Administrative Technician - City Clerk's Office

Administrative Technician - City Clerks Office

Salary

$42.60 - $53.24 Hourly

Location

Civic Center, 100 Civic Plaza, Dublin, CA 94568

Job Type

Full-Time Permanent

Job Number

202300152

Department

City Managers Office

Division

City Clerk

Opening Date

05/21/2026

Closing Date

6/11/2026 10:00 PM Pacific

FLSA

Non-Exempt

• Description
• Benefits
• Questions

Description

VIEW OUR JOB FLYER HERE!

The City of Dublin seeks an Administrative Technician to handle high-level administrative work in the City Clerk's Office. Duties include finalizing legislative documents for signature and filing, maintaining official City records and documents, providing administrative support and backup for Passport Services, assisting with public records requests, and performing other assigned responsibilities.

Key qualifications include strong written and verbal communication skills, exceptional attention to detail, experience with records management and electronic information systems, and the ability to independently process Public Records Act requests, review redactions carefully, and interpret and apply relevant state laws. The ideal candidate should also be comfortable using modern technology and software.

This Administrative Technician will manage a range of complex administrative support and analytical assignments for the City Clerk's Office. The ideal candidate is highly organized, adaptable, and proactive, with the ability to succeed in a dynamic, fast-paced environment, such as those gained in a City Clerk's Office, public agency, legal office, court system, or other records/compliance-focused setting.

The successful candidate will be a dependable team player with strong problem-solving skills who can anticipate challenges and develop effective solutions. This role requires initiative, diplomacy, and flexibility, as well as the ability to build and maintain positive, professional relationships in an evolving environment.

General Purpose:

To provide responsible technical assistance by coordinating, monitoring and reporting on various departmental activities of a routine and recurring nature; to perform administrative and technical work of assigned program area; to perform a variety of highly responsible and complex clerical, and secretarial duties for a department; and to assign and review the work of assigned clerical personnel.

Supervision Received and Exercised:

• Receives direction from assigned management personnel.
• May exercise direct supervision over assigned clerical personnel.

Essential Duties and Responsibilities

The following duties are normal for this classification. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

• Perform a wide variety of complex, responsible, and confidential secretarial and routine administrative duties for management personnel.
• Perform routine administrative projects for management personnel; research and compile background data; maintain records and files regarding department administrative activities.
• Develop, coordinate, and implement program activities of a technical area of assignment related to department activities; prepare technical documents related to program activities.
• 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 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 and analysis; prepare draft reports and technical documents.
• Establish and maintain systems related to assigned technical areas of responsibility; monitor area activities and report progress as required.
• Review and verify documents related to department activities including budgets, grants, claims, public information, legislation, classification, recruitment and selection, employee benefits, personnel actions, and/or other related information.
• Interpret and explain routine City and department policies, rules, and regulations in response to inquiries; refer inquiries as appropriate.
• Independently respond to letters and general correspondence not requiring the attention of management personnel.
• Coordinate and make travel arrangements; maintain appointment schedules and calendars; arrange meetings and conferences.
• Research and compile data for special projects and various reports.
• Initiate and maintain a variety of files and records.
• Assist in the support of a board or commission including preparing the agenda, assembling background materials, attending meetings, and typing minutes of meetings as assigned.
• Plan, assign and review the work of assigned clerical personnel; conduct performance evaluations on assigned clerical personnel.
• Recommend organization or procedural changes affecting clerical activities.
• 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.

Minimum Qualifications

Training and Experience:

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:

Education:

Equivalent to the completion of the twelfth grade.

Experience:

Five years of increasingly responsible secretarial and/or clerical experience involving frequent public contact and data research and presentation.

Knowledge of:

• Research methods and techniques.
• Computer software, including word processing, database, spreadsheet and accounting applications.
• English usage, spelling, punctuation and grammar; and arithmetic, basic mathematical calculations and statistics and statistical methods.
• Modern office methods, procedures, and computer equipment.
• Business letter writing.
• Pertinent City government organization, functions, policies, rules and regulations.
• Principles and practices of assigning and reviewing the work of others.

Ability to:

• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Perform independent research in carrying out administrative and technical duties.
• Collect, compile, analyze and present a variety of data in a meaningful way.
• Communicate clearly and concisely, both orally and in writing.
• Compose routine reports, general correspondence and letters.
• Interpret and apply administrative and departmental policies, laws, and rules.
• Operate and use modern office equipment including computer software as assigned.
• Analyze situations carefully and adopt effective courses of action.
• Plan, organize and schedule priorities in the office.
• Compile and maintain complex and extensive records and prepare reports.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Train and assign work to clerical personnel.
• Type at a speed necessary for successful job performance.

