Administrative Technician at City of Citrus Heights, CA

About the Department

To perform para-professional and technical level administrative and/or program related duties in assistance to a City department; to research, collect, and analyze data and prepare draft reports; to perform administrative and technical work of assigned program area; to assist with confidential and sensitive projects; to provide some highly responsible administrative duties in support of a department head; and to provide para-professional and technical assistance to management.

Position Duties

Duties may include, but are not limited to, the following:

• Develop, coordinate, and implement program activities of a technical area of assignment related to department activities; prepare technical documents related to program activities.
• Respond to requests for documentation related to assigned area of responsibility; explain and interpret assignment area policies and procedures to internal or external customers.
• Perform technical and paraprofessional duties related to area of assignment including interpreting, analyzing, and determining compliance or acceptance of information and materials; prepare reports to document results of duties performed.
• Assist professional staff in performing and conducting studies, special projects, administrative and technical functions; perform data collection and analysis; prepare draft reports and technical documents.
• Plan, prioritize, assign, supervise and review the work of administrative support staff involved in duties related to area of assignment.
• Establish and maintain systems related to assigned technical areas of responsibility; monitor area activities and report progress as required.
• Ensure areas of responsibilities are in compliance with related laws, codes, ordinances, and legislation; advise staff of any irregularities in compliance.
• Review, verify and process documents related to department activities including budgets, contracts, grants, claims, legislation, and other specialized documents based on area of assignment.
• Establish and maintain a wide variety of filing and reporting systems as necessary; develop record keeping procedures; provide relevant information to relevant parties prepare and type correspondence and compile and type reports.
• Compile and develop information for special studies and reports from a variety of resources; assist with various special projects, including coordination, research and development of systems.
• Assist with maintenance and implementation of new software technologies and systems.
• Assist supervisor with a variety of administrative operations and prepare or recommend on procedural modifications.
• Coordinate and assist in the development and administration of a department budget; prepare budget reports; compile annual budget requests; monitor and control expenditures; and, track and reconcile bills.
• Independently respond to letters, e-mail and general correspondence based on areas of assignment.
• May perform a wide variety of complex, responsible, and confidential secretarial and administrative duties for executive staff and other management personnel including providing routine analytical support.
• Build and maintain positive working relationships with co-workers, other City employees and the public using principles of good customer service.
• Perform related duties as assigned.

Minimum Qualifications

Knowledge of:

• Principles and practices of administrative and/or technical area to which assigned including, but not limited to, claims, legislation, budget, grants, and personnel.
• Principles and practices of intermediate analytical research and project coordination.
• Modern office equipment, methods, procedures, and computer hardware and software.
• Principles of supervision and training.
• Principles of budget monitoring.
• Techniques and principles of effective interpersonal communication.
• Principles and methods of business letter and report writing.
• Principles and practices of safety management.
• Pertinent local, State and Federal laws, codes, ordinances, City functions, policies, rules and regulations.
• General functions and objectives of municipal government.
• Research methods and techniques.
• Computer software, including word processing, data base, spreadsheet and accounting applications.
• English usage, spelling, punctuation and grammar; and arithmetic, basic mathematical calculations and statistics and statistical methods.
• Basic principles of supervision, training and performance evaluations.
• Report writing techniques.

Ability to: 

• On a continuous basis, sit at a desk. Intermittently twist and reach office equipment; write and use keyboard to communicate through written means; run errands; lift or carry weight of 10 pounds or less. 
• Intermittently review documents related to department operations; observe, identify and problem solve office operations and procedures; understand, interpret and explain department policies and procedures; explain operations and problem solve office issues for the public and with staff.
• Operate a personal computer utilizing spreadsheet, word processing and database software at an intermediate to advanced level.
• Perform independent research in carrying out technical administrative and technical duties.
• Collect, compile, analyze and present a variety of data in a meaningful way.
• Develop and implement various data collection and reporting systems.
• Review budget submissions and revisions for mathematical and accounting accuracy.
• Understand and translate City policies and practices into everyday working practices; make sound decisions with solid problem solving methods.
• Supervise, train and evaluate assigned administrative support staff.
• Understand and interpret complex policies, procedures and regulations.
• Obtain information through interview; handle multiple project assignments; and deal firmly and courteously with the public.
• Analyze situations quickly and objectively to determine proper course of action.
• Understand the organization and operations of the City and of outside agencies as necessary to assume assigned technical responsibilities.
• Coordinate the development and monitoring of an assigned program project budget; project, track and reconcile expenses.
• Compose professional quality correspondence and letters; write highly technical, detailed and analytical reports.
• Maintain a high level of confidentiality of a wide range of sensitive information when involved with human resource, payroll or other confidential issues.
• Use principles of effective office safety including use of equipment in a proper and safe manner, use of preventative personal ergonomic techniques, and maintenance of safe housekeeping in personal and common work spaces.
• Provide high quality, economical services to the Citrus Heights community, placing emphasis on responsive customer service.
• Demonstrate a civic entrepreneurial spirit by generating new, innovative ideas and development of better methods to accomplish tasks and complete projects.
• Foster an environment that embraces diversity, integrity, trust and respect.Be an integral team player, which involves flexibility, cooperation and communication.
• Establish and maintain effective working relationships with those contacted in the course of work. 
• Work with various cultural and ethnic groups in a tactful and effective manner.
• Communicate clearly and concisely, both orally and in writing.

Experience and Training

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying.  A typical way to obtain the knowledge and abilities would be:

Experience:

Three years of responsible administrative support or technical experience preferably in the subject area to which assigned. One year of lead supervisory experience is highly desirable.

Training:

Equivalent to an Associate's degree from an accredited college with course work in public administration, business administration, accounting, industrial relations or a related field based on area of assignment.

License or Certificate:

May need to possess a valid California driver’s license and proof of automobile liability insurance as required by the position.