Administrative Technician

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

Benefits offered by this job

13 paid holidays

Wellness stipend

Free bus rides

Public Service Loan Forgiveness (PSLF)

Paid family leave

Job summary

City of Santa Rosa seeks an Administrative Technician to provide comprehensive administrative support across City departments. The role involves budget review, HR administration, program coordination, and complex reporting, with opportunities to work on citywide projects and grants.

The successful candidate will demonstrate strong communication, confidentiality handling, and the ability to manage multiple tasks with independent judgment, using a range of office software and data systems.

Qualifications

• Administrative support experience in a similar organization.
• Ability to prepare confidential and/or complex reports and memos.
• Strong written and oral communication skills.
• Proficiency with a variety of software programs.

Responsibilities

• Assist in budget preparation and review.
• Conduct surveys and research to track and analyze administrative, fiscal, personnel, and operational performance.
• Prepare City Council reports, resolutions and ordinances, and make presentations to governmental and community bodies.
• Coordinate activities with other City departments and divisions, and with outside agencies including the media.

Skills

Effective relationships

Clear communication

Prioritization

Confidential information handling

Education

High school diploma

Courses in personnel/public administration or business

Tools

Spreadsheets

Word processing

Presentation software

Database software

Job description

JOIN THE CITY OF SANTA ROSA AS AN ADMINISTRATIVE TECHNICIAN!

This recruitment is promotional and open to the public. Applications are welcomed from qualified internal and external candidates.

This recruitment will establish both a general eligibility list and a promotional eligibility list to fill current and future vacancies throughout the City. The eligibility lists may be used to fill vacancies as they occur, based on the needs of the City and individual departments.

There are currently (2) two vacancies for this position: one in the Planning and Economic Development Department (PED) and one in the Police Department. Candidates may be selected from either the promotional eligibility list or the general eligibility list for either vacancy, based on the needs of the City and the respective department.

The City of Santa Rosa is committed to building a workforce reflective of our community and establishing a lasting culture of equity and belonging within our organization. Our collective talents and expertise contribute to high-quality public services that support a vibrant, resilient, inclusive City for our community and visitors. We celebrate a diverse workforce and welcome all qualified candidates to apply.

THE BENEFITS OF CITY EMPLOYMENT

In addition to offering a challenging, rewarding work environment and excellent salary, the City of Santa Rosa provides a generous suite of benefits, including retirement through CalPERS, a competitive leave accrual package, your choice of health plans, a flexible spending program, employer contributions to a Retiree Health Savings plan, and top of the line employer paid vision and dental coverage. More information regarding benefits associated with this position can be found in the Unit 7 and on our Miscellaneous Employee Benefits Page.

• 13 paid holidays annually, plus 1 to 3 'floating holidays' per year, depending on start date and years of service
• $500 annually for wellness
• Unlimited free bus rides on CityBus and Sonoma County Transit
• The City is a Public Service Loan Forgiveness (PSLF) qualifying employer
• Paid Familiy Leave

ABOUT THE POSITION

Administrative Technicians provide a full range of technical and complex administrative support to different City administrative and operational functions. Incumbents are expected to develop knowledge in the area of assignment and work with a high degree of independence. Depending on assignment, incumbents assist management and professional staff in areas such as budget preparation and monitoring; human resources administration; program administration and coordination; contract and grant administration; project and event coordination; operational and workflow analysis, data collection, management, and reporting; and website management.

THE SUCCESSFUL CANDIDATE

The successful candidate will demonstrate a history of high-quality administrative support, transferable to effectively assist with projects and services for the related division.

Additionally, the successful candidates will have skills in:

• Establishing effective working relationships with staff at all organization levels,
• Communicating effectively with tact and diplomacy
• Prioritizing and completing multiple tasks of varying complexity and urgency in a timely and efficient manner
• Using independent judgement and managing confidential information

The successful candidate for all position assignments in this class will possess exceptional administrative, organizational, and communication skills; the ability to read, interpret, and apply complex information; initiative and skill in conducting detailed research and completing complex assignments in support of projects and programs; and be able to demonstrate proficiency with a variety of software, including spreadsheets, word processing, presentation, and database software programs. Administrative Technicians are expected to have the ability to prepare confidential and/or complex reports, letters, memoranda, meeting agendas, and other materials in support of professional and management level staff, possess the ability to use proper punctuation, spelling, and grammar, have exceptional customer service skills, and strictly maintain the security and confidentiality of information.

