Administrative Technician

Job Description:

Administrative Technician

Description

THE POSITION

With supervisor approval, incumbents may be eligible for intermittent remote work; however, they must physically reside within the Sacramento region or have the ability to regularly report to a City of Sacramento physical worksite with little notice.

The Administrative Technician in the Diversity, Outreach, and Recruitment (DOR) Division of the Sacramento Fire Department (SFD) is pivotal in supporting the division's mission. This position provides support for the management of budgets, procurement, and data analysis, ensuring accurate timecard tracking and overseeing payroll accuracy and stipend procedures for program participants. They establish and maintain databases to track program demographics and the success of our diverse participants, including high school students and young adults. Additionally, this role supports the DOR team by providing support on essential tools and systems, ensuring the division operates efficiently and inclusively.

IDEAL CANDIDATE STATEMENT

The Administrative Technician position within the DOR Division is resourceful, self-motivated, and adaptable, excelling in new and undefined roles. The ideal candidate will have:

• Experience with in budget management, procurement, data collection, and analysis
• Experience with software such as Access Database, Power BI, Excel, CARA, K2, eCAPS, and TeleStaff
• Skills in setting up and maintaining databases, tracking program demographics, and ensuring accurate timecard and payroll tracking
• A solid commitment to Diversity, Equity, and Inclusion (DEI) and the ability to work effectively with diverse program participants, including high school students and young adults
• Excellent communication skills with the ability to train and support team members in technical processes
• Detail-oriented and proactive
• Passion for supporting community-focused initiatives and the ability to contribute to an evolving and inclusive environment

Under general supervision, the Administrative Technician performs a variety of technical and paraprofessional duties in support of centralized procurement, personnel, budget and administrative functions or in support of projects or programs; assists administrative and analytical personnel in researching, compiling and reviewing information; develops and maintains databases and spreadsheets.

DISTINGUISHING CHARACTERISTICS

This classification may be populated with multiple incumbents. The Administrative Technician performs technical non-clerical budget, procurement, personnel or program administration work within established policy and procedure guidelines. The Administrative Technician is distinguished from journey level clerical classifications in that the duties of Administrative Technician are technical and paraprofessional in nature and require greater knowledge and judgment. Administrative Technicians do not routinely perform clerical work.

SUPERVISION RECEIVED AND EXERCISED

General direction is provided by higher-level administrative, analytical, or managerial staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Researches, compiles, tabulates, and assembles data; assists in conducting surveys and studies; recommends and implements procedures, guidelines and processes; consults with managers and drafts policies.
• Prepares statistical and narrative reports, presentations, general and technical correspondence, and promotional materials; develops forms, tracking systems, databases and spreadsheets.
• Resolves difficult or sensitive customer service inquiries or problems, advises public on complex rules, policies and procedures; responds to inquiries from employees and the public.
• Researches information, organizes, evaluates and compiles results and prepares detailed summaries, tracks progress of projects and payments expenditures and reimbursements.
• Prepares and processes administrative documents such as vouchers, permits, personnel actions, requisitions, and contracts; prepares documents for personnel, purchasing, fiscal, and project or program areas; maintains a variety of records and files.
• Assists in the administration and coordination of special events, training, programs or projects; assists in coordinating municipal activities among City departments and/or other organizations.
• Provides exceptional customer service to those contacted in the course of work.
• Other related duties may also be performed; not all duties listed are necessarily performed by each individual holding this classification.

QUALIFICATIONS

Knowledge of:

• Basic principles of technical and statistical report preparation.
• Basic principles and practices of research and statistical methods.
• Modern office practices, procedures, and equipment.
• Record keeping and reporting practices.
• Basic principles and techniques of personnel, budget and purchasing.
• Basic techniques of project and program management.

Skill in:

• Providing customer service, including dealing with people in sensitive situations and problem resolution.
• Use of computers and computer applications and software.

Ability to:

• Communicate clearly and concisely, both orally and in writing.
• Collect, compile, organize, analyze, and interpret data.
• Understand, interpret, and apply rules, regulations, laws, and ordinances.
• Establish and maintain cooperative relationships with those contacted in the course of work.
• Follow oral and written instructions.

EXPERIENCE AND EDUCATION

Experience:

Three years of journey level clerical experience, including a minimum of two years performing administrative work or advanced journey level clerical work.

Substitution:

Completion of 60 semester units in an accredited college or university in public or business administration, economics, accounting, personnel or a closely related field may substitute for two years of the required experience.

PROOF OF EDUCATION

Should education be used to qualify for this position, then proof of education such as, but not limited to, university/college transcripts and degrees should be submitted with your application and will be required at the time of appointment. Unofficial documents and/or copies are acceptable.

An applicant with a college degree obtained outside the United States must have education records evaluated by a credentials evaluation service. Evaluation of education records will be due at time of appointment.

