Administrative Technician - Butte County, CA : Job Details

Butte County Administration Department is looking to fill one Regular Help position.

The eligibility list created from this recruitment may be used to fill any current or future vacancies in ANY Butte County Department.

FLSA: Non-Exempt

DEFINITION

Under general supervision, performs a variety of responsible technical and administrative support duties requiring the application of procedural, program, and regulatory compliance knowledge in support of a department, division, and/or program; assumes ongoing, technical responsibilities specific to area of assignment; coordinates assigned programs, projects, and services with other departments, divisions, and outside agencies; performs research and routine analysis; and performs related duties as assigned.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from assigned supervisory or management personnel. Exercises no direct supervision over staff.

CLASS CHARACTERISTICS

This classification is responsible for providing specialized and technical support for an assigned department, division, or program. The work has technical aspects, requiring the interpretation and application of and ensuring compliance with policies, procedures, requirements, and regulations, and may involve frequent contact with staff and the public. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work department or division.

This class is distinguished from the Administrative Assistant classification series in that the latter is responsible for applying clerical and administrative procedures and requirements to perform duties that facilitate the work of an office and/or unit, such as receiving and controlling incoming correspondence, organizing and maintaining filing systems, organizing clerical processes, and gathering basic program and project status information. This class is further distinguished from the Administrative Analyst series in that the latter are professional-level classes with a broader range and scope of duties and responsibilities such as researching and analyzing practices and procedures, and assisting in developing recommendations for organizational, operational, policy, financial, budgetary, and procedural improvements in assigned areas.

EXAMPLES OF TYPICAL JOB FUNCTIONS

Typical functions may include any of the following tasks, knowledge, abilities, and other characteristics. The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position-specific tasks.

* Performs technical and procedural work in support for an assigned department, division, or program; applies technical procedures, methods, and techniques to support program and management analysis functions and processes; monitors and explains operational and program requirements and processes to various stakeholders.

* Monitors, coordinates, organizes, and carries out administrative and technical assignments and projects; researches and compiles information and data from internal and external sources on topics related to assigned area of responsibility; reviews, organizes, and summarizes data collected; compares data to identify trends and discrepancies; presents preliminary findings and recommendations in an appropriate format for review by professional, supervisory, or management staff.

* Researches, interprets, and ensures compliance with laws, codes, rules, and regulations, and County program guidelines, policies, and procedures related to assigned area of responsibility.

* Assists in developing and monitoring assigned budgets, including gathering and reviewing financial data to identify and recommend account adjustments and fund transfers, drafting narratives and project plans, monitoring labor hours and other expenses, ensuring accurate allocation to accounts, and providing account balances and updates to management and staff.

* Processes claim reimbursements, invoices, and purchase orders; researches information from various sources; monitors and reconciles expenditures, revenues, and discrepancies; assigns and ensures proper coding; ensures compliance with County fiscal internal control procedures and federal, state, and funding agency reporting requirements; maintains fund/budget reports and documentation for audits and reporting purposes; and attends fiscal meetings.

* Conducts research and performs basic analysis of information; discusses analyses and conclusions with professional and/or management staff and drafts reports of findings.

* Receives, reviews, verifies, and processes time recording documents to prepare payroll for department/division employees; audits such documents for completeness, accuracy, and compliance with rules and regulations; reconciles transactions and data; prepares and balances payroll reports and records; prepares a variety of payroll and human resources reports and information on a scheduled and as requested basis.

* Verifies and reviews calculations, forms, data, and reports for accuracy, completeness, and conformance with established regulations and procedures.

* Composes, edits, proofreads, and submits staff reports and supporting documentation for Board of Supervisor, commission, and/or committee agenda items; fiscal, budgetary, operational, payroll, and other technical and programmatic reports; contracts, agreements, and amendments; program and/or technical documentation; and various correspondence and informational materials.

* Evaluates office and inter-departmental procedures and makes recommendations for modifications as necessary to maintain efficient and effective office operations.

* Provides information to the public or County management and staff that requires the use of independent judgment, interpretation of policies, rules, regulations, and procedures, and ensuring compliance with program, division/department, County, funding agency, and federal, state, and local requirements.

* Performs other clerical/administrative work as required, which may include, but is not limited to, typing and copying documents, scanning, filing/retrieving files, reviewing and processing mail, answering the telephone, scheduling appointments and meetings, maintaining calendars, maintaining inventory of supplies and materials, etc.

* Completes special projects as assigned.

* Performs related duties as assigned.

Knowledge of:

* Administrative principles, methods, and procedures related to accounting, budget, payroll, and/or program compliance.

* Public administration principles and practices.

* Applicable state, federal, and local laws, regulations, codes, and ordinances and County policies and procedures applicable to department, division, and/or programs to which assigned.

* Basic principles and techniques of research, data collection, analyses, and report preparation.

* Recordkeeping principles and procedures.

* Business mathematics and statistical techniques.

* Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and County staff.

* The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.

* Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

Ability To:

* Perform responsible specialized and technical support work with accuracy, speed, and general supervision.

* Prepare clear, concise, and effective reports and correspondence with recommendations.

* Understand, interpret, and apply all pertinent laws, regulations, codes, and ordinances and County policies and procedures relevant to work performed.

* Evaluate alternatives and make judgments within established policy and procedural guidelines.

* Interpret, summarize, and present administrative, budgetary, fiscal, and technical information and data in an effective manner.

* Research, conduct basic analysis, and summarize data.

* Prepare accurate and logical written reports and correspondence related to assigned area independently or from brief instructions.

* Make accurate mathematical and statistical computations.

* Establish and maintain a variety of filing, recordkeeping, and tracking systems.

* Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.

* Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.

* Effectively use computer systems, software applications relevant to work performed and modern business equipment to perform a variety of work tasks.

* Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.

* 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 completion of the twelfth (12th) grade supplemented by college-level coursework in public administration, business administration, management, accounting, or a related field; and

Four (4) years of increasingly responsible administrative, secretarial, and/or technical experience including responsibility for interpreting and explaining complex rules and regulations, researching information, and preparing accurate documents and reports.

Certifications and Licenses:

* Must possess a valid US driver's license upon date of application. Must obtain California driver's license following hire date per California DMV regulations.

PHYSICAL DEMANDS

* Mobility to work in a standard office setting and use standard office equipment, including a computer; primarily a sedentary office classification although standing in work areas and walking between work areas may be required; occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information; ability to lift, carry, push, and pull materials and objects up to 10 pounds.

* Vision to read printed materials and a computer screen.

* Hearing and speech to communicate in person and over the telephone.

* Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment.

WORKING CONDITIONS

* Office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.

EQUIPMENT AND TOOLS UTILIZED

* Equipment utilized includes personal computer, fax machine, and standard office equipment.

Disaster Service Worker

All Butte County employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the County requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker related training as assigned, and to return to work as ordered in the event of an emergency.