SANTA ROSA - A WONDERFUL CITY TO CALL HOME

The City of Santa Rosa is nestled in the center of famous Sonoma Wine Country, located just 55 miles north of San Francisco and 30 miles east of the Pacific Ocean with a population of approximately 180,000. Santa Rosa serves as the County seat and the center of trade, government, commerce, and medical facilities for the North Bay. The surrounding area is home to over a hundred wineries and vineyards and many beautiful parks and recreational facilities, including golf courses. Santa Rosa is in the center of a nationally recognized cycling area. We boast many attractions associated with large cities, including a symphony, performing arts center, theater productions and internationally recognized restaurants, yet still retain the warmth and small town feel of decades past. Santa Rosa has been named one of the 50 greenest cities in the United States with one of the top five mid-sized downtowns in California.

THE SELECTION PROCESS

As part of the selection process, your responses to these questions will be scored using criteria specific to this position. Incomplete responses, generic responses, or responses such as "See Resume" may not be considered.

Applicants possessing the most desirable qualifications will be invited to continue in the selection process that may consist of an application and supplemental questionnaire review, followed by department selection interviews.

Additional requirements, such as successful completion of a physical exam, drug screen, etc., may apply, depending on the duties and responsibilities of the position. If you receive a conditional job offer for the position, the requirements upon which the offer is contingent will be outlined in the conditional job letter.

For more information about this exciting opportunity,please contact:

Alberto Sanchez at [e-mail]

Administrative Technicians perform varied duties by department. Examples of duties performed Citywide:

• Assist in budget preparation and review
• Conduct surveys and perform research to track and analyze administrative, fiscal, personnel, and operational performance
• Make recommendations for revisions of departmental procedures and policies
• Interpret department and City policies, procedures, rules, regulations and MOUs
• Represent the City in interdepartmental, community, and professional meetings as required
• Respond to questions and requests for assistance and information from employees, departments, and the general public
• Participate in special projects as needed
• Prepare recommendations on a variety of municipally-related subjects
• Prepare City Council reports, resolutions and ordinances, and make presentations to governmental and community bodies
• Develop control and reporting procedures and forms
• Assist with the preparation of and monitor state, federal, and other grants to ensure compliance with established regulations
• Coordinate activities with other City departments and divisions, and with outside agencies including the media
• Compose letters and memos using information provided by management staff
• Testify in court regarding the authenticity of copies of written and audio City records
• Administer programs providing specialized services
• Track and monitor completion of administrative procedures relating to industrial injuries
• Coordinate and track the processing, review, and appeal of permits
• Administer section data processing systems
• Determine training needs for individual employees in accordance with statutory requirements and legally mandated training
• Identify external technical training resources related to the department of assignment
• Maintain a master technical training plan for department positions
• Schedule and coordinate departmental new employee orientation
• Schedule department employees for training programs
• Assist professional staff in recruitment and selection activities
• Notify candidates as to their status and the timing of the selection process
• Coordinate scheduling of interviews
• Review a variety of documents for accuracy and completeness
• Additional Duties:
• Track and record cash receipts and expenditures
• Coordinate the selection and scheduling of volunteers and interns
• Internal and external web maintenance and content development
• Perform related duties as assigned

KNOWLEDGE OF

Budgeting and data processing systems similar to the ones used by the City of Santa Rosa; personnel management and administrative methods and techniques; research techniques, sources of information and methods of report presentation; organization, procedures, and operating details of the section of assignment.

ABILITY TO

Effectively plan and coordinate the administrative work of an assigned section; communicate clearly and concisely both orally and in writing; develop and maintain effective work relationships with City staff and the public; properly interpret and make decisions in accordance with laws, regulations, and policies; understand the organization and operation of the City and of outside agencies; understand, interpret, and apply a body of technical information beyond assigned department policies and procedures; produce written documents using proper punctuation, grammar, and spelling; communicate face to face and using a telephone; work cooperatively with other departments and outside agencies; use a computer keyboard to input and retrieve data.

EXPERIENCE AND EDUCATION

Any combination equivalent to experience and education that could likely provide the required knowledge and abilities would be qualifying. A typical way to obtain the knowledge and abilities would be: Experience - Sufficient experience providing administrative support in an organization similar to the City of Santa Rosa to demonstrate possession of the knowledge and abilities listed above; Education - Completion of high school, preferably supplemented by courses in personnel or public administration, business, and statistics.

LICENSE OR CERTIFICATE

Individuals must be physically capable of operating a motor vehicle safely and possess a valid, Class C, California Driver License, OR be able to demonstrate the ability to travel on scheduled or unscheduled visits to various locations in the City which may or may not be reachable by public transportation.

Additional requirements, such as successful completion of a physical exam, drug screen, etc., may apply, depending on the duties and responsibilities of the position. If you receive a conditional job offer for the position, the requirements upon which the offer is contingent will be outlined in the conditional job letter.

The City of Santa Rosa is proud to be an equal opportunity workplace.