Administrative Technician (OPEN)

Cincinnati Pa; Cincinnati (OH); On-site; USD 42,000 - 64,000; Full time

Job summary

The Metropolitan Sewer District of Greater Cincinnati (MSD) is seeking an Administrative Technician to provide clerical, technical, and administrative support to the Wastewater Administration (WWA) Division. The role involves data collection, reports, budgeting assistance, and coordinating with the Superintendent and Assistant Superintendent to advance projects.

Responsibilities include preparing presentations and correspondence, maintaining forms and spreadsheets, handling invoices and

Qualifications

• Two years experience with computers and customer communication.
• Experience documenting, processing, and organizing information.
• Scheduling work and activities.
• Minimum 24 semester credits hours at an accredited college or university.
• Notary Public certification may be required.

Responsibilities

• Provide clerical, technical, and administrative assistance to the supervisor.
• Collect, compile, and analyze information from various sources.
• Prepare activity reports and financial tracking.
• Prepare presentations, reports, and promotional materials.
• Respond to inquiries from employees and the public.

Skills

MS Office

Data analysis

Record keeping

Communication

Education

24 semester credits hours

Job description

This position provides clerical, technical and administrative assistance to the Wastewater Administration (WWA) Division of the Metropolitan Sewer District of Greater Cincinnati (MSD). With specific oversight of various operating and administrative functions, the employee will report to and collaborate with the WWA Superintendent and Assistant Superintendent to carry out special projects that support the needs of the division, the department, and the MSD Administration Building. In this role, the employee may perform tasks such as but not limited to monitoring/ordering office supplies; collating and assembling documents; accepting and delivering inter-departmental correspondence, photocopying/faxing correspondence and reports; attend meeting and take/distribute minutes; the employee collects, compiles, and analyzes information from various sources on a variety of specialized topics, contacts appropriate parties to elicit information for projects or contracts; extracts data from a variety of sources; compiles and evaluates data and information; advises internal and external customers about guidelines; reviews invoices, and evaluates adjustments; reviews necessary reports for adherence to standards and criteria; contacts appropriate parties to resolve any problems or discrepancies; prepares a variety of activity reports pertaining to assigned responsibilities; prepares 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 payment expenditures and reimbursements; coordinate various financial activities that may include preparing reports for the City Finance Department, monitoring and submitting requisitions, and establishing purchase orders. This employee works independently with recurring work on their own initiative; supervisor assists with projects or situations not previously encountered or where new/revised regulations or procedures apply. Performs additional duties as required.

Distinguishing Characteristics

This is a bridge classification in the classified service between positions in the clerical series and positions in the Administrative Specialist series. The Administrative Technician class combines advanced clerical skills with frequent use of judgment and interpretive ability related to research, data collection, analysis, report writing, and follow-up. This class is distinguished from advanced level clerical classes by the scope of responsibilities, difficulty, and complexity of functions and assignments performed, the degree of independent judgment for resolving function problems, and the degree of impact those judgments have on the department or division.

Knowledge of:

• Principles and procedures of record keeping.
• English usage, spelling, grammar, and punctuation.
• Departmental procedures, policies, and rules.
• Basic principles and practices of accounting, as appropriate to assigned area.
• Principles and practices of mathematics.
• Principles and practices of statistics, as appropriate to assigned area.
• Modern office procedures, methods, and computer equipment.
• Principles and practices of program development and administration.
• Principles of business letter writing, report preparation, and record keeping.
• Pertinent federal, state, and local laws, codes, and regulations.
• Principles and practices of workplace safety and business ethics.
• Management skills to analyze programs, policies, and operational needs.
• Video production as appropriate to assigned area of responsibility.
• Grant application process and administration as appropriate to assigned area of responsibility.

Skill to:

• Operate assigned vehicle, machinery, equipment, and tools as appropriate to assigned area of responsibility.
• Operate copy machines, printers, scanners, fax machines, office phone, smart phone, computer, laptop, and iPad.
• Utilize Microsoft Office products including Word, Excel and PowerPoint and various city databases.
• Efficiently navigate the internet, communicate by email using Outlook, and maintain schedules using the Office 360 calendar or designated scheduling software.

