Administrative Technician

Administrative Technician Positions

The ideal Administrative Technician is a proactive, detail-oriented professional who thrives in a fast-paced environment and can balance customer service, technical accuracy, and independent judgment. This role requires someone who can manage time-sensitive tasks, communicate effectively with staff and the public, and adapt quickly to evolving priorities. Strong interpersonal skills, initiative, and the ability to work collaboratively across departments are essential.

The City of Tracy currently has two Administrative Technician vacancies, each with unique responsibilities and opportunities for impact:

Administrative Technician Homeless Services Division (Parks, Recreation & Community Services) The ideal candidate for the Homeless Services Division is someone who brings compassion, professionalism, and a strong sense of initiative to a highly collaborative and community-focused environment. This position supports the launch of the City's Cal-AIM Initiative, including medical billing oversight, coordination with providers, and frequent interaction with the public.

We are seeking someone who can:

• Serve as a subject matter resource in homeless services
• Collect, analyze, and present data
• Conduct research and respond to inquiries
• Prioritize time-sensitive tasks with minimal supervision
• Take a lead role when needed and support division leadership
• Demonstrate familiarity with Cal-AIM, public assistance programs, outreach initiatives, and/or homeless services
• Exercise tact, discretion, and sound judgment when working with vulnerable populations and partner agencies
• Work effectively with the Police Department, internal leadership teams, and external stakeholders

Experience preparing contracts, AP/AR, purchase orders, or staff reports is highly desirable. A "plug-and-play" candidate is welcome, but we are equally interested in someone with the skill set, initiative, and growth mindset to stretch into the role and complement the division manager.

Administrative Technician Solid Waste & Recycling Division (Public Works) The ideal candidate for the Solid Waste & Recycling Division is a highly organized, community-minded professional who can support regulatory compliance, vendor coordination, and public outreach.

This candidate will excel in:

• Coordinating, tracking, and reporting activities to ensure compliance with SB 1383
• Communicating directly with commercial and multifamily generators to support compliance
• Administering the City's contract with Tracy Disposal and resolving service issues
• Managing full-cycle accounts payable, including requisitions, purchase orders, change orders, and contract entries in MUNIS
• Supporting development and administration of vendor agreements and related documentation
• Planning and executing citywide cleanup programs, recycling events, and HHW collection efforts
• Leading public outreach and education initiatives on recycling, waste reduction, and organics diversion
• Designing and producing citywide informational materials
• Delivering recycling education seminars and engaging with residents
• Coordinating with Code Enforcement on garbage can compliance
• Partnering with school districts to implement organics recycling programs and manage grant-funded projects

This role requires strong communication skills, excellent customer service, and the ability to manage multiple complex projects simultaneously.

Across both divisions, the ideal Administrative Technician is proactive and self-directed, highly detail-oriented and accurate in administrative processes, and consistently customer-service focused with strong interpersonal skills. This individual is flexible and adaptable to shifting priorities, comfortable working both independently and as part of a collaborative team and deeply committed to public service and making a meaningful community impact.

Definition Under general supervision, performs a variety of technical and administrative support duties requiring the application of procedural, program, and compliance knowledge in support of a department; coordinates assigned programs, projects, and services with other departments, divisions, and outside agencies; performs research and routine analysis on a wide variety of special projects; assumes ongoing, technical responsibilities specific to software systems including developing, integrating, and maintaining data and databases; researches, gathers, and interprets statistical data; performs a variety of office support duties; 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 is a technical classification providing specialized and deep technical support for an assigned department, division, or program. The work has technical and procedural aspects, requiring the interpretation and application of and ensuring compliance with policies, procedures, requirements, and regulations. Responsibilities include customizing, updating and maintaining critical database and record systems that have extensive impact on departmental operations. Incumbents serve to relieve the supervisor of performing both administrative and technical work and are expected to function with very little direct oversight. Successful performance of the work requires the frequent use of tact, discretion, and independent judgment, knowledge of departmental activities, and extensive staff contact. This class is distinguished from the Administrative Assistant classification 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.

Examples of Typical Job Functions (Illustrative Only)

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Performs technical work in support of an assigned department; 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; research and compiles information and data from internal and external sources on topics related to assigned areas 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 senior professional, supervisory, or management staff.
• Researches, interprets, and ensures compliance with laws, codes, rules, and regulations, and City program guidelines, policies, and procedures related to assigned areas of responsibility.
• Organizes, coordinates, maintains, and updates City record systems including CMMS, training, asset management registry, GIS, and inventory; enters and updates information with departmental activity, files, and report summaries; prepares documents for imaging; organizes and maintains various administrative, reference, imaging, and follow-up files; periodically reviews and purges files in accordance with the records retention policy.
• Maintains CMMS database, including asset records, system codes, asset repair and maintenance history, work orders, schedules; updates employee rates; performs quality control activities.
• Creates custom reports from the CMMS database that meets the needs of City users and external agencies; ensures quality control of report data.
• Assists with the implementation, administration, and maintenance of the City GIS; provides database coordination and system administration and integration.
• Provides technical support and coordination on capital improvement projects with contractors, utility companies, other agencies and the public on routine capital maintenance projects.
• Assists with special studies and projects; collects and analyzes data using statistical methods and automated software applications.
• Maintains administrative records systems for program/project area to which assigned; collects and inputs program data into automated systems.
• Assists professional staff with grant application and administration.
• Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files.
• Prepares, processes, and tracks purchase requisitions for services and materials; enters purchase information into computer system; ensures issuance of purchase order; coordinates delivery of services and materials; receives and reconciles vendor invoices.
• Performs other related duties as assigned.

Minimum Qualifications

Knowledge of:

• Administrative techniques, including the principles of accounting and budget.
• Technology, hardware and software, and current applications related to assignment, including database management, mapping and report generation, and web applications.
• Principles and practices of digitizing, data conversion, and data management.
• Basic principles and techniques of research, data collection, and report preparation.
• Methods and techniques of preparing technical reports.
• Principles and practices of record keeping.
• Business arithmetic and statistical techniques.
• Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and