Administrative Technician I/II - Confidential
Employment Type: Full-Time
Salary for this position will increase to $3,174 - $4,055 per month ($38,089 - $48,664 annually) in 2022 with additional increases of 5% in January 2023 and 2024.
The City of Eureka is currently hiring for one (1) full-time Administrative Technician I/II position within our Police Department. This position will be performing confidential work directly for the office of the Chief of Police.
Under general supervision, provides a wide variety of technical office administrative and secretarial support to a department head and related management, professional, and supervisory staff; performs technical support work related to the department to which assigned; creates, implements, and participates in technical processes, procedures and programs; and performs related work as required.
SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from assigned supervisory or management personnel. No direct supervision of staff is exercised. May exercise technical and functional direction over assigned staff.
Administrative Technician I: This is the advanced journey-level class in the administrative series. Responsibilities include high-level technical administrative and office support work for an assigned department. Responsibilities may include coordinating the office administrative support for the department and performing technical assistance to ensure efficient service provision. Responsibilities require the use of tact, discretion, and independent judgment as well as knowledge of departmental activities. The work has technical and programmatic aspects, requiring the interpretation and application of policies, procedures and regulations and may involve frequent contact with the public, as well as performing various research and budgetary functions. This class is alternately staffed with Administrative Technician II and incumbents may advance to the higher-level class after gaining the knowledge, skills and experience that meet the qualifications for and demonstrating the ability to perform the work of the higher-level class.
Administrative Technician II: This is the highest-level class in the administrative series. Incumbents perform a wide variety of specialized technical and administrative support work for various City departments. Responsibilities include coordinating the office administrative work for the department by performing technical assistance to ensure efficient service provision. Responsibilities require the frequent use of tact, discretion, and independent judgment as well as a knowledge of departmental and City activities. The work has technical and programmatic aspects, requiring the interpretation and application of policies, procedures and regulations and involves frequent contact with the public, as well as performing various research and budgetary functions. This class is distinguished from the Administrative Assistant series in that it provides higher-level office administrative and technical support to a department head and related management, professional, and supervisory staff and performs technical support work related to the department to which assigned.
Expectation of Job Duties
EXAMPLES OF ESSENTIAL JOB 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.
* Performs technical administrative assistance and support duties for an assigned department; creates, implements, and participates in various technical processes, procedures and programs; provides information and assistance to the public on technical processes, procedures and programs
* Manages office support functions; directs the work activities of assigned clerical staff; prioritizes and coordinates work assignments; reviews work for accuracy.
* Oversees and trains assigned staff; provides or coordinates staff training; works with employees to correct deficiencies.
* Attends to a variety of office administrative details, such as keeping informed of departmental activities, transmitting information, developing and maintaining department website, ordering and coordinating supply orders, preparing contracts and agreements, arranging for equipment purchases and maintenance, attending meetings, and serving on various task forces and committees.
* Performs personnel functions within the department, including processing personnel action forms, preparing and maintaining personnel records related to files, training, evaluations, recruitment assistance, new hires, employment status, benefits administration, workers' compensation and other insurance matters; provides personnel reports and information to departmental personnel and others, as required.
* Processes bills and invoices for payment; prepares and transmits a variety of financial documents; assists in budget preparation and maintains records of purchase orders, expense statements and other fiscal transactions.
* Performs project research, analysis, and report preparation related to the activities of the department to which assigned; may prepare technical reports, issue permits and perform other technical work related to the department to which assigned.
* Compiles information and data for administrative, statistical and financial reports; checks and tabulates statistical data; prepares and assembles reports, manuals, articles, announcements, and other informational materials.
* Organizes, coordinates, maintains, and updates departmental record systems; enters and updates information with departmental activity, inventory files, and report summaries.
* Coordinates calendars and makes meeting arrangements; schedules meetings between City staff or between City staff and other groups or organizations; arranges for necessary materials to be available at meetings.
* Coordinates travel arrangements and accommodations for department personnel and submits all related paperwork.
* Coordinates workshops and classes; assists with special event programs; coordinates reservations and use of equipment and facilities.
* Prepares, processes and tracks purchase requisitions for services and materials; enters purchase information into computer system; ensures issuance of purchase order; coordinates delivery of services and materials; receives vendor invoice; prepares demand for payment for department head approval.
* Prepares, makes recommendations, and monitors department/division budget relative to assigned areas of responsibility.
* Acts as the City's representative and liaison on relevant topics, including responding to questions and comments from the public in a courteous and timely manner and collaborating with involved parties to reach resolutions on identified issues.
* Attends meetings, conferences, workshops, and training sessions and reviews publications and audio-visual materials to become and remain current on principles, practices, and new developments in assigned work areas.
* Performs other duties as assigned.
Knowledge Skills and Abilities
* Basic principles of supervision and training.
* Organization and function of public agencies, including the role of an elected City Council and appointed boards and commissions.
* Applicable codes, regulations, policies, technical processes and procedures related to the department to which assigned.
* Modern office administrative and secretarial practices and procedures, including the use of standard office equipment.
* Budgeting and fiscal monitoring, and the City's budget process.
* Business letter writing and the standard format for reports and correspondence.
* Principles and practices of data collection and report preparation.
* Computer applications related to the work, including word processing, web design, database, and spreadsheet applications.
* Business arithmetic and basic statistical techniques.
* Basic principles of record keeping and cash handling.
* English usage, grammar, spelling, vocabulary, and punctuation.
* Techniques for dealing effectively with the public, vendors, contractors and City staff, in person and over the telephone.
* Techniques for providing a high level of customer service to the public and City staff, in person and over the telephone.
* Plan, schedule, assign, and oversee activities of assigned clerical staff.
* Perform responsible technical administrative and secretarial support work with accuracy, speed, and minimal supervision.
* Provide varied, confidential and responsible secretarial and office administrative work requiring the use of independent judgment, tact and discretion.
* Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
* Develop, interpret, apply, and explain a wide variety of technical policies and procedures, and communicate difficult procedures and regulations to those encountered in the course of work.
* Research, analyze, and summarize data, and prepare and present accurate and reliable reports containing findings and recommendations.
* Compose correspondence and reports independently or from brief instructions.
* Organize, maintain, and update office database and records systems.
* Make accurate arithmetic, financial and statistical computations.
* Enter and retrieve data from a computer with sufficient speed and accuracy.
* Take notes rapidly and accurately transcribe own notes.
* File materials alphabetically, chronologically, and numerically.
* Organize own work, coordinate projects, set priorities, meet critical time deadlines, and follow-up on assignments with a minimum of direction.
* Operate modern office equipment including computer equipment and software programs.
* Use English effectively to communicate in person, over the telephone and in writing.
* Use tact, initiative, prudence and independent judgment within general policy and legal guidelines in politically sensitive situations.
* Establish and maintain effective working relationships with those contacted in the course of work.