Administrative Technician

Salary: $27.11 – $38.14 Hourly

Location : 311 Vernon Street, Roseville

Job Type: Full-Time Regular

Job Number: 202300186

Department: Parks Recreation & Libraries

Division: PRL Business Services

Opening Date: 09/11/2023

Closing Date: 10/1/2023 11:59 PM Pacific

Bargaining Unit: Stationary Engineers Local 39

Description

YOUR FUTURE STARTS HERE!

Grow your career by joining the City of Roseville

in the role of Administrative Technician

The Human Resources Department is accepting applications for the citywide classification of Administrative Technician. The employment list that will be established from this recruitment may be utilized to fill future regular, limited-term and temporary vacancies. The current vacancy is in the Parks, Recreation & Libraries Department. The normal work schedule is Monday through Friday; a flex schedule may be available.

The City of Roseville promotes a no smoking atmosphere.

DEFINITION

To perform technical level administrative duties in support of a City department or program; to research, collect, and analyze data and prepare draft reports; to track and report operational statistics; and to provide technical assistance to management.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from assigned supervisory personnel.

May exercise direct supervision over administrative support personnel.

Examples of Duties

Duties may include, but are not limited to, the following:

• Develop, coordinate, and implement program activities of a technical area of assignment related to department activities and programs.
• 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 and paraprofessional 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, research and analysis; prepare draft reports and technical documents; provide project oversight for the less complex or political projects.
• Assist with the development of Requests for Proposals and contract administration.
• Plan, prioritize, assign, supervise and review the work of administrative support staff involved in duties related to area of assignment.
• Establish and maintain systems related to assigned technical area of responsibility; monitor area activities and report progress as required.
• Ensure areas of responsibilities are in compliance with related laws, codes, ordinances, and legislation; advise staff of any irregularities in compliance.
• Review, verify and process documents related to department activities including budgets, contracts, grants, claims, legislation, purchasing, and other specialized documents based on area of assignment.
• Establish and maintain a wide variety of filing and reporting systems as necessary; develop record keeping procedures; provide relevant information to relevant parties prepare and type correspondence and compile and type reports.
• Compile and develop information for special studies and reports from a variety of resources; collect, compile and report findings and recommendations.
• Assist with the testing, implementation and maintenance of new/upgraded software technologies and systems; maintain a variety of databases.
• Assist supervisor and managers with a variety of administrative operations; prepare, recommend and implement procedural modifications.
• Coordinate and assist in the development and administration of a department budget; prepare budget reports; compile annual budget requests; monitor and classify expenditures; track and reconcile bills; produce budget reports; research and resolve discrepancies.
• Independently respond to letters, e-mail and general correspondence based on areas of assignment.
• Coordinate, compile and draft City Council communications, as requested.
• May perform a wide variety of complex, responsible, secretarial and administrative duties for executive staff and other management personnel including providing routine analytical support.
• 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.

Minimum Qualifications

Knowledge of:

• Principles and practices of administrative and/or technical area to which assigned.
• Principles and practices of intermediate analytical research and project coordination.
• Modern office equipment, methods, procedures, and computer hardware and software.
• Principles of budget monitoring.
• Techniques and principles of effective interpersonal communication.
• Principles and methods of business letter and report writing.
• Principles and practices of safety management.
• Pertinent local, State and Federal laws, codes, ordinances, City functions, policies, rules and regulations.
• General functions and objectives of municipal government.
• Research methods and techniques.
• Computer software, including word processing, data base, spreadsheet and accounting applications.
• English usage, spelling, punctuation and grammar; and arithmetic, basic mathematical calculations and statistics and statistical methods.
• Report writing techniques.

