Administrative Technician

Jobtailor; Town of Columbus (NY); On-site; USD 60,000 - 90,000; Full time

Job summary

Jobtailor is seeking an experienced administrative leader to provide oversight across the North Service Area, supervise four Office Technicians, and coordinate meetings and travel.

The role emphasizes document management, reporting, and ensuring confidentiality, with strong MS Office skills and the ability to manage multiple tasks.

Candidates should have experience in admin practices, budgeting support, and coordinating IT requests.

Qualifications

• Coursework/training or experience related to research, presentation, or publication in an area related to the programs or functions of the employing agency; business administration; accounting; customer service; and/or technical support work.
• Use of computer software such as word processing, spreadsheets, and database management.
• Valid driver's license.
• Prior supervision experience is a plus.
• Knowledge of administrative and office management practices and procedures.
• Knowledge of supervisory principles, recordkeeping, purchasing, expense reconciliation, travel coordination, inventory control, business communication, report preparation, meeting coordination, records management, confidentiality, databases, document-management systems, and office software.

Responsibilities

• Provide administrative leadership and operational support across the North Service Area
• Directly supervise, guide, and support four Office Technicians
• Coordinate meetings, prepare agendas, record minutes, and maintain schedules
• Order office supplies and support Service Delivery Administrators
• Coordinate and maintain the service area’s vehicle fleet
• Review purchase card documentation and receipts
• Arrange out-of-state travel and accommodations
• Process and track postage expenses and administrative payments
• Assist with identification badges and software application access
• Maintain application security access and related administrative processes
• Update organizational charts and coordinate information technology requests
• Prepare reports, charts, presentations, and summaries concerning staffing, workload, budgets, expenditures, projects, and operational needs
• Develop and maintain tracking systems for projects, deadlines, costs, and service area activities
• Identify outstanding items and help ensure goals and deadlines are met
• Create and update operational procedures, reference materials, and training manuals
• Respond to inquiries and provide guidance on administrative processes, program services, application procedures, and processing requirements
• Assist with responses to sensitive inquiries or concerns
• Serve as an administrative resource for clerical and technical support staff

Skills

Administrative Leadership

Office Management Practices

Microsoft Office Proficiency

Supervisory Experience

Project Tracking and Reporting

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Teams

Job description

• Provide administrative leadership and operational support across the North Service Area
• Directly supervise, guide, and support four Office Technicians
• Coordinate meetings, prepare agendas, record minutes, and maintain schedules
• Order office supplies and support Service Delivery Administrators
• Coordinate and maintain the service area’s vehicle fleet
• Review purchase card documentation and receipts
• Arrange out-of-state travel and accommodations
• Process and track postage expenses and administrative payments
• Assist with identification badges and software application access
• Maintain application security access and related administrative processes
• Update organizational charts and coordinate information technology requests
• Collect, review, and compile information from databases, spreadsheets, financial records, and other documents
• Prepare reports, charts, presentations, and summaries concerning staffing, workload, budgets, expenditures, projects, and operational needs
• Develop and maintain tracking systems for projects, deadlines, costs, and service area activities
• Identify outstanding items and help ensure goals and deadlines are met
• Create and update operational procedures, reference materials, and training manuals
• Respond to inquiries and provide guidance on administrative processes, program services, application procedures, and processing requirements
• Assist with responses to sensitive inquiries or concerns
• Serve as an administrative resource for clerical and technical support staff

Requirements

• Coursework/training or experience related to research, presentation, or publication in an area related to the programs or functions of the employing agency; business administration; accounting; customer service; and/or technical support work
• Use of computer software such as word processing, spreadsheets, and database management
• Valid driver's license
• Prior supervision experience is a plus
• Knowledge of administrative and office management practices and procedures
• Knowledge of supervisory principles, recordkeeping, purchasing, expense reconciliation, travel coordination, inventory control, business communication, report preparation, meeting coordination, records management, confidentiality, databases, document-management systems, and office software
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and Teams
• Ability to organize and prioritize multiple assignments, projects, and deadlines
• Ability to supervise, coach, and provide clear direction to administrative support staff
• Ability to communicate professionally with employees, leadership, vendors, and external partners
• Ability to prepare meeting minutes, correspondence, reports, spreadsheets, charts, presentations, and procedural documents
• Ability to collect, review, reconcile, and analyze administrative and financial information
• Ability to coordinate meetings, travel arrangements, vehicle usage, supply orders, identification badges, and technology requests
• Ability to maintain confidentiality and safeguard sensitive information
• Ability to work independently and make decisions within established guidelines

Core Competencies

Demonstrates strong administrative leadership and operational support capabilities, with expertise in office management practices, project tracking, and effective communication. Proficient in coordinating meetings, managing travel arrangements, and maintaining confidentiality in handling sensitive information.

Highest-signal resume keywords

• Administrative Leadership
• Office Management Practices
• Microsoft Office Proficiency
• Supervisory Experience
• Project Tracking and Reporting

Hard Skills

• Report Preparation
• Expense Reconciliation
• Database Management
• Meeting Coordination
• Travel Coordination
• Document Management
• Inventory Control
• Financial Analysis
• Procedural Documentation
• Office Software Proficiency

Soft Skills

• Professional Communication
• Organizational Skills
• Coaching and Supervision
• Decision-Making
• Confidentiality

Certifications & Qualifications

• Valid Driver's License

Industry Keywords

• Administrative Support
• Office Procedures
• Business Administration
• Customer Service
• Technical Support

Tools & Technologies

• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Teams