Administrative Technician

City of Hawthorne; Hawthorne (CA); On-site; USD 52,000 - 73,000; Full time

Job summary

City of Hawthorne invites applications for an administrative support position within the Information Technology Services and Police Department. The role combines clerical duties with contract, budgeting, and licensing responsibilities to ensure efficient operations.

The ideal candidate will have strong English communication skills, experience with budgeting processes, and proficiency in office software and content management systems.

Qualifications

• Graduation from high school or GED required; Associate's degree in Business or Information Systems or related field is desirable.
• A minimum of three (3) years of recent full-time progressively responsible clerical experience and the ability to exercise independent judgment and handling of confidential information.

Responsibilities

• Performs complex and responsible clerical duties.
• Composes correspondence, memorandums, and reports independently or from brief verbal instructions or notes.
• Serves as receptionist, makes appointments, schedules meetings, and makes travel and conference arrangements.
• Processes confidential and sensitive information.
• Compiles comprehensive reports from a wide variety of sources and transmits to other offices or agencies.
• Establishes and maintains automated and manual filing system.
• Processes bills for payments and purchase requisitions.
• Draft side letters and assist in preparing supporting documentation.
• Order and maintain inventory of office supplies.
• Processes, opens and routes mail.
• Creates and prepares PowerPoint presentations and flyers for internal and public communication.
• Communicates clearly and concisely in English, both orally and in writing.
• Coordinate and communicate with external vendors for services, equipment, and supplies. Assist with tracking and managing department budgets and expenditures.
• Maintain records of licenses, certifications, and renewals.
• Handling billing, invoices, accounts payable and accounts receivable functions.
• Process bills and payments and purchase requisitions.
• Prepare, process, and maintain contracts, purchase orders, and license documentations.
• Create and manage purchase orders in coordination with Finance.
• Assist in updating and maintaining content on the department and/or city’s website.
• Maintains DOJ/CLETS data systems and access.
• Manages and organized the administrative and day-to-day office functions of the Information Technology Services Department.
• Maintains office equipment in proper working condition.
• Develops and maintains cooperative working relationships with the general public, other agencies, and City staff.
• Reviews time records claims for payment submitted by employees to ensure conformance with appropriate contracts and administrative policies and regulations.
• Performs other duties as necessary and required.

Skills

Attention to detail

Verbal and written communication

Independent judgment

Customer service

Office equipment proficiency

Education

Associate's degree in Business or Information Systems

Tools

Word processing

Spreadsheets

Presentation software

Content management systems

Job description

Under general supervision, performs specialized, responsible clerical work of above average difficulty, performs other related work as required. Manages department contracts and budgets, maintains licenses and compliance records, coordinates with vendors, supports public communications through presentations, flyers, and website updates, and performs a wide variety of administrative support duties for the Information Technology Services (ITS)/Police Department. Performs related duties as required.

Essential Functions

• Performs complex and responsible clerical duties.
• Composes correspondence, memorandums, and reports independently or from brief verbal instructions or notes.
• Serves as receptionist, makes appointments, schedules meetings, and makes travel and conference arrangements.
• Processes confidential and sensitive information.
• Compiles comprehensive reports from a wide variety of sources and transmits to other offices or agencies.
• Establishes and maintains automated and manual filing system.
• Processes bills for payments and purchase requisitions.
• Draft side letters and assist in preparing supporting documentation.
• Order and maintain inventory of office supplies.
• Processes, opens and routes mail.
• Creates and prepares PowerPoint presentations and flyers for internal and public communication.
• Communicates clearly and concisely in English, both orally and in writing.
• Coordinate and communicate with external vendors for services, equipment, and supplies. Assist with tracking and managing department budgets and expenditures.
• Maintain records of licenses, certifications, and renewals.
• Handling billing, invoices, accounts payable and accounts receivable functions.
• Process bills and payments and purchase requisitions.
• Prepare, process, and maintain contracts, purchase orders, and license documentations.
• Create and manage purchase orders in coordination with Finance.
• Assist in updating and maintaining content on the department and/or city’s website.
• Maintains DOJ/CLETS data systems and access.
• Manages and organized the administrative and day-to-day office functions of the Information Technology Services Department.
• Maintains office equipment in proper working condition.
• Develops and maintains cooperative working relationships with the general public, other agencies, and City staff.
• Reviews time records claims for payment submitted by employees to ensure conformance with appropriate contracts and administrative policies and regulations.
• Performs other duties as necessary and required.

Minimum Qualifications

Education, Training and Experience

• Graduation from high school or GED required; Associate's degree in Business or Information Systems or related field is desirable.
• A minimum of three (3) years of recent full-time progressively responsible clerical experience and the ability to exercise independent judgment and handling of confidential information.

Licenses, Certificate and/or Special Requirements

• Must have a valid California Class C driver's license.
• Must be able to pass a complete background investigation.

Knowledge and Abilities

• Proficient operation of modern office equipment.
• Strong knowledge of English usage, spelling, grammar, and punctuation.
• Proficient in various computer software programs, including word processing, spreadsheets, and presentation software relevant to the Police and Information Technology Services (ITS) Department.
• Knowledge of public agency budgeting processes, contract administration, and purchasing procedures.
• Understanding of customer service principles and techniques.
• Knowledge of basic accounting principles, related to billing, accounts receivable, and accounts payable.
• Ability to draft side letters and assist with contract - related documentation.
• Ability to maintain accurate and detailed financial, licensing, and administrative records.
• Ability to prepare engaging informative presentations, flyers, and reports.
• Ability to update and maintain web content using content management systems.
• Ability to manage projects involving outside vendors, contracts, or timelines.
• Ability to perform complex clerical work involving independent judgment and requiring accuracy and speed.
• Ability to make decisions in accordance with laws, ordinances and departmental policies and procedures.
• Ability to communicate effectively and concisely both verbally and in writing.
• Ability to deal tactfully and courteously, and to establish and maintain cooperative working relations with the general public and City staff.
• Ability to follow written and oral instructions.
• Ability to interpret and apply instructions, policies, directions and guidelines.
• Ability to perform required duties and responsibilities maintaining confidential and privileged status of information and data.

PHYSICAL DEMANDS AND WORKING CONDITIONS

• While performing the duties of this job, the employee may frequently drive to specific locations.
• The employee is frequently required to walk, stand, stoop, kneel and use arms, legs and back to occasionally lift and/or move up to 25 pounds.
• This position also requires the ability to sit for up to three (3) hours at a time.
• Will use arms to reach and carry and use hands to operate, finger, handle objects and controls. Vision abilities required by this job include close vision, depth perception, and the ability to adjust focus.