Administrative Technician

City of Tracy•Tracy, CA

12d•Onsite

About The Position

The City of Tracy is seeking a proactive, detail-oriented Administrative Technician to join their team. This role requires someone who can balance customer service, technical accuracy, and independent judgment in a fast-paced environment. The ideal candidate will manage time-sensitive tasks, communicate effectively with staff and the public, and adapt quickly to evolving priorities. Strong interpersonal skills, initiative, and the ability to work collaboratively across departments are essential. There are two vacancies: one in the Homeless Services Division (Parks, Recreation & Community Services) supporting the Cal-AIM Initiative, and another in the Solid Waste & Recycling Division (Public Works) supporting regulatory compliance, vendor coordination, and public outreach. Across both roles, the technician will be expected to be proactive, self-directed, detail-oriented, accurate, customer-service focused, flexible, adaptable, and committed to public service.

Requirements

Equivalent to an associate degree in business administration, public administration, social services or related field
Two (2) years of increasingly responsible experience with database administration.
Knowledge of administrative techniques, including the principles of accounting and budget.
Knowledge of technology, hardware and software, and current applications related to assignment, including database management, mapping and report generation, and web applications.
Knowledge of principles and practices of digitizing, data conversion, and data management.
Knowledge of basic principles and techniques of research, data collection, and report preparation.
Knowledge of methods and techniques of preparing technical reports.
Knowledge of principles and practices of record keeping.
Knowledge of business arithmetic and statistical techniques.
Knowledge of applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
Knowledge of techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
Knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
Knowledge of modern equipment and communication tools used for business functions and program, project, and task coordination.
Knowledge of computers and software programs (e.g., Microsoft software packages) to conduct, compile, and/or generate documentation.
Ability to configure, integrate, and maintain data and databases, websites, and related applications to support business needs.
Ability to prepare clear and concise technical documentation, reports of work performed, and other written materials.
Ability to perform responsible and difficult administrative work involving the use of independent judgment and personal initiative.
Ability to establish and maintain a variety of filing, record keeping, and tracking systems.
Ability to make accurate arithmetic, financial, and statistical computations.
Ability to understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
Ability to learn and understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
Ability to independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
Ability to effectively use computer systems, software applications, and modern business equipment to perform a variety of work tasks.
Ability to communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
Ability to use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
Ability to establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
Possession of, or the ability to obtain, a valid Class C California driver’s license upon appointment.
May be required to complete National Incident Management System (NIMS) Training.

Nice To Haves

Experience preparing contracts, AP/AR, purchase orders, or staff reports is highly desirable.
A “plug-and-play” candidate is welcome, but we are equally interested in someone with the skill set, initiative, and growth mindset to stretch into the role and complement the division manager.
Experience with utility or public works infrastructure desirable.
Experience with homeless initiatives, social work, or with the CalAIM Initiative desirable.

Responsibilities

Serve as a subject matter resource in homeless services
Collect, analyze, and present data
Conduct research and respond to inquiries
Prioritize time-sensitive tasks with minimal supervision
Take a lead role when needed and support division leadership
Coordinate, track, and report activities to ensure compliance with SB 1383
Communicate directly with commercial and multifamily generators to support compliance
Administer the City’s contract with Tracy Disposal and resolving service issues
Manage full-cycle accounts payable, including requisitions, purchase orders, change orders, and contract entries in MUNIS
Support development and administration of vendor agreements and related documentation
Plan and execute citywide cleanup programs, recycling events, and HHW collection efforts
Lead public outreach and education initiatives on recycling, waste reduction, and organics diversion
Design and produce citywide informational materials
Deliver recycling education seminars and engage with residents
Coordinate with Code Enforcement on garbage can compliance
Partner with school districts to implement organics recycling programs and manage grant-funded projects
Perform technical work in support of an assigned department; applies technical procedures, methods, and techniques to support program and management analysis functions and processes; monitors and explains operational and program requirements and processes to various stakeholders.
Monitor, coordinate, organize, and carry out administrative and technical assignments and projects; research and compile information and data from internal and external sources on topics related to assigned areas of responsibility; review, organize, and summarize data collected; compare data to identify trends and discrepancies; present preliminary findings and recommendations in an appropriate format for review by senior professional, supervisory, or management staff.
Research, interpret, and ensure compliance with laws, codes, rules, and regulations, and City program guidelines, policies, and procedures related to assigned areas of responsibility.
Organize, coordinate, maintain, and update City record systems including CMMS, training, asset management registry, GIS, and inventory; enter and update information with departmental activity, files, and report summaries; prepare documents for imaging; organize and maintain various administrative, reference, imaging, and follow-up files; periodically review and purge files in accordance with the records retention policy.
Maintain CMMS database, including asset records, system codes, asset repair and maintenance history, work orders, schedules; update employee rates; perform quality control activities.
Create custom reports from the CMMS database that meets the needs of City users and external agencies; ensure quality control of report data.
Assist with the implementation, administration, and maintenance of the City GIS; provide database coordination and system administration and integration.
Provide technical support and coordination on capital improvement projects with contractors, utility companies, other agencies and the public on routine capital maintenance projects.
Assist with special studies and projects; collect and analyze data using statistical methods and automated software applications.
Maintain administrative records systems for program/project area to which assigned; collect and input program data into automated systems.
Assist professional staff with grant application and administration.
Verify and review forms and reports for completeness and conformance with established regulations and procedures; apply departmental and program policies and procedures in determining completeness of applications, records, and files.
Prepare, process, and track purchase requisitions for services and materials; enter purchase information into computer system; ensure issuance of purchase order; coordinate delivery of services and materials; receive and reconcile vendor invoices.
Perform other related duties as assigned.