Administrative Technician - City Clerk's Office

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The City of Dublin is seeking an Administrative Technician to perform high level administrative tasks in the City Clerk’s Office. Responsibilities include but are not limited to finalizing legislative documents for signature and proper management; maintenance of official City documents and records; provide administrative support and back-up for Passport Services; assist in processing public records requests; and other duties as assigned.

General Purpose:
To provide responsible technical assistance by coordinating, monitoring and reporting on various departmental activities of a routine and recurring nature; to perform administrative and technical work of assigned program area; to perform a variety of highly responsible and complex clerical, and secretarial duties for a department; and to assign and review the work of assigned clerical personnel.
 
Supervision Received and Exercised:

• Receives direction from assigned management personnel.
• May exercise direct supervision over assigned clerical personnel.

The following duties are normal for this classification.   The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

• Perform a wide variety of complex, responsible, and confidential secretarial and routine administrative duties for management personnel.
• Perform routine administrative projects for management personnel; research and compile background data; maintain records and files regarding department administrative activities.
• Develop, coordinate, and implement program activities of a technical area of assignment related to department activities; prepare technical documents related to program activities.
• Respond to requests for documentation related to assigned area of responsibility; explain and interpret assignment area policies and procedures to internal or external customers.
• Perform technical duties related to area of assignment including interpreting, analyzing, and determining compliance or acceptance of information and materials; prepare reports to document results of duties performed.
• Assist professional staff in performing and conducting studies, special projects, administrative and technical functions; perform data collection and analysis; prepare draft reports and technical documents.
• Establish and maintain systems related to assigned technical areas of responsibility; monitor area activities and report progress as required.
• Review and verify documents related to department activities including budgets, grants, claims, public information, legislation, classification, recruitment and selection, employee benefits, personnel actions, and/or other related information.
• Interpret and explain routine City and department policies, rules, and regulations in response to inquiries; refer inquiries as appropriate.
• Independently respond to letters and general correspondence not requiring the attention of management personnel.
• Coordinate and make travel arrangements; maintain appointment schedules and calendars; arrange meetings and conferences.
• Research and compile data for special projects and various reports.
• Initiate and maintain a variety of files and records.
• Assist in the support of a board or commission including preparing the agenda, assembling background materials, attending meetings, and typing minutes of meetings as assigned.
• Plan, assign and review the work of assigned clerical personnel; conduct performance evaluations on assigned clerical personnel.
• Recommend organization or procedural changes affecting clerical activities.
• Build and maintain positive working relationships with co-workers, other City employees, and the public using principles of good customer service.
• Perform related duties as assigned.

Ideal  Candidate

The ideal candidate is a highly organized, adaptable, and proactive professional who thrives in a dynamic, fast-paced environment. The Administrative Technician will be able to perform a variety of difficult administrative support and analytical assignments for the City Clerk’s Office. 

Key qualifications include good written and verbal communication skills, knowledge of management of records and electronic information, ability to work independently, and be comfortable using modern technology and software.

The successful candidate will be a reliable team player with strong problem-solving skills and the ability to anticipate challenges and provide innovative solutions. A high level of initiative, diplomacy, and flexibility is essential, as is the ability to maintain positive, professional relationships in a constantly evolving environment.

Training and Experience
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying.  A typical way to obtain the knowledge and abilities would be:
 
Education
Equivalent to the completion of the twelfth grade.
 
Experience
Five years of increasingly responsible secretarial and/or clerical experience involving frequent public contact and data research and presentation.

Knowledge of: 

• Research methods and techniques.
• Computer software, including word processing, database, spreadsheet and accounting applications.
• English usage, spelling, punctuation and grammar; and arithmetic, basic mathematical calculations and statistics and statistical methods.
• Modern office methods, procedures, and computer equipment. 
• Business letter writing.
• Pertinent City government organization, functions, policies, rules and regulations.
• Principles and practices of assigning and reviewing the work of others.

Ability to:

• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Perform independent research in carrying out administrative and technical duties.
• Collect, compile, analyze and present a variety of data in a meaningful way.
• Communicate clearly and concisely, both orally and in writing.
• Compose routine reports, general correspondence and letters.
• Interpret and apply administrative and departmental policies, laws, and rules.
• Operate and use modern office equipment including computer software as assigned.
• Analyze situations carefully and adopt effective courses of action.
• Plan, organize and schedule priorities in the office.
• Compile and maintain complex and extensive records and prepare reports.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Train and assign work to clerical personnel.
• Type at a speed necessary for successful job performance.

Physical Standards:
The physical standards described are representative of those that must be met by employees to successfully perform the essential functions of this class.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

An employee is regularly required to, sit at desk and in meetings for long periods of time; talk or hear, in person, in meetings and by telephone; use hands and fingers to handle, feel or operate standard office equipment; and reach with hands and arms.  Intermittently, twist to reach equipment surrounding desk; walk to observe department activities; bend and squat to perform file searches; perform simple grasping and fine manipulation; use telephone and write or use a keyboard to communicate through written means; operate an automobile to attend various meetings and workshops. While performing duties, the employee is regularly required to use written and oral communication skills; know laws, regulations and codes; remember personnel rules, legal and code requirements; explain and interpret codes, policies and procedures; interact with City management, other governmental officials, contractors, vendors, employees and the public.

Salary : $41 - $52