SPECIAL QUALIFICATIONS

Driver's License:

Possession of a valid California Class C Driver's License at the time of appointment. Individuals who do not meet this requirement due to physical disability will be reviewed on a case-by-case basis.

PROBATIONARY PERIOD

Employees must complete twelve (12) months of probation at a satisfactory performance level prior to gaining permanent status.

THE SELECTION PROCEDURE

Please note, the City of Sacramento's preferred method of communication with applicants is via e-mail. As such, please ensure you verify the e-mail address on your application, and check your e-mail frequently, including your spam and junk folders. All e-mail notifications can also be accessed through the governmentjobs.com applicant inbox.

1. Application: (Pass/Fail) - All applicants must complete and submit online a City of Sacramento employment application by the final filing deadline ;

• Employment applications must be submitted online; paper applications will not be accepted.
• Employment applications will be considered incomplete and will be disqualified:
  • If applicants do not list current and/or past job-related experience in the duties area of the "Work Experience" section. Note: Qualifying experience is based on full-time experience (40 hours per week). Qualifying experience is calculated to the full-time equivalent (pro-rated if less than 40 hours/week).
  • If "see resume" is noted in the "Work Experience" section; a resume will not substitute for the information required in the "Work Experience" section.

Proof of education such as, but not limited to, university/college transcripts and degrees should be submitted online with your application. Proof of education will be required at time of appointment.Position/job titles will not be considered in determining eligibility for meeting the minimum qualifications for this position. If you’re requesting Veteran’s credit, a copy of your DD214 must be submitted online with your application or emailed to the Employment Office by the final filing deadline. Information regarding the use of Veteran’s credit can be found in the Civil Service Board rules under rule 4.9C. Applicants are responsible for attaching a copy of their DD214 to each position for which they apply.2. Training and Experience Exam: (Weighted 100%) - The questions located at the end of the application are the Training and Experience (T&E) Exam. Responses to the T&E questions will be rated and scored. This exam will evaluate the relevance, level, and progression of a candidate's education, training and experience. The exam score will determine your ranking on the eligible list for this job. When completing the T&E questions, please note:

• Responses to the T&E questions must be submitted online; paper questionnaires will not be accepted.
• A resume will not substitute for the information required in the T&E questions.

3. Eligibility: Candidates who pass the Training and Experience Test will be placed on the eligible list. The hiring department may contact candidates for interview at any time during the life of the one-year list. Candidate’s eligibility expires one year from the date of notification of a passing score for the Administrative Technician examination.

4. Screening Committee: (Pass/Fail)- All candidates that pass the examination and are in one of the top three ranks will have their application forwarded to the hiring department for review. The hiring department will select the most competitive applications for further consideration. Human Resources will only evaluate employment applications for the minimum qualifications, as stated on the job announcement, for applications selected by the hiring department.

5. Conditional Hire: Upon receipt of a conditional offer, the selected candidate must complete and pass Live Scan/fingerprinting. If applicable, candidates may also need to pass a pre-employment medical exam, controlled substance and/or alcohol test, and possess any required licensure or certification prior to receiving a start date from the Department. Failure to meet these prerequisites will be grounds for withdrawal of your conditional offer of employment.

QUESTIONS:
For questions concerning this job announcement and the application process:

• Please visit https://www.governmentjobs.com/Home/ApplicationGuide for a comprehensive, step-by-step guide to the application process.
• For technical support between 6 AM - 5 PM PT, contact Live Applicant Support at (855) 524-5627.
• Visit the City of Sacramento Human Resources Department website at https://www.cityofsacramento.gov/HR/employment ;
• Send an email to employment@cityofsacramento.org ; or
• Call the Human Resources Department at (916) 808-5726

Bilingual Pay
Did you know that the City offers bilingual pay? That's right, most labor agreements offer the option of providing employees with bilingual pay if the department deems it to be operationally necessary.

Pension Reform Act
The City of Sacramento is covered by the California Public Employees' Retirement System, and as such, must adhere to the California Public Employee's Pension Reform Act (PEPRA) of 2013. Please note that the provisions within this act may affect or impact an applicant's eligibility and/or selection for open vacancies at the City of Sacramento.

Equal Opportunity Employer
The City of Sacramento is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.

Additional Information
Civil Service Rules: https://www.cityofsacramento.gov/content/dam/portal/hr/documentlibrary/CivilServiceBoardRules62012.pdf

Union Contracts: https://www.cityofsacramento.gov/HR/labor-agreements.html

Salary Schedule: https://www.cityofsacramento.gov/content/dam/portal/hr/documentlibrary/SalarySchedule.pdf

Closing Date/Time: 9/26/2024 11:59 PM Pacific

Salary:

$57,494.25 - $80,900.19 Annually