Ability to:

• Interpret and apply departmental policies and procedures.
• Work independently in the absence of supervision.
• Research, analyze, and evaluate programs, policies, and procedures.
• Pay accurate attention to detail and quick ordering, coding, and retrieval of information in spreadsheets, customer lists, and account information.
• Prepare clear and concise reports.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Follow all safety rules and regulations of the department to which assigned.
• Identify and respond to issues, concerns, and needs.
• Learn total quality management principles and practices.
• Analyze problems, identify alternative solutions, and project consequences of proposed actions.
• Prioritize multiple duties and manage time related to assigned area of responsibility.

Examples of Work Performed:

(Illustrative only. Any one position within this classification may not include all of the duties listed nor do the listed examples include all of the tasks that may be performed.)

Provides clerical, technical, and administrative assistance to assigned supervisor in support of assigned city programs; assists supervisor with department's management systems which may include personnel management, purchasing processes, training programs, or others.

Collects, compiles, and analyzes information from various sources on a variety of specialized topics.

Utilizes computerized software packages to provide and evaluate statistical trends and narrative/information reports; uses spreadsheets to enter and manipulate data in order to produce technical information.

Contacts appropriate parties to elicit information for projects or contracts; extracts data from a variety of sources; compiles and evaluates data and information; advises internal and external customers about guidelines; reviews invoices, evaluates adjustments, and performs cost studies; reviews necessary reports for adherence to standards and criteria; contacts appropriate parties to resolve any problems or discrepancies; prepares a variety of activity reports pertaining to assigned responsibilities.

Prepares a variety of statistical and narrative reports within functional area related to operational activity, survey results, and special projects; searches appropriate primary and secondary source material; elicits information from appropriate parties; evaluates data and prepares reports on findings; may participate in operational service reviews in areas of responsibilities.

Prepares 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 payment expenditures and reimbursements.

Prepares and processes administrative documents such as vouchers, permits, personnel actions, requisitions, and contracts; prepares documents for purchasing, fiscal, project or program areas; maintains a variety of records and files.

May perform general office/secretarial tasks such as but not limited to monitoring/ordering standard office supplies; collating and assembling documents; accepting and delivering inter-departmental correspondence, photocopying/faxing correspondence and reports; attend meeting and take/distribute minutes; scheduling appointments and maintaining supervisor's calendar; screening calls/visitors; making travel arrangements.

Works independently with recurring work on their own initiative; supervisor assists with projects or situations not previously encountered or where new/revised regulations or procedures apply.

May coordinate various financial activities that may include preparing reports for the City Finance Department, monitoring and submitting requisitions, and establishing purchase orders.

May assist department supervisory and management staff in annual budget development and administration processes; research and collect data; identifies need for budget adjustments and modifications as appropriate and necessary.

May compile, calculate, maintain and review departmental payroll; verifies time sheets.

May assist in staff training and development.

RESUME AND TRANSCRIPT MUST BE ATTACHED

Applicants must have two years experience in:

• Working with computers
• Communicating with customers, peers, and supervisors
• Collecting, documenting, processing, and organizing information
• Scheduling work and activities
• Other clerical or office-based duties
• AND
• successful completion of a minimum of 24 semester credit hours at an accredited college or university.

One additional year of experience may substitute for up to 12 hours of the educational requirement.

Other Requirements

• May require a valid Driver's License.
• May require possession of Notary Public certification.

MILITARY EDUCATION & EXPERIENCE EVALUATION

Military education and experience may be substituted for college level course work at the lower and upper division baccalaureate and graduate levels and apprenticeship training at the vocational certificate level on a case by case basis based on the American Council on Education (ACE) Military Guide recommendations.

Candidates must attach their Joint Services Transcripts evaluated by the American Council on Education (ACE) if they would like military course work to be considered as part of the application review. Please follow the link below for additional information.

https://www.dantes.doded.mil/EducationPrograms/get-credit/creditmilitary.html

Environmental Conditions

Office environment; exposure to computer screens; possible exposure to outside and inside working conditions; working closely with others; maybe required to work alone and unsupervised; may be exposed to excessive noise and moving objects/ vehicles; may be required to work irregular hours.

Physical Conditions

Duties require maintaining physical condition necessary for sitting, standing, and walking for prolonged periods of time; may require light to moderate lifting, reaching, pulling, and carrying; manual dexterity and audiovisual and linguistic acuity required.

Probationary Period

Twelve months

Supervision Exercised

May supervise or lead the work of other support, clerical and/or temporary staff as assigned. This can involve scheduling or reviewing work, providing some on-the-job training, and conducting or providing input with respect to performance management process.

HR Contact

Jerrold Ware - [e-mail]