Administrative Technician

Administrative Technician

Salary

$82,246.00 - $100,068.00 Annually

Location

Various locations in the City of Santa Rosa, CA

Job Type

Full-Time

Job Number

26-27-24ASM-O

Department

Various

Opening Date

09/15/2026

Closing Date

9/29/2026 11:59 PM Pacific

FLSA

Non-Exempt

Bargaining Unit

07

• Description
• Benefits
• Questions

The Position

JOIN THE CITY OF SANTA ROSA AS AN ADMINISTRATIVE TECHNICIAN!

This recruitment is promotional and open to the public.

Applications are welcomed from qualified internal and external candidates.

EMPLOYEES INTERESTED IN A TRANSFER OPPORTUNITY SHOULD ALSO APPLY NOW

This recruitment will establish both a general eligibility list and a promotional eligibility list to fill current and future vacancies throughout the City. The eligibility lists may be used to fill vacancies as they occur, based on the needs of the City and individual departments.

There are currently (2) two vacancies for this position: one in the Planning and Economic Development Department (PED) and one in the Police Department. Candidates may be selected from either the promotional eligibility list or the general eligibility list for either vacancy, based on the needs of the City and the respective department. If you are interested in this position or a possible future Administrative Technician position at the City, should one become available, including transfer opportunities, you are strongly encouraged to apply now.

The City of Santa Rosa is committed to building a workforce reflective of our community and establishing a lasting culture of equity and belonging within our organization. Our collective talents and expertise contribute to high-quality public services that support a vibrant, resilient, inclusive City for our community and visitors. We celebrate a diverse workforce and welcome all qualified candidates to apply.

THE BENEFITS OF CITY EMPLOYMENT: In addition to offering a challenging, rewarding work environment and excellent salary, the City of Santa Rosa provides a generous suite of benefits, including retirement through CalPERS, a competitive leave accrual package, your choice of health plans, a flexible spending program, employer contributions to a Retiree Health Savings plan, and top of the line employer paid vision and dental coverage. More information regarding benefits associated with this position can be found in the Unit 7 and on our Miscellaneous Employee Benefits Page.

ADDITIONAL BENEFITS INCLUDE:

• 13 paid holidays annually, plus 1 to 3 floating holidays per year, depending on start date and years of service
• $500 annually for wellness
• Unlimited free bus rides on CityBus and Sonoma County Transit
• The City is a Public Service Loan Forgiveness (PSLF) qualifying employer
• Paid Familiy Leave

ABOUT THE POSITION:

Administrative Technicians provide a full range of technical and complex administrative support to different City administrative and operational functions. Incumbents are expected to develop knowledge in the area of assignment and work with a high degree of independence. Depending on assignment, incumbents assist management and professional staff in areas such as budget preparation and monitoring; human resources administration; program administration and coordination; contract and grant administration; project and event coordination; operational and workflow analysis, data collection, management, and reporting; and website management.

THE SUCCESSFUL CANDIDATE:

The successful candidate will demonstrate a history of high-quality administrative support, transferable to effectively assist with projects and services for the related division.

Additionally, the successful candidates will have skills in:

• Establishing effective working relationships with staff at all organization levels,
• Communicating effectively with tact and diplomacy
• Prioritizing and completing multiple tasks of varying complexity and urgency in a timely and efficient manner
• Using independent judgement and managing confidential information

The successful candidate for all position assignments in this class will possess exceptional administrative, organizational, and communication skills; the ability to read, interpret, and apply complex information; initiative and skill in conducting detailed research and completing complex assignments in support of projects and programs; and be able to demonstrate proficiency with a variety of software, including spreadsheets, word processing, presentation, and database software programs. Administrative Technicians are expected to have the ability to prepare confidential and/or complex reports, letters, memoranda, meeting agendas, and other materials in support of professional and management level staff, possess the ability to use proper punctuation, spelling, and grammar, have exceptional customer service skills, and strictly maintain the security and confidentiality of information.

SANTA ROSA - A WONDERFUL CITY TO CALL HOME:

The City of Santa Rosa is nestled in the center of famous Sonoma Wine Country, located just 55 miles north of San Francisco and 30 miles east of the Pacific Ocean with a population of approximately 180,000. Santa Rosa serves as the County seat and the center of trade, government, commerce, and medical facilities for the North Bay. The surrounding area is home to over a hundred wineries and vineyards and many beautiful parks and recreational facilities, including golf courses. Santa Rosa is in the center of a nationally recognized cycling area. We boast many attractions associated with large cities, including a symphony, performing arts center, theater productions and internationally recognized restaurants, yet still retain the warmth and small town feel of decades past. Santa Rosa has been named one of the 50 greenest cities in the United States with one of the top five mid-sized downtowns in California.

