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Administrative Technician I - Community ...

Company City and County of Broomfield
Location Broomfield, CO
Update 7 Day ago
This position is generally scheduled 25 hours per week and is eligible for part-time benefits. Hours will vary Monday – Friday between 8:00 a.m. – 5:00 p.m.

This position is mainly responsible for initial contact with the public in person and by phone. Incumbent will be processing and issuing Engineering permits.

Performs a wide variety of routine and complex secretarial and staff support work in a division/department. The incumbent works in partnership with other employees, departments/divisions, external entities, and the public in delivering effective and innovative services. Provide holistic services to internal and external customers by seeking ways to integrate programs or services provided by other departments, divisions, and external entities.

Essential Required Tasks/Examples of Duties:

(Persons hired in this position must be able perform all the essential tasks required by the position. The following statements are illustrative of the essential functions of the job and do not include other nonessential or peripheral duties that may be required. Broomfield retains the right to modify or change the duties or essential and additional functions of the job at anytime without notice).

Maintains confidentiality of information consistent with applicable federal, state and county rules and regulations.

Administrative Duties:
Performs routine and complex secretarial work. Perform a wide variety of personal contact and phone work which includes answering questions, screening, providing information, accepting payments, explaining department/division policies and procedures, and resolving routine complaints or problems; issue permits or licenses and/or supply information requiring knowledge and some interpretation of basic division/department policies and procedures. Follow up on questions/problems to ensure customer satisfaction.

Compose, type, and edit a variety of correspondence, forms, reports, minutes, memoranda, and other material from copy, rough draft, or other sources; review for content, accuracy, and completeness and make additions or resolves discrepancies. May take and transcribe oral dictation; transcribe materials that may require a knowledge of technical terminology to rough or final copy. May attend board, commission, or other City and County meetings to take and transcribe minutes or take general notes. Present summary of proceedings or complete transcription to supervisor for review and editing.

Schedules appointments, meetings, and conferences. May coordinate arrangements for travel, special events, catered meetings, and other events or programs. Schedule and maintain appointment calendar for staff personnel. Develops office forms and procedures.

Conducts research and compiles statistics and information, including calculating, tabulating, and verifying the accuracy of data (including timesheets, grant programs, licenses, fees, telephone charges, etc.). Establish and/or maintain files, records, and reports from a variety of materials requiring considerable knowledge of departmental/divisional practices and procedures. Establish a cross-reference filing system. Search files and retrieve information.

Monitors, purchases and stocks required supplies and equipment. Monitors service/maintenance contracts and provides feedback on quality of service. Performs data entry and prepares related reports.

Budget/Resource Management:
Performs, processes, verifies accuracy of and/or maintains records of financial transactions, such as billings, requisitions, and accounts payables. This may include operating a cash register, processing payments and billings, completing deposit slips, balancing worksheets, bookkeeping, or maintaining expenditure/revenue records.

May track and input budget, grant programs, payroll, or other financial information utilizing a computerized database. Generate reports to track expenditures and other data. Prepare purchases requisitions or orders and maintain knowledge of accounts for billing purposes. May maintain a vendor database.

Prepares revenue/expenditures breakdowns and updates fund balances. Assists in compiling information for budget preparation. Completes and processes forms such as requisitions, applications, vouchers and purchase orders. May issue/process permits, titles or licenses

Works with the team to avoid duplication of service and to ensure that customer expectations are recognized and resolved thereby maximizing customer satisfaction. Assists in the development of short and long-range goals including annual efforts to advance the City and County's mission, goals, and objectives. Monitors the progress of projects so the goals may be obtained within the established timeframe. Prepares purchase orders and processes invoices as assigned. Public Relations/Communication:

The incumbent meets and confers with customers to explain departmental plans, programs, functions, policies, and procedures. Assists departmental staff in preparing and coordinating reports as required. Answers letters of inquiry/complaints and talk with customers. Attends meetings, workshops, and conventions as necessary for the maintenance of effective services. Responds to requests for information and advises City and County departments on assigned programs. Maintains liaison with other departments. Provides verbal and written information to departments. Maintains the accuracy of any program materials posted on the Intranet/Internet.

Miscellaneous Duties:

Records, tracks and distributes information, data and other materials. Identifies and recommends improvements in divisional and departmental operations to ensure support functions are efficient and cost effective. Evaluates service costs and makes related recommendations. Assists in the procurement of divisional materials and supplies. Maintains office supply inventory. Perform back-up duties to lower-level clerical staff as required. Operates office equipment as required including personal computers, printers, copiers, adding machines, calculators, dictation machines, telephones, facsimile machines and radios. Operates a motor vehicle. Performs miscellaneous functions, including driving to deliver or pick-up materials and mail, purchase supplies and complete errands. Sorts and distributes mail. Takes proper safety precautions, anticipates unsafe circumstances, and acts accordingly to prevent accidents. Uses all required safety equipment. Performs related duties as required.

Minimum Qualifications:

Training - High school graduate or GED equivalent; preferably with some coursework in general office practices such as word processing, and filing.

Experience - Two years of increasingly responsible secretarial or staff support experience that demonstrates applicable organizational, office and computer skills. Departments/divisions may require experience in a particular area.

Any equivalent combination of training and experience that provides evidence that the applicant possesses the Necessary Applicant Traits.

Necessary Special Requirements - Must be at least 18 years of age. Must possess and maintain a valid Driver's license and a safe driving record for continued employment. Applicants must, as a condition of employment, pass the following pre-offer and post-offer/hire processes: typing test, written evaluation, oral board, reference checks, background checks including local police check and sex-offender check, driving record check through DMV, and fingerprint checks through CBI/FBI. Some positions are subject to CVSA/polygraph examination.

Working Conditions:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. The noise level in the environment is usually quiet. Work is generally scheduled Monday through Friday with some early morning, evening, weekend and holiday hours. The employee will operate a motor vehicle while traveling between work locations and while running errands. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. While performing the duties of this job, the employee is frequently required to sit, talk, stoop or hear. The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. Physical demands are described as light (exert up to 20 lbs. of force occasionally and/or up to 10 lbs. of force frequently, and/or a negligible amount of force constantly to move objects. Requires walking or standing to a significant degree. Data entry and other tasks may require sitting at a computer for several hours. Specific vision abilities required by this job include close vision and ability to adjust focus. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.