department in interdepartmental, interagency, community, and/or professional organization projects, meetings, and events;

Maintain, as directed, relations with governmental jurisdictions, organizations, associations and other external groups, making personal appearances as necessary;

Perform other work as assigned.

To view the full list of duties, click here .

Minimum Qualifications

EDUCATION AND EXPERIENCE

Graduation from an accredited college or university with a bachelor's degree in Public Administration, Business Administration or closely related field; and

Three years of responsible professional journey-level experience in public administration which may include systems and procedures, budget, fiscal program and project coordination, or human resources programs.

Desirable Qualifications

A Master's degree in Public or Business Administration or closely related field is desirable.

LICENSE

Possession of an appropriate, valid California Class C driver's license is required at time of appointment and for duration of employment.

Other Requirements

Must be able to perform all of the essential functions of the job assignment.

CONFLICT OF INTEREST

Incumbents in this position are required to file a Conflict of Interest statement upon assuming office, annually, and upon leaving office, in accordance with City Manager Directive 100.

Meeting the minimum qualifications does not guarantee admittance into the examination process. Only the most qualified candidates who demonstrate the best combination of qualifications in relation to the requirements and duties of the position will be invited to test.

Federal law requires all employees to provide verification of their eligibility to work in this country. Please be informed that the City of Santa Clara will not sponsor, represent, or sign documents related to visa applications/transfers for H1B or any other type of visa which requires an employer application.

Knowledge, Skills, And Abilities

Knowledge of :

Area of assignment;

Major principles, practices, methods and techniques of administration relating to at least one of the following: general management, budgeting, human resources, or financial;

Principles and techniques of narrative report writing;

Analysis of statistical data;

Principles and practices of supervision;

Organization and function of city government;

Principles of contract administration

Principles of project and program management;

Workload planning; and

Environmental and office safety practices, procedures and standards, e.g. OSHA, Federal, State and local rules and regulations.

Ability To

Organize, analyze and evaluate tangible and intangible complex data soundly and impersonally;

Make recommendations on difficult issues;

Conduct independent, original research based on sound analysis and leading to appropriate recommendations to resolve specific issues, complaints or problems involving individuals or organizational units;

Present statistical and narrative reports or correspondence including recommendations clearly, concisely, logically, accurately and convincingly in oral and written form;

Speak effectively before groups;

Establish and maintain tactful and constructive relationships by collaborating with City employees including elected and senior officials and managers, the general public, and other governmental representatives;

Work effectively and coordinate multiple projects and complex tasks simultaneously in time-sensitive situations and meet deadlines;

Plan, prioritize, and manage work for staff assisting with assigned programs or projects;

Administer major programs;

Negotiate and administer contracts;

Establish and maintain accurate and compliant records;

Understand, interpret, and apply rules, standards, or procedures and persuade others to accept or adopt recommendations;

Formulate reasonable and effective conclusions;

Conduct thorough investigations, determine methodologies and obtain basic data necessary to evaluate solutions to complex problems and issues with multiple variables;

Train, supervise, and evaluate assigned staff and their work; and

Walk or stand for extended periods of time and bend, stoop, crawl, climb, and lift as necessary to perform assigned duties.

Additional Information:

You must answer all job-specific questions in order to be considered for this vacancy or your application will be deemed incomplete and withheld from further consideration. Applications must be filled out completely (i.e. do not write “see resume or personnel file.”) To receive consideration for the screening process, candidates must submit a 1) Cover Letter and, 2) Resume. Incomplete applications will not be accepted. Application packets may be submitted online through the “Apply Now” feature on the job announcement at www.santaclaraca.gov. The deadline to apply is Friday, February 16, 2024.

The City of Santa Clara is an equal opportunity employer. Applicants for all job openings will be considered without regard to age, race, color, religion, sex, national origin, sexual orientation, disability, veteran status or any other consideration made unlawful under any federal, state or local laws. The City of Santa Clara is committed to offering reasonable accommodations to job applicants with disabilities. If you need assistance or an accommodation due to a disability, please contact us at (408) 615-2080 or [email protected].

City of Santa Clara Benefit Summary Overview for Bargaining Unit #9

Miscellaneous Unclassified Management

This summary provides a brief overview of the City of Santa Clara’s benefits available to Bargaining Unit #9 employees in 2024. In the event of any conflict between the information in this summary and the applicable official plan documents, City Manager’s Directives (CMDs), Personnel and Salary Resolution, or Memorandum of Understanding (MOU), the applicable official plan documents, CMDs, Personnel and Salary Resolution, or MOU will prevail over this summary. Benefits are subject to change.

