Administrative Technician (Customer Care)

- Applications only accepted through link provided: Click Here to Apply

DEFINITION

Under general supervision, performs a variety of technical and paraprofessional duties in support of administrative services, personnel, finance, or other division within the agency; receives visitors, responds to calls, emails, and refers individuals to appropriate agency offices; researches, compiles, and organizes a variety of information from various sources on specialized topics; prepares and processes administrative documents such as permits, requisitions, and contracts; performs other duties as required.

SUPERVISION RECEIVED/EXERCISED

Receives general supervision from a Department Head or other supervisory position. Incumbents in this class do not exercise direction over agency staff.

EXAMPLES OF ESSENTIAL FUNCTIONS (Illustrative Only) Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

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

- Performs professional and technical duties by providing office, clerical, and administrative support to management staff and other personnel in one or more departments; researches, compiles, and organizes a variety of information from various sources on specialized topics related to programs and services in assigned areas; assists with a variety of department operations.

- Prepares and processes administrative documents such as permits, requisitions, and contracts; prepares documents for human resources, fiscal, purchasing, project or agency program areas.

- Assists in conducting and completing surveys and studies; assists with preparing and assembling reports, presentations, marketing materials, and databases; assists in the administration and coordination of special events, training, programs, and projects.

- Receives visitors and answers phones at the front desk; provides information or directs to appropriate personnel; exercises independent judgment in resolving a variety of issues and refers difficult issues to the administrator as necessary; provides technical information and assistance related to office or program operations, policies, and procedures.

- Coordinates, schedules, and attends a variety of meetings; sets up and prepares for meetings; accordingly, coordinates travel arrangements for department staff as necessary; serves as an assistant to various committees, commissions, and boards as assigned; takes and prepares meeting minutes.

- Monitors inventory levels of office supplies; orders office supplies and recommends purchases as necessary; schedules repairs for office equipment as needed.

- Communicates with various personnel and departments, community organizations, state and local agencies, and the public to coordinate activities, exchange information, and resolve issues and concerns.

- Performs office opening and closing duties as assigned; ensures office and work environment are maintained in a neat and orderly condition.

- Assists with the maintenance of accounts payable and accounts receivable; assists with the budget development process and budget monitoring activities; provides assistance in the development of assigned budget; collects and analyzes financial data; reviews and analyzes budget requests and budget changes; makes recommendations and obtains final approval for changes; creates data tracking and reporting systems; assists with compiling, maintaining, and updating budget materials.

- Participates in the development and monitoring of contracts and agreements; coordinates the preparation of professional service agreements, contracts, sole-source requests, bid packages, and specifications; ensures work is performed in compliance with contracts and agreements.

- Processes claims and maintains files on workers' compensation and liability insurance claims.

- Operates a variety of office equipment.

- Operates a computer and assigned software including word processing, spreadsheets, and related applications.

- Performs other related duties as required.

PHYSICAL, MENTAL AND ENVIRONMENTAL WORKING CONDITIONS

Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting, and stooping in the performance of daily activities; grasping, repetitive hand movement and fine coordination in preparing statistical reports and data using a computer keyboard; near vision in reading correspondence, statistical data, and using a computer; acute hearing is required when providing phone and personal service; need to lift, drag, and push files, paper, and documents weighing up to 25 pounds.

Work is typically performed in an indoor office environment where the noise level is quiet.

Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.

QUALIFICATIONS (The following are minimal qualifications necessary for entry into the classification.) Education And/or Experience

Any combination of education and experience that has provided the knowledge, skills, and abilities necessary for an

Administrative Technician.

A typical way of obtaining the required qualifications is to possess:

- A high school diploma or equivalent GED.

- Four (4) years of experience performing office support duties with two years performing administrative or advanced journey-level work.

Licenses And Certifications

- Possession of, or ability to obtain, a valid Class C California driver's license. Individuals who do not meet this requirement due to a physical disability will be considered on a case-by-case basis.

Knowledge Of

- Modern office methods, practices, procedures, and equipment.

- Computers and applicable software applications, including word processing, spreadsheet, and database programs.

- Customer service techniques.

- English usage, spelling, grammar, and punctuation.

- Basic principles of human resources, budget, and purchasing.

- Basic accounting practices.

- Basic principles of technical and statistical report preparation.

- Knowledge of standard safety practices.

- Oral and written communication skills.

- Operation of a computer and assigned software.

- Interpersonal skills using tact, patience, and courtesy.

Ability To

- Maintain complex office and confidential records and files.

- Prepare accurate reports from file records and materials.

- Deal with the public courteously and tactfully.

- Organize and coordinate several activities and projects at the same time.

- Write English at a level necessary to compose clear and concise reports, procedure manuals, and correspondence.

- Collect, compile, organize, and analyze data.

- Understand and carry out oral and written instructions.

- Communicate effectively, both orally and in writing.

- Operate a computer and assigned software.

- Operate a variety of office equipment.

- Establish and maintain effective working relationships with agency staff, outside organizations, and the public.

*Applications only accepted through link provided: Click Here to Apply!