Administrative Technician

City of Sacramento; Sacramento (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

The City of Sacramento is seeking an Administrative Technician to support the Fire Department's Executive Team in the Office of the Fire Chief. The role involves handling PRA requests, preparing statistical reports, maintaining fleet and equipment data, and coordinating events and disaster-response efforts.

Under supervision, you will develop and maintain databases and forms, assist in budgeting and procurement processes, and provide high-level customer service while safeguarding sensitive

Qualifications

• Three years of journey level clerical experience, including a minimum of two years performing administrative work or advanced journey level clerical work.
• Substitution: 60 semester units in public or business administration, economics, accounting, personnel or related field may substitute for two years of experience.
• Proof of education such as transcripts or degrees submitted with application and required at time of appointment.
• Knowledge of record keeping and reporting practices, personnel, budget and purchasing basics, and project management.

Responsibilities

• Researches, compiles, tabulates, and assembles data; assists in surveys and studies; recommends and implements procedures and processes; consults with managers and drafts policies.
• Prepares statistical and narrative reports, presentations, general and technical correspondence, and promotional materials; develops forms, tracking systems, databases and spreadsheets.
• Resolves difficult or sensitive customer service inquiries or problems; advises public on complex rules, policies and procedures; responds to inquiries from employees and the public.
• Researches information, organizes, evaluates and compiles results and prepares detailed summaries; tracks progress of projects and expenditures and reimbursements.
• Prepares and processes administrative documents such as vouchers, permits, personnel actions, requisitions, and contracts; maintains records and files.
• Assists in coordinating special events, training, programs or projects; coordinates municipal activities among City departments and/or other organizations.
• Provides exceptional customer service to those contacted in the course of work.

Skills

Communication

Customer service

Computer skills

Data collection

Education

60 semester units in public/business administration or related field

Job description

Responsibilities The Administrative Technician supports the Sacramento Fire Department Executive Team in the Office of the Fire Chief and reports directly to the Fire Administrative Manager. The key responsibilities of this dynamic and multi‑faceted position include the following:

• Collecting, compiling, and disseminating Public Records Act (PRA) requests and subpoenas in accordance with City Clerk policies and procedures
• Preparing departmental statistical and narrative performance measure reports, presentations, correspondence, and Office of Emergency Management promotional materials
• Developing and maintaining forms, tracking systems, databases, and spreadsheets related to fleet operations (including apparatus tracking), fire radio equipment, and fleet maintenance services and replacement schedules for the Support Services Division
• Providing executive administrative support while coordinating special events, training, programs, and Office of Emergency Management regional disaster response efforts, including creating signage, emergency binders, and correspondence on behalf of the Fire Executive Team

THE POSITION

Responsibilities The Administrative Technician supports the Sacramento Fire Department Executive Team in the Office of the Fire Chief and reports directly to the Fire Administrative Manager. The key responsibilities of this dynamic and multi‑faceted position include the following:

• Collecting, compiling, and disseminating Public Records Act (PRA) requests and subpoenas in accordance with City Clerk policies and procedures
• Preparing departmental statistical and narrative performance measure reports, presentations, correspondence, and Office of Emergency Management promotional materials
• Developing and maintaining forms, tracking systems, databases, and spreadsheets related to fleet operations (including apparatus tracking), fire radio equipment, and fleet maintenance services and replacement schedules for the Support Services Division
• Providing executive administrative support while coordinating special events, training, programs, and Office of Emergency Management regional disaster response efforts, including creating signage, emergency binders, and correspondence on behalf of the Fire Executive Team

IDEAL CANDIDATE STATEMENT

The ideal candidate will be a strong communicator who conveys information clearly and builds effective working relationships with both internal and external SFD partners. They will be proactive in providing regular updates and follow‑up reports, actively participate in meetings, and demonstrate a commitment to continuous learning and collaboration. The ideal candidate will exemplify professionalism, exercise sound judgment, and maintain the highest level of confidentiality in handling sensitive information due to the nature of the position and its responsibilities.

Under general supervision, the Administrative Technician performs a variety of technical and paraprofessional duties in support of centralized procurement, personnel, budget and administrative functions or in support of projects or programs; assists administrative and analytical personnel in researching, compiling and reviewing information; develops and maintains databases and spreadsheets.