THE SELECTION PROCESS:

Please complete a thoughtful, thorough Supplemental Questionnaire submission. As part of the selection process, your responses to these questions will be scored using criteria specific to this position. Incomplete responses, generic responses, or responses such as "See Resume" may not be considered.

Applicants possessing the most desirable qualifications will be invited to continue in the selection process that may consist of an application and supplemental questionnaire review, followed by department selection interviews.

Additional requirements, such as successful completion of a physical exam, drug screen, etc., may apply, depending on the duties and responsibilities of the position. If you receive a conditional job offer for the position, the requirements upon which the offer is contingent will be outlined in the conditional job letter.

For more information about this exciting opportunity, please contact:

Alberto Sanchez at Asanchez@srcity.org

Examples of Duties and Responsibilities

Administrative Technicians perform varied duties by department. Examples of duties performed Citywide:

• Assist in budget preparation and review
• Conduct surveys and perform research to track and analyze administrative, fiscal, personnel, and operational performance
• Make recommendations for revisions of departmental procedures and policies
• Interpret department and City policies, procedures, rules, regulations and MOUs
• Represent the City in interdepartmental, community, and professional meetings as required
• Respond to questions and requests for assistance and information from employees, departments, and the general public
• Participate in special projects as needed
• Prepare recommendations on a variety of municipally-related subjects
• Prepare City Council reports, resolutions and ordinances, and make presentations to governmental and community bodies
• Develop control and reporting procedures and forms
• Assist with the preparation of and monitor state, federal, and other grants to ensure compliance with established regulations
• Coordinate activities with other City departments and divisions, and with outside agencies including the media
• Compose letters and memos using information provided by management staff
• Testify in court regarding the authenticity of copies of written and audio City records
• Administer programs providing specialized services
• Track and monitor completion of administrative procedures relating to industrial injuries
• Coordinate and track the processing, review, and appeal of permits
• Administer section data processing systems
• Determine training needs for individual employees in accordance with statutory requirements and legally mandated training
• Identify external technical training resources related to the department of assignment
• Maintain a master technical training plan for department positions
• Schedule and coordinate departmental new employee orientation
• Schedule department employees for training programs
• Assist professional staff in recruitment and selection activities
• Notify candidates as to their status and the timing of the selection process
• Coordinate scheduling of interviews
• Review a variety of documents for accuracy and completeness
• Additional Duties:
• Track and record cash receipts and expenditures
• Coordinate the selection and scheduling of volunteers and interns
• Internal and external web maintenance and content development
• Perform related duties as assigned

Required Qualifications

Knowledge of: Budgeting and data processing systems similar to the ones used by the City of Santa Rosa; personnel management and administrative methods and techniques; research techniques, sources of information and methods of report presentation; organization, procedures, and operating details of the section of assignment.

Ability to: Effectively plan and coordinate the administrative work of an assigned section; communicate clearly and concisely both orally and in writing; develop and maintain effective work relationships with City staff and the public; properly interpret and make decisions in accordance with laws, regulations, and policies; understand the organization and operation of the City and of outside agencies; understand, interpret, and apply a body of technical information beyond assigned department policies and procedures; produce written documents using proper punctuation, grammar, and spelling; communicate face to face and using a telephone; work cooperatively with other departments and outside agencies; use a computer keyboard to input and retrieve data.

Experience and Education: Any combination equivalent to experience and education that could likely provide the required knowledge and abilities would be qualifying. A typical way to obtain the knowledge and abilities would be: Experience - Sufficient experience providing administrative support in an organization similar to the City of Santa Rosa to demonstrate possession of the knowledge and abilities listed above; Education - Completion of high school, preferably supplemented by courses in personnel or public administration, business, and statistics.

License or Certificate: Individuals must be physically capable of operating a motor vehicle safely and possess a valid, Class C, California Driver License, OR be able to demonstrate the ability to travel on scheduled or unscheduled visits to various locations in the City which may or may not be reachable by public transportation.

Additional Information

Additional requirements, such as successful completion of a physical exam, drug screen, etc., may apply, depending on the duties and responsibilities of the position. If you receive a conditional job offer for the position, the requirements upon which the offer is contingent will be outlined in the conditional job letter.

The City of Santa Rosa is proud to be an equal opportunity workplace.

The City does not discriminate on the basis of disability in employment. Requests for reasonable accommodations needed to participate in the recruitment process may be made by submitting a Request for Reasonable Accommodation Form within five (5) business days of being noticed that an event requiring accommodation is occurring. You may also contact the Human Resources Department at (707) 543-3060 or jobs@srcity.org.

