Kimberly Jenkins-Hernandez

City procedures

- State & City mandatory reporting forms: Form 700, Family Gift, Disclosure of Fundraising, Time & income,

- SAP ticket administration; request & respond to offers of tickets, form 802 reporting

- Public Records Act Request Coordinator; compile responsive documents, redact necessary info, consult CAO if necessary, before uploading for dispersion

- Travel; Travel Request & Reimbursement of Travel forms, complete registration, arrange flight/ hotel/ ground transportation, all to City standards

- Commendation & other ceremonial item prep (format/ proofread/ edit document, prepare plaque to City standards

- P-card VISA reconciliation; submit required documentation to city standards to Approving Official

- back up for HR items; process paperwork for evaluations, promotions

Purchasing/ Financial transactions

- supplies/ letterhead/ business cards (standing purchase orders)

- process payment of registration fees (p-card/ check processing required)

- internal CSJ transactions (VIS code transfers)

- general online office purchases (P-card required)

- travel expenses (p-card required)

- process reimbursement (form & follow up)

- back up for grant administration; gather requests from online form or from direct “asks" from requestors, review & summarize request, contact requestors with award notification/ denial, verify eligibility via State database lookup, and process Council grant form for payment (from 3 different funds with their own requirements)

Scheduling

- contact meeting participants; intake, email & call

- calendaring prep (contact participants, gather related docs, send directions, gather client background, logistics for meetings & events)

- prep/ Rsvp invites (calendaring prep, registration/ associated cost/ conflicts)

- posting public calendar to City standards (compliance reported at Rules by CMO Communications)

- Material prep for council, board & committee meetings (schedule briefings as necessary)

General office

- employee/ intern set up & onboarding; network to local printers, set permissions for calendar, provide needed bookmarks, general introduction to office procedures

- desktop application help – I am very good at Word, Excel (simple formulas), Outlook, Adobe Pro etc., provided assistance to team and discern whether IT should be consulted.

- printers & general office supplies; order consumables/ arrange maintenance with outside vendors if needed

- IT tickets; phone system/ computer/ special purchases, employee set up, any problem encountered

- PW Maintenance tickets as needed; HVAC, Office configuration, etc.

- handle confidential, sensitive info; HR, City Attorney, personal items as needed

- phones; referral/ dispersion of constituent concerns, reception

- timekeeper back up; approve timecards

Administrative support to Director. Duties include maintaining personnel records, contract
processing, minutes, scheduling, analyzed financial statements, purchasing, meeting coordination, email,
phone and mail screening, and specialized Emergency Operations procedures and tasks (interoperable regional radio testing, earthquake drill prep, Emergency Management-specific courses) Non-sworn Personal History Statement on file with San Jose Police Department.