DISTINGUISHING CHARACTERISTICS

This classification may be populated with multiple incumbents. The Administrative Technician performs technical non‑clerical budget, procurement, personnel or program administration work within established policy and procedure guidelines. The Administrative Technician is distinguished from journey level clerical classifications in that the duties of Administrative Technician are technical and paraprofessional in nature and require greater knowledge and judgment. Administrative Technicians do not routinely perform clerical work.

SUPERVISION RECEIVED AND EXERCISED

General direction is provided by higher‑level administrative, analytical, or managerial staff.

Essential Duties And Responsibilities

• Researches, compiles, tabulates, and assembles data; assists in conducting surveys and studies; recommends and implements procedures, guidelines and processes; consults with managers and drafts policies.
• Prepares statistical and narrative reports, presentations, general and technical correspondence, and promotional materials; develops forms, tracking systems, databases and spreadsheets.
• Resolves difficult or sensitive customer service inquiries or problems, advises public on complex rules, policies and procedures; responds to inquiries from employees and the public.
• Researches information, organizes, evaluates and compiles results and prepares detailed summaries, tracks progress of projects and payments expenditures and reimbursements.
• Prepares and processes administrative documents such as vouchers, permits, personnel actions, requisitions, and contracts; prepares documents for personnel, purchasing, fiscal, and project or program areas; maintains a variety of records and files.
• Assists in the administration and coordination of special events, training, programs or projects; assists in coordinating municipal activities among City departments and/or other organizations.
• Provides exceptional customer service to those contacted in the course of work.
• Other related duties may also be performed; not all duties listed are necessarily performed by each individual holding this classification.

Qualifications

Knowledge of:

• Basic principles of technical and statistical report preparation.
• Basic principles and practices of research and statistical methods.
• Modern office practices, procedures, and equipment.
• Record keeping and reporting practices.
• Basic principles and techniques of personnel, budget and purchasing.
• Basic techniques of project and program management.

Skill in:

• Providing customer service, including dealing with people in sensitive situations and problem resolution.
• Use of computers and computer applications and software.

Ability to:

• Communicate clearly and concisely, both orally and in writing.
• Collect, compile, organize, analyze, and interpret data.
• Understand, interpret, and apply rules, regulations, laws, and ordinances.
• Establish and maintain cooperative relationships with those contacted in the course of work.
• Follow oral and written instructions.

EXPERIENCE AND EDUCATION

Experience

Three years of journey level clerical experience, including a minimum of two years performing administrative work or advanced journey level clerical work.

Substitution

Completion of 60 semester units in an accredited college or university in public or business administration, economics, accounting, personnel or a closely related field may substitute for two years of the required experience.

PROOF OF EDUCATION

Should education be used to qualify for this position, then proof of education such as, but not limited to, university/college transcripts and degrees should be submitted with your application and will be required at the time of appointment. Unofficial documents and/or copies are acceptable. An applicant with a college degree obtained outside the United States must have education records evaluated by a credentials evaluation service. Evaluation of education records will be due at time of appointment.

PROBATIONARY PERIOD

Employees must complete twelve (12) months of probation at a satisfactory performance level prior to gaining permanent status.

Bilingual Pay

Did you know that the City offers bilingual pay? That's right, most labor agreements offer the option of providing employees with bilingual pay if the department deems it to be operationally necessary.

Pension Reform Act

The City of Sacramento is covered by the California Public Employees' Retirement System, and as such, must adhere to the California Public Employee's Pension Reform Act (PEPRA) of 2013. Please note that the provisions within this act may affect or impact an applicant's eligibility and/or selection for open vacancies at the City of Sacramento.

Equal Opportunity Employer

The City of Sacramento is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.

Additional Information

Civil Service Rules: https://www.cityofsacramento.gov/content/dam/portal/hr/documentlibrary/CivilServiceBoardRules62012.pdf

Union Contracts: https://www.cityofsacramento.gov/HR/labor-agreements.html

Salary Schedule: https://www.cityofsacramento.gov/content/dam/portal/hr/documentlibrary/SalarySchedule.pdf