Administrative Technician

City of Tracy; Tracy (CA); On-site; USD 52,000 - 72,000; Full time

Job summary

The City of Tracy seeks an Administrative Technician to perform a range of technical and administrative activities, including data management, reporting, and ensuring compliance with applicable policies. The role supports multiple programs, tracks budgets, and maintains critical databases and records.

Successful candidates will handle research tasks, assist with grant-related activities, and provide information to the public while collaborating with various departments.

Qualifications

• Requires knowledge of administrative techniques and data handling.
• Experience with budgets, reporting, and compliance.
• Ability to manage databases and prepare technical documents.

Responsibilities

• Coordinate programs, track budgets, and manage contracts.
• Maintain department records and prepare reports for audits.
• Enter and reconcile data across multiple systems.
• Provide information and assistance to the public on department processes.

Skills

Administrative techniques

Data management

Budget tracking

Research

Education

Associate degree

Tools

Microsoft Office

Database management

Job description

TENTATIVE RECRUITMENT SCHEDULE

• Application Deadline: October 8, 2026, at 4:00 PM
• Training & Experience Evaluation (Tentative): Week of October 12
• Department Selection Interviews: TBD

Administrative Technicians perform a variety of technical and administrative activities requiring the application of procedural, program, or data management, tracking, reconciliation, and compliance. Coordinate assigned programs, projects, and services; track budgets, project, or contract activities; conduct compliance and reporting activities for grants; may work with multiple divisions and outside agencies. Perform research, data management, and routine analysis on a wide variety of special projects; assume ongoing, technical responsibilities specific to software systems including developing, integrating, and maintaining data and databases; may update and administer webpages or social media platforms. Research, gather, and interpret statistical data, perform a variety of office support duties, and perform related duties, as assigned.

DISTINGUISHING CHARACTERISTICS

This technical classification provides specialized technical support for an assigned division or programs. 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 databases and record systems that have an extensive impact on departmental operations. Incumbents provide relief for the supervisor by performing both administrative and technical work and are expected to function with very little direct oversight. Successful work performance 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 or unit.

SUPERVISION RECEIVED AND EXERCISED

The Administrative Technician receives general supervision from supervisory or management staff; the Administrative Technician may exercise technical and functional supervision over clerical staff.

Thisisanillustrativelist,dutiesmayinclude,butarenotlimitedto,thefollowing:

• ActivelypromotetheAuthority’sfocusoneffectiveandrespectfulcommunicationsto build better work relationships at all levels in the organization.
• Developandpreparehigh-quality,well-writtenandlogicalcommunications,and providewell-considered,engaging,andresponsivepresentationsasrequested.
• SupportthedevelopmentandimplementationoftheAuthority’sStrategicPlanby participating in multi-disciplinary department, or division meetings to set and accomplish strategic objectives and goals.
• CompleteworkactivitiesconsistentwithAuthoritypoliciesandprocedure,and applicable laws, codes, statutes, and regulations.

• Performtechnicaladministrativeassistanceandsupportdutiesforanassigned department; create, implement, and participate in various technical processes, procedures, andprograms;provideinformationandassistancetothepublicon technical processes, procedures, and programs.
• Provideinformation,supportingschedules,andtrackingforrecordkeeping,accounts payable, expenditures, purchase orders, cash receipts, grant application completion, invoices, and tracking of contract payments for departmental projects, and other obligations.
• Establish and maintain required files on departmental activities, research and obtain informationrequestedbydepartmentalstaff,maintainaccuratedepartmentalrecords, formsanddocuments,andpreparedocumentationforrecordstorage,destructionand retrieval of departments records and files.
• Processbillsandinvoicesforpayment;prepareandtransmitavarietyoffinancial documents; maintainrecords of purchaseorders,expense statements,and other fiscal transactions.
• Reconcile, compile,arrange, andtabulatedata;preparea varietyofstatistical, fiscal, payroll, personnel and related reports; complete and process technical documents relatedtotheworkofthedepartment;ensurethatdocumentsarecomplete,accurate and in compliance with program and departmental policies and procedures; enter data into systems, researches and corrects discrepancies.

• Organize,coordinate,maintain,andupdatedepartmentalrecordsystems;enterand updateinformationwithdepartmentalactivity, inventoryfiles,andreportsummaries; establish and maintain specialized software systems related to technical areas of responsibilities.
• Prepare and process purchase requisitions for services and materials; enter purchase information into computer system; ensure issuance of purchase order; coordinate delivery of services and materials; receive vendor invoices; prepare demand for payment for management approval.

