Administrative Technician

City of Tracy•Tracy, CA

About The Position

Administrative Technicians perform a variety of technical and administrative activities requiring the application of procedural, program, or data management, tracking, reconciliation, and compliance. They coordinate assigned programs, projects, and services; track budgets, project, or contract activities; conduct compliance and reporting activities for grants; and may work with multiple divisions and outside agencies. Responsibilities include performing research, data management, and routine analysis on a wide variety of special projects; assuming ongoing, technical responsibilities specific to software systems including developing, integrating, and maintaining data and databases; and may update and administer webpages or social media platforms. They research, gather, and interpret statistical data, perform a variety of office support duties, and perform related duties, as assigned.

Requirements

Demonstrated Knowledge of: Administrative techniques, including the principles of research, data mining, and budget.
Technology, hardware and software, and current applications related to assignment, including database management, mapping and report generation, and web applications.
Principles and practices of digitizing, data conversion, and data management.
Basic principles and techniques of research, data collection, and report preparation.
Methods and techniques of preparing technical reports.
Principles and practices of record keeping.
Business arithmetic and statistical techniques.
Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and Authority staff.
The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
Modern equipment and communication tools used for business functions, and program, project, and task coordination.
Computers and software programs (e.g., Microsoft software packages) to conduct, compile, or generate documentation.
Demonstrated Ability to: Configure, integrate, and maintain data and databases, websites, and related applications to support business needs.
Prepare clear and concise technical documentation, reports of work performed, and other written materials.
Perform responsible and difficult administrative work involving the use of independent judgment and personal initiative.
Establish and maintain a variety of filing, record keeping, and tracking systems.
Make accurate arithmetic, financial, and statistical computations.
Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
Learn and understand the Authority’s organization and operation and outside agencies as necessary to assume assigned responsibilities.
Independently organize work, set priorities, meet critical deadlines, and follow up on assignments.
Effectively use computer systems, software applications, and modern business equipment to perform various work tasks.
Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
Equivalent to completion of the twelfth grade supplemented by two years specialized training or college level business administration, research and statistics, or accounting courses.
May be required to complete National Incident Management System (NIMS) Training.

Nice To Haves

Equivalent to an associate degree in business administration, public administration, or a related field and two (2) years of increasingly responsible experience with database administration.

Responsibilities

Perform technical administrative assistance and support duties for an assigned department; create, implement, and participate in various technical processes, procedures, and programs; provide information and assistance to the public on technical processes, procedures, and programs.
Provide information, supporting schedules, and tracking for record keeping, accounts payable, expenditures, purchase orders, cash receipts, grant application completion, invoices, and tracking of contract payments for departmental projects, and other obligations.
Establish and maintain required files on departmental activities, research and obtain information requested by departmental staff, maintain accurate departmental records, forms and documents, and prepare documentation for record storage, destruction and retrieval of departments records and files.
Process bills and invoices for payment; prepare and transmit a variety of financial documents; maintain records of purchase orders, expense statements, and other fiscal transactions.
Reconcile, compile, arrange, and tabulate data; prepare a variety of statistical, fiscal, payroll, personnel and related reports; complete and process technical documents related to the work of the department; ensure that documents are complete, accurate and in compliance with program and departmental policies and procedures; enter data into systems, researches and corrects discrepancies.
Organize, coordinate, maintain, and update departmental record systems; enter and update information with departmental activity, inventory files, and report summaries; establish and maintain specialized software systems related to technical areas of responsibilities.
Prepare and process purchase requisitions for services and materials; enter purchase information into computer system; ensure issuance of purchase order; coordinate delivery of services and materials; receive vendor invoices; prepare demand for payment for management approval.
Carry out administrative procedures, develop and maintain tracking and reconciliation schedules, forms, and documents; interface with other Authority staff and outside agencies in obtaining information.
Maintain and monitor department, division, or program/project expenses; prepare expenditures and gather receipts for submission and reimbursements; monitor expenses and grants relative to the department budget; compile department or unit budget figures, monitor funds and expenses, reconcile accounts, and create supportive schedules and lists to support budget or audit preparation.
Provide service to Authority employees, the public, and contractors at a service counter, through email, or on the phone; may receive calls for and dispatch crews, coordinate collection of and compile customer and employee survey responses, explain policies and procedures in understandable terms, and may provide support for special events.
Provide staff support or coordination for various committees or boards meetings, reserving and setting up rooms, media, and materials for public and staff meetings and trainings; may make travel arrangements, and provide other staff support as needed.
Attend to a variety of office administrative details, such as keeping informed of departmental activities, transmitting information, preparing contracts and agreements, attending meetings, and serving on various task forces and committees.
Assist lower-level and new staff as required and provide training on Authority equipment and meeting room usage as appropriate.
Operate standard office equipment, including job-related computer hardware and software applications, facsimile and duplicating equipment, and multi-line telephones; may operate other department-specific equipment.
May plot data points on a map, prepare graphical representation of Geographic information Systems (GIS) data, enter data into GIS databases, review existing or incoming data for currency, accuracy, usefulness, quality, or completeness.
May perform a variety of personnel and payroll-related activities, tracking and processing personnel actions and documents, preparing wage schedules and position control changes; analyzing and tracking departmental payroll; and answering related employee questions.
Build and maintain positive working relationships with co-workers, other Authority employees and the public using principles of good customer service.
Perform other duties as assigned.