Ability to:

• Independently perform a variety of technical duties including research, compilation and report development in support of assigned department or program.
• On a continuous basis, sit at a desk. Intermittently twist and reach office equipment; write and use keyboard to communicate through written means; run errands; lift or carry weight of 10 pounds or less.
• Intermittently review documents related to department operations; observe, identify and problem solve office operations and procedures; understand, interpret and explain department policies and procedures; explain operations and problem solve office issues for the public and with staff.
• Operate a personal computer utilizing spreadsheet, word processing and database software at an intermediate to advanced level.
• Collect, compile, analyze and present a variety of data in a meaningful way.
• Develop and implement various data collection and reporting systems.
• Interpret, apply and explain laws, rules, code and City policies and procedures.
• Review budget submissions and revisions for mathematical and accounting accuracy.
• Understand and translate City policies and practices into everyday working practices; make sound decisions with solid problem solving methods.
• Supervise, train and evaluate assigned administrative support staff.
• Understand and interpret complex policies, procedures and regulations.
• Review documents and operational procedures; interpret, identify, explain and problem solve issues and recommend corrective action.
• Obtain information through interview; handle multiple project assignments; and deal firmly and courteously with the public.
• Analyze situations quickly and objectively to determine proper course of action.
• Understand the organization and operations of the City and of outside agencies as necessary to assume assigned technical responsibilities.
• Coordinate the development and monitoring of an assigned program project budget; project, track and reconcile expenses.
• Compose professional quality correspondence and letters; write highly technical, detailed and analytical reports.
• Maintain a high level of confidentiality of a wide range of sensitive information when involved with human resource, payroll or other confidential issues.
• Use principles of effective office safety including use of equipment in a proper and safe manner, use of preventative personal ergonomic techniques, and maintenance of safe housekeeping in personal and common workspaces.
• Be an integral team player, which involves flexibility, cooperation and communication.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Communicate clearly and concisely, both orally and in writing.

Experience and Training

Experience:

Three years of responsible administrative support or technical experience preferably in the subject area to which assigned. One year of lead supervisory experience is highly desirable.

AND

Training:

An Associate’s degree or 60 semester units of college level course work including 18 units in a major field of study and 21 units in general education from an accredited college, preferably with course work in public administration, business administration, accounting, industrial relations or a related field based on area of assignment.

Two years of related work experience can substitute for an Associate’s Degree.

License or Certificate

Possession of a valid California driver’s license by date of appointment.

Supplemental Information
The City of Roseville is committed to a diverse workforce. We are engaged in understanding the needs and backgrounds of our colleagues and those we serve. Our organization is unified in this commitment, as we believe this produces the best results for our community.

ADDITIONAL INFORMATION:

• Detailed information on the City of Roseville recruitment practices can be reviewed on the page.
• The City of Roseville defines “accredited college or university” as an institution of higher learning and must be listed on the United States Department of Education Database of Accredited Post-Secondary Institutions and Programs website http://ope.ed.gov/accreditation.
• Credits earned from colleges, universities and institutions listed as an accredited institution on this website will be considered as part of the educational component of the minimum qualifications for a classification.

The following options apply to the evaluation of college degrees from countries outside the United States:

• Educational background from a foreign country may be evaluated by an accredited United States college or university listed on the U.S. Department of Education Database of Accredited Post-Secondary Institutions and Programs website.
• Verification of degree equivalency may be obtained from organizations that provide foreign education credential evaluation services. The City of Roseville will accept verification from any of listed member agencies found at www.naces.org or www.aice-eval.org
• A copy of the foreign credential evaluation verification must be attached to the employment application.
• Applicants who do not provide this verification will be eliminated from further consideration.

SELECTION PROCESS
All candidates meeting the minimum qualifications will have their application scored in a Formula Rate Examination. The applicant’s experience and education will be evaluated using a pre-determined formula. Scores from this evaluation will determine applicant ranking and placement on the Employment List. Supplemental questions will be utilized by the department hiring authority to make interview and selection determinations. Final appointment is contingent upon a check of past employment references, passing a City-paid fingerprint check and depending on position applied for a pre-employment medical exam and a drug and alcohol screening test.