• Carryoutadministrativeprocedures,developandmaintaintrackingandreconciliation schedules, forms, and documents; interface with other Authority staff and outside agencies in obtaining information.
• Maintain and monitor department, division, or program/project expenses; prepare expenditures and gather receipts for submission and reimbursements; monitor expenses and grants relative to the department budget; compile department or unit budget figures, monitor funds and expenses, reconcile accounts, and create supportive schedules and lists to support budget or audit preparation.
• Provide service to Authority employees, the public, and contractors at a service counter, through email, or on the phone; may receive calls for and dispatch crews, coordinate collection of and compile customer and employee survey responses, explainpoliciesandproceduresinunderstandableterms,andmayprovidesupportfor special events.
• Provide staff support or coordination for various committees or boards meetings, reservingandsettinguprooms,media,andmaterialsforpublicandstaffmeetingsand trainings; maymaketravel arrangements,and provide other staff supportas needed.

• Attend to a variety of office administrative details, such as keeping informed of departmental activities, transmitting information, preparing contracts andagreements,attendingmeetings,andservingonvarioustaskforcesandcommittees.
• Assistlower-levelandnewstaffasrequiredandprovidetrainingonAuthority equipment and meeting room usage as appropriate.
• Operatestandardofficeequipment,includingjob-relatedcomputerhardwareand softwareapplications, facsimile and duplicating equipment, and multi-line telephones; may operate other department-specific equipment.
• May plot data points on a map, prepare graphical representation of Geographic information Systems (GIS) data, enter data into GIS databases, review existing or incoming data for currency, accuracy, usefulness, quality, or completeness.
• Mayperformavarietyofpersonnelandpayroll-relatedactivities,trackingand processingpersonnelactionsanddocuments,preparingwageschedulesand position control changes; analyzing and tracking departmental payroll; and answering related employee questions.
• Buildandmaintainpositiveworkingrelationshipswithco-workers,otherAuthority employees and the public using principles of good customer service.
• Perform other duties as assigned.

The minimum knowledge, skills, and abilities necessary to succeed at the position through the probationary or introductory period. Knowledge required for this classification includes:

Demonstrated Knowledge of

• Administrative techniques, including the principles of research, data mining, and budget.

• Technology,hardwareandsoftware,andcurrentapplicationsrelatedtoassignment, including database management, mapping and report generation, and web applications.
• Principlesandpracticesofdigitizing,dataconversion,anddatamanagement.
• Basicprinciplesandtechniquesofresearch,datacollection,andreportpreparation.
• Methodsandtechniquesofpreparingtechnicalreports.
• Principlesandpracticesofrecordkeeping.
• 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 Authority staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modernequipmentandcommunicationtoolsusedforbusinessfunctions,and program, project, and task coordination.
• Computers and software programs (e.g., Microsoft software packages) to conduct, compile, or generate documentation.

Demonstrated Ability to

• Configure,integrate,andmaintaindataanddatabases,websites,andrelated applications to support business needs.
• Prepareclearandconcisetechnicaldocumentation,reportsofworkperformed,and other written materials.
• Performresponsibleanddifficultadministrativeworkinvolvingtheuseofindependent judgment and personal initiative.
• Establishandmaintainavarietyoffiling,recordkeeping,andtrackingsystems.
• Makeaccuratearithmetic,financial,andstatisticalcomputations.
• Understand,interpret,andapply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
• Learn and understand the Authority’s organization and operation and outside agencies as necessary to assume assigned responsibilities.
• Independentlyorganizework,setpriorities,meetcriticaldeadlines,andfollowupon assignments.
• Effectivelyusecomputersystems,softwareapplications,andmodernbusiness equipment to perform various work tasks.
• Communicateclearlyandconcisely,bothorallyandinwriting,usingappropriate English grammar and syntax.
• Usetact,initiative,prudence,andindependentjudgmentwithingeneralpolicy, procedural, and legal guidelines.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

EXPERIENCE AND EDUCATION

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Experience

Equivalent to an associate degree in business administration, public administration, or a related field and two (2) years of increasingly responsible experience with database administration.

Education and Training

Equivalent to completion of the twelfth grade supplemented by two years specialized training or college level business administration, research and statistics, or accounting courses.

May be required to complete National Incident Management System (NIMS) Training.

LICENSES AND CERTIFICATES

Possession of or ability to obtain an appropriate, valid California drivers' license or the ability to convey oneself timely from one work location to another and maintain expected productivity.

PRE-EMPLOYMENT REQUIREMENTS

Prior to hire, candidates must successfully complete a pre-employment process, which may include a reference check and DOJ/FBI fingerprinting.

RECRUITMENT ACCOMMODATIONS

Accommodations may be made for disabilities and religious convictions. Applicants requiring testing accommodations must submit the Request for Reasonable Accommodations Form to the Human Resources Analyst by phone or email prior to the test date.

DISCLAIMER

The City of Tracy is an equal opportunity employer. Equal employment opportunity applies to all aspects of personnel policy and practice, including recruitment, hiring, development, advancement, and treatment of employees, to the extent permitted by law. The City of Tracy reserves the right to revise the examination plan described in this flyer at any time to better meet organizational needs.