Administrative Technician (20767968) YS-161

Description

The City of San Mateo Community Development Department is looking for one (1) Administrative Technician.

The Department

The Community Development Department, also known as CDD, is organized into five divisions - Building, Code Enforcement, Housing, Planning and Business Administration. The Administrative Technician position is within the Business Administration division, reporting to the Business Manager, which supports a range of financial, technical, personnel, and high-level administrative needs across the department. CDD has broad responsibilities including, but not limited to, long-range city planning, review of applications for new developments, building permitting, implementation of the City's housing programs, coordination of several commissions, and community outreach and engagement. You will be joining a talented team in a fast-paced, dynamic work environment dedicated to serving the San Mateo community. The Community Development Department's core function is to ensure a quality-built environment, healthy neighborhoods, and a strong economic base in the City. Collaboration, innovation, respect, accountability, creativity, transparency, thoughtfulness, and informed risk-taking are attributes and competencies that we are seeking in the candidates.

As the Administrative Technician, you will play a crucial role in supporting the mission of the department and success of the multiple divisions by providing foundational organizational skills, accurate management of data and information, efficient development or improvement of documents/new policies and processes, professional communication with stakeholders, and supporting the department financial management and personnel matters.

The Position

The Administrative Technicians perform technical level administrative duties in support of a City department or program; to research, collect, and analyze data and prepare draft reports; to track and report operational statistics; and to provide technical assistance to management.

The Administrative Technician receives general supervision from higher-level department personnel and may exercise direct supervision over administrative support personnel.

Duties may include:

• Develop, coordinate, and implement program activities of a technical area of assignment related to department activities and programs.
• Respond to requests for documentation related to assigned area of responsibility; explain and interpret assignment area policies and procedures to internal or external customers.
• Perform technical and paraprofessional duties related to area of assignment including interpreting, analyzing, and determining compliance or acceptance of information and materials; prepare reports to document results of duties performed.
• Assist professional staff in performing and conducting studies, special projects, administrative and technical functions; perform data collection, research and analysis; prepare draft reports and technical documents; provide project oversight for the less complex or political projects.
• Assist with the development of Requests for Proposals and contract administration.
• Plan, prioritize, assign, supervise and review the work of administrative support staff involved in duties related to area of assignment.
• Establish and maintain systems related to assigned technical area of responsibility; monitor area activities and report progress as required.
• Ensure areas of responsibilities are in compliance with related laws, codes, ordinances, and legislation; advise staff of any irregularities in compliance.
• Review, verify and process documents related to department activities including budgets, contracts, grants, claims, legislation, purchasing, and other specialized documents based on area of assignment.
• Establish and maintain a wide variety of filing and reporting systems as necessary; develop recordkeeping procedures; provide relevant information to relevant parties prepare and type correspondence and compile and type reports.
• Compile and develop information for special studies and reports from a variety of resources; collect, compile and report findings and recommendations.
• Assist with the testing, implementation and maintenance of new/upgraded software technologies and systems; maintain a variety of databases.
• Assist supervisor and managers with a variety of administrative operations; prepare, recommend and implement procedural modifications.
• Coordinate and assist in the development and administration of a department budget; prepare budget reports; compile annual budget requests; monitor and classify expenditures; track and reconcile bills; produce budget reports; research and resolve discrepancies.
• Independently respond to letters, e-mail and general correspondence based on areas of assignment.
• Coordinate, compile and draft City Council communications, as requested.
• May perform a wide variety of complex, responsible, secretarial and administrative duties for executive staff and other management personnel including providing routine analytical support.
• Build and maintain positive working relationships with co-workers, other City employees and the public using principles of good customer service.
• Perform related duties as assigned.

For a complete list of duties, reference our job specifications at www.cityofsanmateo.org