Retirement

Membership in the California Public Employees Retirement System (CalPERS)

Classic Employees: 2.7% @ age 55 formula -employee pays 8.00% of gross pay, minus $61 bi-weekly

New Employees: 2.0% @ age 62 formula - employee pays 7.00% of gross pay

Medicare and Social Security (FICA)

Employee pays 6.20% up to $10,397.40(Social Security) and 1.45% (Medicare) of gross pay

Health Insurance:

City contribution up to $2042.82/month, based on enrollment in a CalPERS health plan

Employees electing health coverage with premiums above the City health contribution will pay additional premium costs from salary on a pre-tax basis

Coverage is effective as early asthe first day of the monthafter date of hire

If an employee enrolls in a plan with a premium that is less than $946.86/month, they will be paid the difference in cash

Employees hired on or after 1/1/2023who opt-out of City-offered health insurance and provide annual attestation and acceptableproof of alternative required coverage for themselves and their tax family, if applicable, are eligible for a cash-in-lieu amount of $250/month. Contact Human Resources for more details

Dental Insurance:

Choice of two Delta Dental plans; enrollment is mandatory

City pays lowest cost employee only plan; additional cost is paid by employee

Coverage is effective as early asthe first day of the monthafter date of hire

Vision Insurance:

Choice of two VSP plans

City pays lowest cost employee only plan; additional cost is paid by employee

Coverage is effective as early asthe first day of the monthafter date of hire

Voluntary Employee Beneficiary Association (VEBA):

City contributes $50.00 a month toward employee’s VEBA account

Account funds may be used to pay for qualified medical expenses after separation from the City and after age 50 (pre-tax)

Life Insurance:

City pays for $50,000 of Basic Life Insurance coverage

Coverage is effective the first of the month after one calendar month of employment

Additional optional insurance may be purchased by the employee for the employee, spouse, domestic partner, and/or dependent children

State Disability Insurance (SDI):

Employee pays 1.1% of gross pay (includes Paid Family Leave)

7 day waiting period. Weekly paid leave for absences due to non-work related injuries/illnesses. Benefit is based on past earnings. Refer to edd.ca.gov for more information

Paid Family Leave (PFL):

Up to 8 weeks of benefits within a 12-month period to care for a family member or to bond with a new child

No waiting period. Weekly paid leave benefit. Benefit is based on past earnings. Refer to edd.ca.gov for more information

Long Term Disability (LTD) Insurance

Benefit is 60% of basic wage up to $13,333; max $8,000/month

City paid benefit. City pays $.207/$100 of insured earnings

60 calendar day waiting period

Coverage is effective the first of the month after one calendar month of employment

Deferred Compensation:

Voluntary plan through Nationwide Retirement Solutions

Employee may contribute up to the lesser of the IRS maximum or100% of gross compensation into a pre-tax 457(b) account or a post-tax Roth 457(b) account (or a combination of the two accounts) subject to IRS rules

Flexible Spending Account (IRS Section 125 Plan):

Employee may contribute up to $3,200per year in pre-tax dollars to a health care spending account

Employee may contribute up to $5,000 per year in pre-tax dollars to a dependent care spending account

Employee may contribute up to $315per month in pre-tax dollars to a commuter benefit plan

Vacation:

Vacation is accrued bi-weekly, cannot use vacation during first 6 months of City service

For 1 -4 years of service: 10 days (80 hours)/year

For 5 -9 years of service: 15 days (120 hours)/year

For 10 - 15 years of service: 21 days (168 hours)/year

For 16 - 20 years of service: 22 days (176 hours)/year

For 21+ years of service: 24 days (192 hours)/year

Maximum accrual is 480 hours Once per year, employees can elect to convert up to 80 hours of accrued vacation to cash to be paid out in up to two cash-outs the following calendar year Sick Leave:

Sick leave is accrued bi-weekly for equivalent of 96 hours per calendar year with no maximum accrual

Up to 48 hours/year of accumulated sick leave may be used for family illness

Up to 32 hours/year of accumulated sick leave may be used for personal leave

Employee may convert sick leave to vacation once per calendar year (annual maximum conversion is 96 hours sick to 48 hours vacation) Partial sick leave payoff provision on retirement depending on years of service Management Leave:

120 hours of management leave credited to employees each January 1st

New employees hired between January 1st and June 30th receive 120 hours of management leave their first year

New employees hired between July 1st and December 31st receive 60 hours of management leave their first year

Unused management leave may be carried over from one calendar year to the next; however, an employee may never have more than 240 hours (calendar years 2021 through 2024) of “banked” management leave Holidays:

Seventeen paid eight-hour holidays per year (13 & 4 holidays between 12/25 to 1/1 of following year)

Mobile Communication Device Allowance:

$80/month in lieu of carrying a City-issued cell phone

Auto Allowance (an alternative to mileage reimbursement or use of a City vehicle):

Department Heads receive $320/month (up to $520, with City Manager approval). Other Unit 9 employees can receive $200/month (Up to $500 with City Manager approval)

Tuition Reimbursement Program

Up to $2,000 per fiscal year for tuition reimbursement

Employee Assistance Program:

Confidential counseling to employees and dependents. Up to maximum of five (5) consultations per family member per incident per year

City paid benefit

Retiree Medical Reimbursement Program:

Employees who retire from the City with at least ten (10) years of service shall receive reimbursement to help cover retiree single health insurance premiums. The reimbursement maximum includes the PEMHCA minimum.

Up to age 65, retirees are eligible for reimbursement up to$416/month in 2024(amount adjusted annually)

After age 65, retirees are eligible for reimbursement up to $249/month in 2024(amount adjusted annually)

Alternate Work Schedule:

An employee shall be eligible to work a 9/80 alternate work schedule according to the conditions, criteria, and requirements set forth in City Manager's Directive 71. Requests to work a 9/80 schedule shall be made through or by the Department Head to the City Manager. The City Manager must approve the schedule and the City Manager or Department Head (for employees other than Department Heads) may terminate the schedule at anytime.

Closing Date/Time: 2/16/2024 4:00 PM Pacific

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