Administrative Technician

Administrative Technician

The City of Folsom's Community Development Department is currently recruiting for an Administrative Technician to support departmental services and staff including city planning, development engineering, and building safety and code enforcement. This position will also serve as Commission Clerk to the City's Planning Commission and Historic District Commission.

This is a Monday - Friday, in-office position. This position is non-exempt and represented by the Local 39 IUOE union.

This position will provide direct administrative support and perform technical tasks for the Community Development Department, which oversees the City's private development activities (city planning, development engineering, and building safety and enforcement). The ideal candidate has a strong understanding of City government, public meetings, and public records. Additionally, the ideal candidate has experience with customer service, research and data analysis, financial accounts and transactions, and specialized software systems (e.g., electronic permitting and plan check systems).

Under general supervision from the Community Development Director, the Administrative Technician will perform a variety of general and specialized administrative and financial duties including budget compilation and preparation, recordkeeping work, assist in the preparation of financial reports and analysis, and provide administrative and paraprofessional support to professional and management staff. Position duties will vary depending on departmental assignment, but all positions have the core function of data collection, data presentation, data summarization and mathematical accuracy.

This position is an advanced journey-level technical class characterized by provision of a variety of specialized administrative support functions and paraprofessional technical tasks associated with the receipt and processing of financial, fiscal, and statistical data. The position involves complex and difficult recordkeeping work in the maintenance of department budget, financial accounts, statistical data compilation, reporting, and records.

Note: The following are duties performed by employees in this class. Duties listed are not meant to be all-inclusive. Other duties may be required as assigned. Some duties listed (under department headings) are related to that particular department assignment:

• Compile and maintain financial and statistical data and prepare and assist in preparing financial and other data reports.
• Reconcile budget and finance records.
• Compile and track budget data, participate in maintenance of department's budget.
• Prepare graphic displays including charts, diagrams, maps, calendars, and related materials to effectively present statistical data.
• Assist in year-end work for fixed assets, year-end report, and other fixed asset assignments received for management.
• Prepare billings.
• Enter financial transactions and budget adjustments into the financial management system.
• Perform departmental administrative duties such as: processing payment vouchers; ordering office supplies; inputting titles for Council items into Municode; processing credit card charges; preparing and formatting letters, reports, and notices; preparing and maintaining spreadsheets, and other related administrative duties.
• Research information, organize, evaluate and compile results and prepare detailed summaries; track progress of projects and payments expenditures and reimbursements.
• Prepare and maintain monthly spreadsheets, including the design of statistical charts and tables.
• Maintain manual and automated systems for storage and retrieval of program information.
• May collect and compile payroll timesheets, leave reports and payroll change reports, ensuring accuracy and timelines are met.
• Assist with the preparation of the department's annual budget, including compiling information and documentation; track budget expenditures.
• Perform other related duties as assigned.

The Administrative Assistant (Confidential) position is responsible for the listed job duties above, as well as those listed depending on their assigned department:

• Serve as Commission Clerk with corresponding responsibilities to staff the Planning Commission and Historic District Commission meetings.
• Record retention as well as processing and production of public record requests.
• Assist with administration of electronic permitting system, including fee updates.
• Serve as website administrator for community development projects, resources, and general information.
• Collect, input and analyze data for annual reports, staff reports, special projects, permits, and enforcement actions.
• Provide technical support to community development divisions including planning, housing, development engineering, building, arborist, and code enforcement services.

Employment Standards:

• Knowledge of: Microsoft Office Suite programs including: Excel, Word, PowerPoint, Outlook and Access. Advanced knowledge of Excel.
• Principles and practices of general and financial record keeping.
• Webpage use and potential, and how to design and maintain effective web material.
• Basic level knowledge of general governmental accounting principles and practices.
• Basic mathematical, data management and statistical concepts and processes
• Desktop computer operations, including keyboard operations, entering data, formatting reports and correspondence, printer functions, computer filing, storage, and retrieval.
• Methods and techniques of basic statistics and methods of graphic presentation
• Grammar, vocabulary, spelling and punctuation.
• Basic principles of technical and statistical report preparation.

• Ability to: Prepare documents, spreadsheets, and presentations using Microsoft Office Suite software.
• Operate calculators, computers, printers, phone systems, and other office equipment.
• Enter data quickly and accurately into automated systems.
• Verify, reconcile and balance a variety of records and information.
• Calculate solutions to math and statistical problems and create formulas for electronic calculation.
• Read, understand, interpret, and explain policies, rules, regulations, and procedures.
• Maintain confidentiality in regards to certain project assignments and police department financial issues.
• Prepare statistical charts, graphs and exhibits.
• Work independently, develop options, make decisions, and problem solve regarding issues in area of responsibility.
• Clearly communicate verbally and in writing; must be able to read, write, and speak in English.
• Establish and maintain effective working relationship with those contacted in the course of work.
• Focus on accomplishing desired results while meeting strict deadlines and reporting requirements.

Minimum Qualifications:

Education: Associate's degree from an accredited college or university in accounting, business or similar area or the equivalent in college semester hours/credits. Experience: Three (3) years of full-time experience in financial and statistical/data management and/or accounting work. Substitution: Additional qualifying experience can substitute for the required education on a year-for-year basis. License, Certificate, Registration Requirements: Possession of or ability to obtain and retain, a California Class C driver license by the time of appointment may be required. Individuals who do not meet this requirement due to a disability will be reviewed on a case-by-case basis. Physical Requirements: Work is performed in a typical office environment. (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 40 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.