REPORT TO CIVIL SERVICE COMMISSION
SUBJECT
Title
Action to Abolish the Eligible List for Office Specialist III (Civil) (Job Code 938)
Report
ACTION AND AUTHORITY
The Office Specialist III (Job Code 938) classification is a multidepartment classification utilized across the City. There is currently an eligible list for Job Code 938.
Eligible lists generally shall remain in force for a period of one year (if not extended) for non-sworn positions, pursuant to Civil Service Rules, Sec. 4.3. The City Manager’s Office and Parks & Recreation Department are requesting to abolish the Office Specialist III (Job Code 983) eligible list based on the authority of Civil Service Rules, Sec. 4.8(a), which states, Eligible Lists may be abolished by the Director of Human Resources either, “If the list contains fewer than five (5) names, or “Notice of abolishment of an eligible list shall be mailed to all eligibles whose name appear on the list, at time of recruitment to establish a new list.”
DISCUSSION
Under general supervision, the Office Specialist III (Job Code 938) is distinguished from other City office support classes in that incumbents normally report to division head or higher City position with responsibilities involving the frequent use of tact, discretion, initiative, and independent judgment. This classification is an advanced secretarial class expected to have regular contact with board or commission members, representatives of business or community organizations, the public, and all levels of City personnel to exchange information and explain administrative policies and procedures. Incumbents may supervise secretarial or general clerical support staff.
The Office Specialist III (Job Code 938) classification is used across the City including the Parks and Recreation Department, the Community Development Department (CDD), the Police Department, the Finance Department, the Electric Utility Department (SVP), the City Manager’s Office (CMO), and the Department of Public Works (DPW). Initially, CDD and SVP conducted a recruitment to fill two (2) vacancies.
An eligible list comprised of fourteen (14) candidates was established in February 2026. In total, two (2) candidates were hired from the eligible list; one (1) candidate was hired in CDD and one (1) candidate was hired in SVP. Twelve (12) candidates remained on the eligibility list at this time.
Since the establishment of the eligible list, six (6) additional vacancies occurred in various departments, including Finance, Police, Parks & Recreation, CMO, DPW, and CDD. All Departments conducted departmental fit interviews resulting in four (4) hires in various department including CDD, DPW, Finance, and Police.
After the hiring as described above, two (2) candidates failed to respond to their interview request and were removed from the eligible list and one (1) candidate requested to be removed from the eligible list. Six (6) candidates remained on the eligibility list.
Since the establishment of the eligible list, all candidates on the eligible list were invited to department second-round interviews. One (1) candidate requested to be removed from the eligible list as they accepted a different position with the City.
The five (5) remaining candidates were interviewed for the present vacancies in the CMO and Parks and Recreation Department. Although the candidates on the eligible list meet the minimum qualifications of the position, which consists of four (4) years of progressively responsible secretarial or office administrative experience, they do not possess the desirable qualifications for the vacant positions for the following reasons:
- No or insufficient experience in a supervisory capacity,
- No or insufficient experience in dealing with governmental, community, and business representatives, and
- No or insufficient experience in the public sector including relevant administrative experience working with contract drafting or processing, expenditure processing, budget preparation, or comparable administrative responsibilities.
This is an advanced secretarial class, and the desirable qualifications are essential in order for candidates to be successful in the job. Candidates must possess the ability to effectively work in the position during their probationary period as they are expected to have a strong baseline of the experience in one or more of the aforementioned desirable qualification areas and are expected to represent the City in contact with government officials, business or community organizations, and the public.
The eligible list is currently set to expire on February 23, 2027. After receiving approval to abolish the eligible list, Human Resources will conduct another recruitment and create a new eligible list for Office Specialist III (Job Code 938).
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(5) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment.
FISCAL IMPACT
There is no additional cost to the City other than administrative staff time and expense.
PUBLIC CONTACT
Public contact was made by posting the Civil Service Commission agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
Approve abolishing the eligible list for Office Specialist III (Civil) (Job Code 938)
Staff
Reviewed by: Marco Mercado, Assistant Director of Human Resources
Approved by: Ashley Lancaster, Acting Director of Human Resources