Job Description

Posting number: 20M0000099

Department: Information Technology

Job classification: Administrative Technician, Senior*

Posting type: Open

Categories: IT and Computers, Telecommunications, Management, Professional

The City of Richmond Department of Information Technology seeks a customer Service/accounting focused candidate for the position of Administrative Technician, Sr. This is intermediate level administrative work of moderate difficulty and complexity involving a variety of tasks requiring independent work decisions within established policies, procedures and technical knowledge in a specialty field. An employee in this class performs clerical duties in relation to a specific division program, which require the application of independent judgment based on knowledge gained through work experience. Positions in this class typically determine if compliance with programmatic requirements are met and approve or disapprove services, projects, activities or financial payments. This includes the preparing, processing and tracking of monthly journal vouchers The variety of work differs among program positions. Some positions within this class will also maintain cost, financial, inventory, manpower or other specialized reports in order to account for and evaluate items purchased, services rendered, productivity or other control oriented activities. This is accomplished by keeping records such as fees collected, quantity and quality of items purchased, credit or reimbursement due, positions or space needed, and availability of stock.

Examples of duties

• Exercised: Classification typically does not supervise.
• Received: Incumbent reporting relationship is based on department.
• Note: Other reporting relationships may apply

DUTIES:

• Provides a full-range of technical, administrative and coordination services in support of the Department’s operation and functions.
• Creates and maintains various excel spreadsheets.
• Provides customer services that include answering phone calls, routing incoming calls, taking messages, greeting visitors, directing visitors to appropriate staff, and answering questions
• Prepares and process purchase orders in the financial system (RAPIDS), tracks invoice payments and research and resolve payment issues.
• Exercise excellent interpersonal skills - requires demonstrated poise, tact, diplomacy, and an ability to establish and maintain effective working/professional relationships with external and internal customers.
• Order supplies, materials, and schedule repairs

Qualifications

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge (some combination of the following):

• English language and grammar
• Experience with standard office equipment such as office machines, multi-line phone, computers, copier, fax, scanning machine, etc.
• Experience with software such as Microsoft Word, Excel, and Outlook
• Basic arithmetic calculations and mathematics
• Administrative and clerical procedures such as word processing, managing files and records, and designing forms
• Administrative and clerical procedures, and business principles

Skills (some combination of the following):

• Entering data accurately
• Maintaining confidentiality
• Utilizing critical thinking and analytical skills to solve problems
• Demonstrating excellent customer service
• Data entry
• Customer service
• Oral and written communication

Abilities (some combination of the following):

• Follow established procedures
• Pay attention to detail
• Work efficiently in a fast-paced environment
• Work independently with little supervision
• Work and support a team/staff
• Multi-task
• Use sound judgment and make important decisions
• Prioritize multiple responsibilities
• Summarize notes and requests in a concise manner
• Compose written, professional correspondence

MINIMUM TRAINING AND EXPERIENCE:

• High School Diploma or GED
• Three years of related clerical or office support experience.
• An equivalent combination of training and experience (as approved by the department) may be used to meet the minimum qualifications of the classification

PREFERRED QUALIFICATIONS:

• Four (4) years or more verifiable work experience in administrative, billing or office support that included use of a personal computer, word processing and spreadsheet software to prepare a variety of correspondence, reports, and documents
• Knowledge of DIT’s purchasing policies and procedures
• Knowledge of COR applicable purchasing, accounting and accounts payable policies and procedures
• Experience making quick and accurate judgment calls regarding the need to provide information to various internal and external customers
• Experience coordinating, monitoring and managing various services or special projects
• Experience maintaining production tracking records, generating routine correspondence and preparing monthly billing reports for services provided by a department/division
• Experience processing weekly payroll