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Administrative Technician II (Cost Center: Employee Relations) |
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Pay Grade:
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MC06
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FLSA Status:
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Non-Exempt
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Monthly Salary Range:
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$3,073 - $3,921
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Annualized Salary Range:
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$36,876 - $47,052
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Authorized:
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6/2003
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Revised:
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4/2004
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Job Summary
This classification is primarily responsible for performing a variety of administrative support tasks in the following areas: Department-Specific Processing, Information Tracking and Recording; Reception and Information Services; Document and Correspondence Preparation; and Calendar/Meeting Management and Support. Typically at least 40% of work is performed in Department Specific Processing function. This is the journey, fully trained level within this series; incumbents are expected to be fully competent to independently perform the full range of duties. Work mainly involves performing prescribed tasks in a somewhat predictable order. Exceptions are regular but are carried out according to pre-determined policies or procedures.
Supervision
Supervision Received
This class works under general supervision, wherein the assigned duties require the exercise of judgment or choice among pre-established actions, sometimes without clear precedents and with concern for the consequences of the action. The employee may or may not work in close proximity to his/her supervisor.
Supervision Exercised
This class may provide indirect supervision to lower level personnel.
Distinguishing Characteristics
N/A
Essential Functions
A. Department Specific Processing
Duties may include:
Collect, interpret, enter, track, and process department-specific information, such as applications, work or repair orders, employee requests, and vendor applications. Review information for completeness; may collect additional information utilizing a prepared questionnaire. Examine provided information and evaluate against standards to determine application qualifications, appropriateness of request, and priority. Contact outside agencies or vendors, as needed, to assist in processing of applications and requests. Maintain files, records, reports, and logs related to process. Forward processed application/requests to appropriate department personnel. Communicate with customers and employees regarding application and request status. Review, research, and download additional required information to process specific applications and requests. Other duties as assigned.
B. Information Tracking, Recording, and Report Preparation
Duties may include:
Enter data and records into automated information systems. Keep status reports on recorded information and records. Maintain indexes and lists of recorded information for use by District personnel. Track and report on special information. Utilize application programs to chart and display recorded information for inclusion in reports. Prepare monthly and quarterly reports, gathering and summarizing information as required. Other duties as assigned.
C. Reception and Information Services
Duties may include:
Receive and screen phone calls and visitors for the department or unit. Answer routine questions and obtain and furnish information to save the supervisor time. Document calls as received and notify party or parties as appropriate. Other duties as assigned.
D. Document and Correspondence Preparation
Duties may include:
Provide written response for supervisory review by researching and reviewing department policies, coordinating and gathering information, and drafting responses to various public inquiries and requests related to department functions. Prepare letters and correspondence related to departmental function. Assist in preparation of monthly briefings and reports. Other duties as assigned.
E. Calendar/Meeting Management and Support
Duties may include:
Attend various inter- and intra-department committees, interfacing with other internal staff. May take notes or minutes. Schedule appointments and make arrangements for meetings, conferences, and travel. Other duties as assigned.
Job Demands
(1) Mobility: frequent use of keyboard; frequent sitting for long periods of time; occasional bending or squatting. (2) Lifting: frequently up to 10 pounds; occasionally up to 25 pounds. (3) Vision: constant use of overall vision; frequent reading and close-up work; occasional color and depth vision. (4) Dexterity: frequent repetitive motion; frequent writing; frequent grasping, holding, and reaching. (5) Hearing/Talking: frequent hearing and talking, in person and on the phone. (6) Emotional/Psychological: frequent decision-making and concentration; frequent public and/or coworker contact; occasional working alone. (7) Environmental: frequent exposure to noise.
Knowledge and Abilities
Required Knowledge of:
Record keeping and filing methods.
Basic statistical analysis.
Methods and techniques of tracking, recording, and presenting statistical data
Practical application of computers and peripheral equipment.
English grammar, punctuation, spelling, and usage.
Standard office equipment operation.
General methods of tactful public communication.
Required Ability to:
Word process at least 40 wpm.
Prioritize and deal with conflicting workload requirements.
Handle all internal/external contacts with courtesy, diplomacy, and tact.
Read, analyze, and interpret District policies, professional journals, technical publications, and government regulations.
Write reports, business correspondence, and procedure manuals.
Effectively present information and respond to questions from groups, managers, customers, and the general public.
Deal with difficult people and situations.
Learn District and departmental operating policies and procedures.
Learn departmental systems, methods, tasks, and procedures.
Speak clearly and communicate messages to appropriate individuals.
Organize information clearly and precisely.
Perform basic mathematical calculations, including ratios and percentages.
Apply customer service skills, representing the District in a positive way while working with the public.
Take accurate notes and minutes for written summary of meeting.
Read a map and understand and follow directions.
Learn SAP system processes related to department and job.
Extract statistics and written information from reports and transfer to other
documents.
Explain information to others.
Use a multi-line phone system and telephone etiquette.
Work well with others.
Required Computer Skills with:
Common word processing software.
Common spreadsheet software.
Common database applications.
Accounting or operations software functionality.
Email, contact management, and scheduling software.
Project management software.
Presentation software.
Minimum Qualifications — Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Required Prior Experience
One year of experience performing administrative technical work comparable to an Administrative Technician I with Sacramento Regional Transit District.
Required Education
An associate’s degree in business administration or closely related field. An additional three years of qualifying experience may substitute for the required education.
