Administrative Services Technician

City of Green River•Green River, WY

7d•Onsite

About The Position

Under general supervision, performs technical office administrative support work; performs complex technical duties in support of the Records division at the Green River Police Department; and provides detailed information and assistance to the public. This role involves a wide variety of responsible and complex administrative and clerical duties, relieving management staff of administrative details. The position requires planning, organizing, and carrying out administrative assignments, including researching, compiling, and organizing information. It also involves serving as an initial contact person, screening calls and visitors, responding to inquiries, and interpreting regulations and procedures. The technician will type, format, proofread, and produce various documents, compose correspondence, and provide technical assistance to citizens. Key duties include verifying forms, maintaining files and records, assisting in department operations, managing calendars, scheduling meetings, and supporting committees. The role requires operating office equipment, participating in budget development, and receiving payments. Essential duties also include performing related tasks as assigned.

Requirements

A high school diploma or equivalent, supplemented by specialized training in business or secretarial science is required.
Three (3) years of responsible clerical experience is required.
Possession of, or ability to obtain, an appropriate, valid driver's license.
Ability to work in a standard office environment including ability to sit, stand, walk, kneel, crouch, stoop, squat, twist, and lift 20 lbs.
Ability to travel to different sites and locations.
Applicants who are offered employment are required to pass a comprehensive background investigation including fingerprint check, job-related physical exam, drug screening test and driver license check.

Nice To Haves

Knowledge of office management principles.
Knowledge of modern office procedures, methods, and equipment including computer equipment, word processing methods, techniques, and programs.
Knowledge of principles of business letter writing.
Knowledge of principles and procedures of recordkeeping.
Knowledge of techniques used in public relations.
Knowledge of English usage, spelling, vocabulary, grammar, and punctuation.
Knowledge of principles and practices of fiscal, statistical, and administrative data collection and report preparation.
Knowledge of policies and procedures of assigned department.
Knowledge of City and department financial recordkeeping and budget processes and procedures.
Knowledge of pertinent federal, state, and local laws, codes, and regulations.
Knowledge of safe driving principles and practices.
Skill to operate modern office equipment including computer equipment and software.
Type at a speed of 60 words per minute and enter data at a speed necessary for successful job performance.
Transcribe recorded minutes.
Operate a motor vehicle safely.
Ability to perform responsible and difficult secretarial and administrative work involving the use of independent judgment and personal initiative.
Ability to schedule and coordinate projects; set priorities; adapt to changing priorities.
Ability to work cooperatively with other departments, City officials, and outside agencies.
Ability to respond to requests and inquiries from the general public.
Ability to compile and maintain complex and extensive records and prepare routine reports.
Ability to exercise good judgment, flexibility, creativity, and sensitivity in response to changing situations and needs.
Ability to communicate clearly and concisely, both orally and in writing.
Ability to establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.
Ability to understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
Ability to interpret and apply the laws, codes, and regulations pertaining to assigned programs and functions.
Ability to research, compile, and prepare a variety of fiscal, statistical, and administrative reports.
Ability to analyze situations carefully and adopt effective courses of action.
Ability to independently prepare correspondence and memoranda.

Responsibilities

Perform a wide variety of responsible and complex administrative and clerical duties in support of the assigned office; relieve management staff of a variety of administrative details.
Plan, organize, and carry out administrative assignments; research, compile, and organize information and data from various sources on a variety of specialized topics related to programs in assigned area.
Participate and assist in the administration of the assigned office; may organize and manage office activities; recommend organizational or procedural changes affecting support activities.
Serve as initial contact/resource person for the assigned office; screen calls, visitors, and mail; respond to complaints and requests for information and assistance; interpret and explain regulations, procedures, policies, systems, rules, and precedents in response to inquiries and complaints from the public, City staff, representatives of other organizations, and others; research and gather information to provide accurate answers and information; refer more technical questions or issues to appropriate City staff; ensure follow up to unanswered inquiries.
Type, format, proofread, and produce final copy of a wide variety of reports, letters, memoranda, spreadsheets, and statistical charts; type from rough draft, verbal instruction, or transcribing machine recordings; review drafts for punctuation, spelling, and grammar; make or suggest corrections to drafts; independently compose letters, memoranda, or basic reports from general instructions or information related to assigned responsibilities; arrange for or distribute copies of material.
Provide technical assistance to citizens regarding department policies, procedures, services, and operations.
Verify and review forms and reports for completeness and conformance with established regulations and procedures; apply specialized knowledge of departmental and program policies and procedures in determining completeness of applications, permits, records, and files.
Initiate and maintain a variety of files and records for information related to the assigned office including official resolutions and ordinances; maintain budget, purchasing, personnel, payroll, and other records to assist in the management or administration of departmental programs; ensure proper filing of documents in departmental or central files; maintain and update resource materials; maintain department's personnel files.
Assist in a variety of department operations; perform special projects and assignments as requested.
Maintain calendars of department activities, meetings, and various events; schedule City staff meetings or meetings between City staff and other groups or organizations; arrange for necessary materials to be available at meetings; coordinate travel arrangements for department staff as necessary.
Serve as administrative support to various committees, commissions, and task forces; prepare, copy, and distribute meeting agendas and related materials, minutes, resolutions, or other formal documents.
Operate a variety of modern office equipment including copiers, computers, word processors, and printers to enter and retrieve data and produce various documents and reports.
Participate in the development, administration, and monitoring of the department's budget.
Receive payments or fees; issue receipts; maintain records of transactions.
Perform related duties and responsibilities as assigned.