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OFFICE TECHNICIAN I/II
Technician I $3,451 - $4,313 per month
Technician II $3,826 - $4,783 per month

Definition:

Under supervision, learns and provides a variety of office support activities for various City departments and divisions, which may include answering phones and greeting visitors, scheduling appointments and conference rooms, word processing correspondence, reports and documents, record keeping, performing data entry into a variety of databases, processing mail, filing, processing accounts payable and receivable, purchasing supplies and equipment, overseeing and carrying-out projects and activities related to the department or division to which assigned; and performs related work as required.

Class Characteristics:

Office Technician I: is the entry level into this broad office support class series. Initially under close supervision, incumbents with some office support and public contact skills learn City practices and procedures. Assignments vary with the department or division to which assigned, however receptionist, word processing, office equipment usage and standard clerical support duties are performed by all incumbents. As experience is gained, assignments become more varied and are performed with greater independence. This class is alternately-staffed with Office Technician II and incumbents may advance to the higher level after gaining the knowledge, skills and experience which meet the qualifications for and demonstrating the ability to perform the work of the higher-level class.

Office Technician II: is the experienced level of this class series, in which incumbents are expected to perform the full range of office support duties. The Office Technician classes are distinguished from the next higher-level of Office Specialist in that the Office Specialist requires a technical level of knowledge and skills normally learned through a combination of college-level training and/or experience in the specific area of assignment.

Examples of Key Duties: (Duties are illustrative and not inclusive and may vary with individual assignment.)

  • Answers telephones and greets visitors; directs calls to appropriate staff or takes messages; makes referrals to other agencies or departments; schedules meetings and conference rooms; provides and accepts applications and forms and ensures that documents are complete; routes documents to the proper office and/or staff.
  • Performs data entry on automated systems, including, but not limited to client or population information, mailing lists, registrations, rosters, invoices, payroll data, work orders and purchase orders.
  • Prepares correspondence, reports, forms, receipts, vouchers, work orders, brochures, and specialized documents related to the department/division to which assigned from drafts, notes, brief instructions, corrected copy, or dictated tapes using a word processor or computer with form templates.
  • Composes standard correspondence, such as transmittal letters, from prior materials or brief instructions; may attend meetings and take minutes.
  • Proofreads materials for accuracy, completeness, compliance with departmental policies, formatting and correct English usage, including grammar, punctuation and spelling.
  • Gathers information; verifies data; copies and distributes documents; takes and transcribes minutes.
  • Checks and tabulates standard arithmetic or statistical data; may summarize such information and prepare periodic or special reports.
  • Establishes and maintains office files, following an established filing system; researches and compiles information from such files; purges files as required.
  • May collect and account for fees and other monies collected.
  • Attends to a variety of office administrative details, such as keeping informed of departmental activities, transmitting information, ordering and coordinating supply orders and arranging for equipment purchases and maintenance.
  • Performs other duties of a similar nature or level.

Qualifications:

Education and Experience:

Office Technician I:

Possession of a high school diploma or general equivalency diploma (G.E.D.) and one year of general office support or secretarial experience; or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job as listed above.

Office Technician II:

In addition to the above:

One year of experience performing office support or secretarial duties equivalent to those of the class of Office Technician I.

Licenses:

Specified positions must possess and maintain a valid California class C driver’s license and a satisfactory driving record.

Physical Requirements and Working Conditions:

Must possess mobility to work in a standard office setting and to use standard office equipment, including a computer, stamina to maintain attention to detail despite interruptions, strength to lift and carry files weighing up to 10 pounds; vision to read printed materials and a computer screen, and hearing and speech to communicate in person and over the telephone.

Knowledge of: (at entry)

Office Technician I:

  • Standard office practices and procedures, including filing and the use of standard office equipment;
  • Correct English usage;
  • Computer applications related to the work, including word processing and basic spreadsheet applications;
  • Record keeping and filing principles and practices;
  • Business arithmetic and basic statistical techniques; and
  • Techniques for dealing effectively with the public and City staff, in person and over the telephone.

Office Technician II:

In addition to the above:

  • Functions, terminology and practices related to the department or division to which assigned;
  • Business letter writing and the standard format for reports and correspondence;
Skill in: (at entry)

Office Technician I:

  • Applying customer service techniques;
  • Creating and maintaining file systems;
  • Applying basic record keeping practices;
  • Compiling and tracking data;
  • Using computers and related software applications;
  • Using general office equipment such as phones, copiers, facsimiles and adding machines; and
  • Communication, interpersonal skills as applied to interaction with co-workers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.

Office Technician II:

In addition to the above:

  • Performing a wide variety of office support duties requiring the use of independent judgment;
  • Interpreting and implementing policies, procedures and computer applications related to the department or division to which assigned;
  • Composing correspondence and reports independently or from brief instructions; and
  • Using initiative and independent judgment within established procedural guidelines and written directions.

 

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2226 Camino Ramon, San Ramon, CA 94583 | Map | Phone (925) 973-2500 | Fax (925) 866-1436