THE CITY OF ROSEVILLE IS AN EQUAL OPPORTUNITY EMPLOYER. IF YOU REQUIRE AN ACCOMMODATION DUE TO A DISABILITY, PLEASE CONTACT THE HUMAN RESOURCES DEPARTMENT AT LEAST 5 WORKING DAYS BEFORE A SCHEDULED INTERVIEW/EXAMINATION PROCESS. MEDICAL DISABILITY VERIFICATION MAY BE REQUIRED PRIOR TO ACCOMMODATION.

EMPLOYEE BENEFITS:
The City of Roseville offers competitive benefits packages to full-time employees. Regular part-time employees receive benefits on a pro-rated basis. For more information regarding the City’s benefits, visit our website Benefits currently include:

• Health, dental, and vision insurance benefits
• Cafeteria plan, plus City paid Flex credit
• Life insurance (City paid and optional supplemental employee paid)
• Flexible spending accounts for dependent and health/medical costs
• Employee assistance plan
• Retirement savings plan
• Deferred compensation plan(s)
• Short-term and Long-term Disability employee paid plans
• Educational reimbursement
• Vacation leave, sick leave, personal/management leaves
• Holiday pay (plus two floating holidays annually)
• Bilingual pay
• Longevity pay

GENERAL BENEFITS:
A majority of the employee benefits are similar for all City employees. There are benefits that differ depending on which bargaining unit the job classification is assigned. Exact benefits information can be found by visiting the Benefits webpage and selecting the specific bargaining unit group.

TEMPORARY POSITIONS:
Most benefits do not apply to the City’s temporary positions. Temporary employees that work 1,500 hours annually may elect medical insurance. Temporary employees contribute to a retirement plan depending on the status of total hours worked annually.

01

Your response to the supplemental questions 3 and 4, the applicant’s education, training and experience, will be scored using a pre-determined formula. Your responses to these questions must be consistent with your employment application information. This experience must also be described in the “Work Experience” section of this application. Responses to the supplemental questionnaire that are inconsistent from your “Work Experience” section in the application will not be scored. I understand and agree with the above instructions.

• Yes
• No

02

Was any of the work experience listed on your application an unpaid internship, or volunteer work? If so, please list below which ones.

03

Which best describes your experience meeting the minimum qualifications for this position?

• An Associate’s degree or higher, or 60 semester units of college level course work (transcripts must be provided).
• Two years of related work experience to substitute for an Associate’s Degree, with a minimum of five years of related work experience.
• Neither of these options describe my previous experience.

04

How many years of responsible administrative and/or analytical support work experience do you have?

• Less than 3 Years
• 3-5 Years
• 5-7 Years
• 7-9 Years
• 9-11 Years
• 11+ Years

05

Do you have experience managing or supervising staff? If yes, please describe your experience, if no, enter N/A.

06

Which of the following describes your highest level of Microsoft Office (Microsoft Word, Excel, PowerPoint) proficiency?

• None
• Basic
• Intermediate
• Advanced

07

This position requires all candidates to possess a California Driver’s License by date of appointment.

• Yes, I have, or will have, a California Driver’s License by date of appointment.
• No, I will not have a California Driver’s License by date of appointment.

08

Please check only the boxes below where you have at least two (2) years of experience. Relevant work experience must be described in the following question in order for your selection to be considered. Note: You do not need to have experience in each of these functions to be considered for the position.

• Project Management
• Contract, Request for Proposals (RFPs) and Requests for Quotes (RFQs) Administration
• Accounts Payable/Receivable, including Ledger activities
• Budget Reports, Invoicing and Reconciliation.
• Human Resources: Hiring, Onboarding and Payroll
• Collecting, Interpreting, Analyzing and Reporting data
• Procurement and/or Finance
• Filing, Reporting and Records Maintenance

09

Please describe your relevant work experience for the functions you selected in question #8.

Required Question