Admin Tech I (Relief)

Under general supervision, provides a variety of office support activities to an assigned department, which may include word processing, data entry and organization, telephone and counter reception, processing of invoices, record keeping, statistical and technical report preparation, and filing; provides information and assistance to the general public; and to perform related work as required.  

 
SUPERVISION RECEIVED AND EXERCISED
 
Receives general supervision from assigned supervisory or management personnel.   Exercises no direct supervision of staff.  
 
CLASS CHARACTERISTICS
 
This is the entry-level classification in the Administrative Technician series.  Initially under close supervision, incumbents perform a variety of administrative support functions.  Incumbents at this level possess a comprehensive, authoritative understanding of all departmental functions and professional activities, and provide support to professional-level staff in the completion of their duties, in addition to completing complex clerical assignments including taking and transcribing meeting minutes and assisting in department-related projects and programs.  Adequate performance at this level requires the knowledge of departmental or office procedures and the ability to choose among alternatives in solving problems.  This class is distinguished from the Office Assistant series in that the latter provides a more limited spectrum of office support work and is further distinguished from the Administrative Technician in that the latter performs specialized work that requires in depth technical knowledge and skill.(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.
 

• 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.

Knowledge of:

• 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.

Ability to:

• Learn, understand, interpret, analyze and apply all pertinent laws, codes, regulations, policies and procedures, and standards.
• Perform complex para-professional statistical and functional work involving the use of independent judgment.
• Gather and compile department / division-specific information from a variety of sources.
• Understand and follow complex oral and written instructions.
• Maintain accurate records and files.
• Type accurately at speeds necessary for successful job performance.
• Compose correspondence and reports independently or from brief instructions; maintain records and databases.
• Perform work effectively despite frequent interruptions and the pressure of deadlines.
• Operate modern office equipment including computer equipment and specialized software applications 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.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

 
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 (12^th) grade; and 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.
 
Licenses and Certifications:
 

• Possession of, or ability to obtain, a valid California Driver’s License by time of appointment and a satisfactory driving record.

Salary : $20 - $24