Other Necessary Requirements

Physical Standards:

The physical standards described are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

An employee is regularly required to, sit at desk and in meetings for long periods of time; talk or hear, in person, in meetings and by telephone; use hands and fingers to handle, feel or operate standard office equipment; and reach with hands and arms. Intermittently, twist to reach equipment surrounding desk; walk to observe department activities; bend and squat to perform file searches; perform simple grasping and fine manipulation; use telephone and write or use a keyboard to communicate through written means; operate an automobile to attend various meetings and workshops. While performing duties, the employee is regularly required to use written and oral communication skills; know laws, regulations and codes; remember personnel rules, legal and code requirements; explain and interpret codes, policies and procedures; interact with City management, other governmental officials, contractors, vendors, employees and the public.

THE SELECTION PROCESS

The best qualified candidates whose background and experience most closely meet the City's current needs will be invited to participate in an interview/oral board. In addition, the selection process may consist of written and/or oral components. The City reserves the right to test an applicant in any other manner to determine suitability and to alter any aspect of the selection process. Meeting the minimum requirements listed in this job description does not guarantee advancement in subsequent phases of the selection process.

Candidates who successfully complete the interview process may be placed on an employment eligibility list. This list may be canceled at any time, without notice to candidates. All offers of employment are conditional upon the ability to provide verification of authorization to work in the United States.

EQUAL OPPORTUNITY EMPLOYER

In accordance with Federal and State laws, the City of Dublin does not discriminate on the basis of race, religion, color, national origin, ancestry, handicap, disability, medical condition, marital status, sex, or age.

The City of Dublin will make reasonable accommodations for the participation in employment, programs, and facilities. Please notify the Human Resources Division at (925) 833-6650 regarding the type of reasonable accommodations needed within three days following recruitment closing date.

THIS ANNOUNCEMENT is meant only as a general description guide and is subject to change. The information contained herein does not constitute an expressed or implied contract of employment, and these provisions are subject to change.

We offer a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave.

To learn more details, view our benefits summary here.

01

Acknowledgement: I understand that while resumes and supplemental materials may be submitted with my application, they will not be used to determine whether I meet the minimum qualifications for this position. I understand that the minimum qualifications review will be based solely on the information provided in the employment application, and it is my responsibility to include all relevant education, training, and work experience within the application itself. I have read and understand the statement above concerning submission of resumes and supplemental materials.

• Yes
• No

02

Acknowledgement: The information provided in your application must support your selected answers in the supplemental questions. Please be as honest and accurate as possible. You may be asked to demonstrate your knowledge and skills in a written exercise or during an interview. By completing this supplemental questionnaire, you are attesting that the information you have provided is accurate. Please do not refer to a resume or other documentation in lieu of completing the employment history section or responding to the supplemental questions; they will not be reviewed or considered. Incomplete or no responses, misstatements, omissions, falsification of information, or partial information may eliminate you from consideration or result in dismissal. I have read and understand the statement above concerning submission of supplemental questionnaire responses.

• Yes
• No

03

Do you possess any of the following? a. AA b. BA/BS c. Certificate (please provide what certificates) d. Specialized Training related to this role (please provide training)

04

How many years of experience do you have in increasingly responsible administrative support work in public contact?

• No experience
• Less than 5 years of experience
• 5 years but less than 10 years of experience
• 10 or more years of experience

05

How many years of experience do you have in increasingly responsible administrative support work with data research and presentation?

• No experience
• Less than 5 years of experience
• 5 years but less than 10 years of experience
• 10 or more years of experience

06

Describe your experience preparing, processing, and maintaining official records, legislative documents, or other formal administrative documents that require a high degree of accuracy and confidentiality. Include the types of documents handled and your specific responsibilities.

07

Describe your experience responding to public records requests or similar requests for information. In your response, include your role in reviewing records, applying redactions, and ensuring compliance with applicable laws, regulations, or agency procedures.

08

Describe your experience using records management systems, document management systems, databases, or other electronic information systems to organize, maintain, retrieve, and safeguard official records or confidential information. Include job title and location where this experience was obtained.

Required Question

Employer City of Dublin (CA)

Address 100 Civic Plaza Drive

Dublin, California, 94568

Phone 925-833-6650

Website http://www.dublin.ca.gov