In addition to offering a challenging, rewarding work environment and excellent salary, the City of Santa Rosa provides a generous suite of benefits.

This job classification is in Miscellaneous Unit 7, Technical. Please click HERE to be redirected to the Citys benefits information page.

01

The purpose of this supplemental questionnaire is to gather information used to evaluate your qualifications for this position. For your application to receive further consideration, your responses must be supported by the information provided in the "Work History" section of your application. You must submit a complete application and provide clear, concise, and detailed responses to all supplemental questions by the final filing date and time. Responses such as "see resume" are not acceptable. Information included in resumes, cover letters, or other attachments will not be used to determine your eligibility and will not substitute for completing any part of the application-unless specifically requested as part of the application process. If you have not completed all required sections, please return to the application and do so before submitting. Do you understand and agree to this statement?

• Yes
• No

02

Please check the assignments you are interested in:

• Planning and Economic Development
• Police
• Future opportunities in other departments.

03

How many years of experience providing administrative support in an organization similar to the City of Santa Rosa do you possess?

• Less than two years
• At least two years but less than three years
• At least three years but less than four years
• More than four years

04

Please describe your experience coordinating or assisting with projects or programs with numerous steps or phases, multiple participants, rigid deadlines, and critical objectives. In your answer, include details about the purpose and size of the projects or programs, your specific role and responsibilities, and the frequency with which you performed this type of work.

05

Please describe your experience researching, compiling, and presenting complex information in a clear and understandable format. Include in your answer the purpose of your activities, your specific responsibilities, the types of data collected, how you presented the information, and to whom. Also, please describe any recommendations or decisions you made regarding the information, as well as the frequency with which you performed this type of work.

06

Check the programs you have experience using. Where different proficiency levels are shown, check the highest level of proficiency you possess.

• Microsoft Word (Beginner)-Enter and edit text into an existing document or template; create, save, print, and email a document; basic text formatting and use of spell check.
• Microsoft Word (Intermediate)-Can create and save a new document or template, perform a basic mail merge, create/format headers and footers, work with Styles.
• Microsoft Word (Advanced)-Experience performing complex merges from a variety of data sources into a document; object linking and embedding; insert graphic elements; create tables, labels, charts, etc.; utilize macros and Visual Basic for Applications (VBA).
• Microsoft Excel (Beginner)-Can open, close, print, and enter data into existing spreadsheet.
• Microsoft Excel (Intermediate)-Create, edit, and format Excel worksheets and workbooks; use of functions and formulas.
• Microsoft Excel (Advanced)-Utilizes macros and Visual Basic for Applications (VBA); Solver, Scenarios, Pivot Tables and Pivot Charts.
• Microsoft PowerPoint (Beginner)-Editing an existing presentation or create a basic presentation using an existing template.
• Microsoft PowerPoint (Intermediate)-Create a new presentation and add visual elements, apply textual formatting, and work with graphics and slide customization.
• Microsoft PowerPoint (Advanced)-Create an interactive presentation using animating text and objects. Ability to add, format, and modify pictures, charts and tables.
• Microsoft Outlook (Beginner)-Compose and respond to email using various fonts, can attach documents.
• Microsoft Outlook (Intermediate)-Use the Calendar to set appointments, events, and meetings; edit existing distribution lists; use of Notes and Tasks; create rules and alerts.
• Microsoft Outlook (Advanced)-Create distribution lists and use Outlook with other applications, utilize macros and Visual Basic for Applications (VBA).
• OneSolution - Working within the Vendors and Customers, Purchasing and Contract, Accounts Payable, or Accounts Receivable OneSolution tabs.
• OneSolution - Working with Budget Expenditure and Revenue and Transfer Reports or Budget Revisions.
• Access or other database program experience

07

For each of the programs you checked above, please provide an example of the most complex way you have utilized the program.

08

Administrative Technicians may perform some or all of the functions below. Departments may use responses to this question to determine which candidates will be certified for an interview where experience in these specific areas is necessary. Please check each area where you have experience (check all that apply):

• Human Resources administration and/or processing
• Risk Management administrative procedures
• Budget preparation and/or tracking
• Grant preparation and/or monitoring
• Contract maintenance
• Public Records Act document management
• Travel and Training Coordination
• None of the above

09

Please expand on your experience in EACH of the areas that you checked in Question #8 above, including scope of responsibilities, employer, and length/breadth of your experience. If you checked "None of the above" please enter "N/A" for this response.

Required Question

Employer City of Santa Rosa

Address 100 Santa Rosa Ave, Room 1

Santa Rosa, California, 95404

Phone 707-543-3060

Website https://www.governmentjobs.com/careers/srcity