Administrative Technician I/II

at  Tuolumne County

DESCRIPTION

Interviews for successful candidates will be held on Wednesday, December 4, 2024.

KNOWLEDGE OF:

Administrative Technician I/II:

• County and department policies and procedures.
• Laws, codes and regulations governing professional and clerical operations of the department / division to which assigned.
• Programs, goals and purpose of the assigned department / division.
• Operational and procedural requirements, precedents, and guidelines of assigned area of responsibility.
• Organization and function of the department, division, commissions, and of outside agencies as necessary to assume assigned responsibilities.
• Principles and practices of research, data collection and report preparation.
• Methods of preparing and processing various records, forms and other documents peculiar to assigned department or program.
• Standard office management and clerical practices and procedures.
• Record-keeping and filing systems and methods.
• Financial record-keeping and budget preparation.
• Business mathematics and basic statistical techniques.
• Modern office practices, methods, and computer equipment and applications related to the work.
• English usage, grammar, spelling, vocabulary, and punctuation.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and County staff.

EDUCATION AND EXPERIENCE:

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be
Equivalent to the completion of the twelfth (12th) grade; and
Administrative Technician I: Three (3) years of increasingly responsible office support experience in the field assigned or two (2) years as a Senior Office Assistant with the County of Tuolumne.
Administrative Technician II: Three (3) years of increasingly responsible office support experience in the field assigned or two (2) years as an Administrative Technician I with the County of Tuolumne.

RELIEF POSITIONS DO NOT QUALIFY FOR BENEFITS

Employee Benefits Webpage Union Memorandums of Understanding

(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.

Administrative Technician I:

• Perform technical and procedural work in support for an assigned unit, division, or program; apply technical procedures, methods, and techniques to support program and management analysis functions and processes; monitor and explain operational and program requirements and processes to various stakeholders.
• Research, interpret, and ensure compliance with laws, codes, rules, regulations and County and program guidelines, policies, and procedures related to assigned areas of responsibility.
• 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 staff.
• Organize, maintain, and update assigned record systems and databases; enter, update, and audit data to ensure quality control; develop queries and run reports; research data within areas of assigned responsibility to prepare reports and provide follow-up information to inquiries; periodically review and purge files in accordance with the records retention policy.
• Research and resolve operational and program problems through the review of records, interpretation of requirements and regulations, projection of the impact of potential actions and decisions, participation in audit processes, and the coordination with multiple stakeholders.
• Assist in developing and monitoring assigned budgets including gathering and reviewing financial data to identify and recommend account adjustments and fund transfers, developing narratives and project plans, monitoring labor hours and other expenses, ensuring accurate allocation to accounts, providing account balances and updates to management and staff, processing invoices and purchase orders, maintaining budget spreadsheets, entering information into the financial software system, and attending budget meetings.
• Compose, edit, proofread, and submit Board agenda, staff, financial, budgetary, operational, and other technical and programmatic charts, reports, contracts and agreements, technical documentation, and various correspondence and informational materials regarding assigned activities.
• Verify and review calculations, forms, and reports for accuracy, completeness, and conformance with established regulations and procedures.
• Serve as meeting and/or committee secretary including preparing agendas and informational packets, setting up the room, and taking and transcribing minutes for assigned boards and committees.
• Serve as a liaison and provide information and assistance to employees, the public, and private organizations, community groups, and other agencies regarding assigned activities; receive and respond to complaints and questions; interpret and explain applicable regulations, policies, procedures, systems, rules, and precedents according to existing guidelines; coordinate and resolve problems when appropriate.
• Evaluates office and inter-departmental procedures and makes recommendations for modifications as necessary to maintain efficient and effective office operations; assists in developing and implementing department / division objectives, policies, procedures and work standards.
• Prepares, copies, collates, and distributes a variety of documents, including agendas, bid packages, contracts, informational packets, and specifications; ensures proper filing of copies in departmental or central files.
• May perform various duties associated with personnel administration, which may include establishing and maintaining confidential employee records, coordinating required pre-employment testing, conducting new employee orientation and processing related paperwork.
• Receives and responds to inquiries, in oral or written form, from the public or other agencies concerning department / division operations.
• Performs other clerical / administrative work as required, which may include but is not limited to typing and copying documents, filing / retrieving files, reviewing and processing mail, faxing information, answering the telephone, scheduling appointments and meetings, maintaining calendars, maintaining inventory of supplies and materials, etc.
• Organizes, coordinates, and attends various meetings and training as required or appropriate.
• Completes special projects as assigned.
• Performs other related duties as assigned.

Administrative Technician II: (In addition to the above)

• Provides skilled administrative support to an assigned supervisor or manager in the daily management of operations.
• Prepares, types and/or processes various documents requiring professional knowledge of the department’s / division’s functions, which may include but are not limited to: permits, licenses, applications, vouchers, claims, meeting agendas and minutes, correspondence, periodic reports, contracts, agreements, legal / official documents, bid documents, etc.
• Maintains accurate and detailed records, verifies accuracy of information, researches discrepancies, and records information
• Perform various accounting / bookkeeping work, which includes verifying or computing financial data, preparing billing invoices, processing accounts payable / receivable, preparing financial reports and statements, maintaining and balancing accounts, preparing bank deposits, processing payroll, etc.
• Communicates with officials and staff of other departments and agencies to obtain and relay information and to coordinate activities.