Administrative Technician

Job Description

Our team is looking for an Administrative Technician, providing clerical and office support activities and administrative coordination. Work includes receptionist duties, data entry, document preparation, document transcription, filing, mail processing, routine record-keeping, arranging appointments and schedules, copying, and ordering or maintaining supply inventories.

Duties and Responsibilities

• Serves at the Division reception desk, answering and prioritizing calls, greeting customers and provides information and services. Responds to inquiries, complaints, and requests for information, assists with forms, takes messages, and refers customers to the appropriate resource
• Prepares, sorts, and distributes outgoing mail
• Performs data entry and makes updates to database information and systems. Retrieves, maintains, and organizes files, records, and documentation related to the assigned area
• Collects, compiles, organizes, logs, and tracks data and information; prepares and processes transactions and forms such as requisitions, vouchers, travel authorizations, expense reimbursements, claims forms, and/or invoices
• Documents appropriate accounts for purchases and expenditures and reconciles statements
• Schedules and arranges materials, supplies, and logistics for meetings. Maintains agendas and calendars and assists with travel arrangements
• Prepares and updates routine reports, charts, documents, and/or correspondence. Reviews information for accuracy and completion, scans and archives documents. Makes copies, and runs, routes and distributes forms, documents, and reports
• Monitors supplies inventory and office equipment needs. Initiates requests for supplies and equipment maintenance. Organizes and maintains supplies and materials of the assigned area
• Provides clerical and administrative support activities for special projects or assignments

• Responds to and processes online service requests submitted through EnerGov, utilizing SeeClickFix and ServiceNow
• Creates and prepares case file labels in accordance with departmental standards

Typical Qualifications

Education and Experience:
High School Diploma or GED and two years of related clerical and/or office support experience

OR

An equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above, unless otherwise subject to any other requirements set forth in law or regulation.

Additional Information

Knowledge of:

• Standard practices, methods, and materials of assigned work
• Basic mathematical concepts
• Basic filing and record-keeping principles
• Occupational hazards and applicable safety principles and practices
• Uses and properties of supplies and equipment
• Applicable federal, state, and local laws, codes, and regulations
• Customer service principles
• Specialized equipment relevant to the area of assignment
• Modern office technology

Skill In:

• Following directions and meeting standards
• Providing attention to detail in assignments
• Proofreading and error correction
• Maintaining and updating data and documentation
• Comprehending reference books and manuals
• Operating assigned tools and equipment
• Organizing and maintaining records and files
• Maintaining confidential information
• Interpreting and applying applicable laws, codes, regulations, and standards
• Providing customer service
• Utilizing a computer and relevant software applications
• Utilizing communication and interpersonal skills as applied to interaction with coworkers, supervisors, the general public, and others to sufficiently exchange or convey information and to receive work direction

ADA and Other Requirements:
Positions in this class typically require reaching, standing, walking, pushing, pulling, lifting, fingering, grasping, talking, hearing, seeing, and repetitive motions.

Light Work:
Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.

Working Conditions:
Work is routinely performed in an indoor, office environment.

Note:
This job classification description is intended to be generic in nature. It is not necessarily an exhaustive list of all duties and responsibilities. The essential duties, functions, and responsibilities and Fair Labor Standards Act (FLSA) designation may vary based on the specific tasks assigned to the position.