Title:  Office Technician

Purpose

To perform technical and paraprofessional office, systems and/or administrative work in support of SMUD programs and projects. Employees in this classification receive minimum supervision within a broad framework of policies and procedures. Employees in this classification may train, direct, and monitor the work of others in a lead capacity. Positions in this job class may be assigned to perform duties in one or more of the following areas: budget administration, records management, program administration, computerized office systems, and/or data base conversion.

Nature and Scope

This is a paraprofessional job class requiring extensive knowledge of assigned programs/projects and related procedures. Incumbents have full responsibility for work content including a high degree of independent decision-making on related work methods. This job class receives responsible, specialized, office/technical and administrative support assignments, which may require extensive research and resolution of both short- and long-term projects.

Duties and Responsibilities

• Budget Administration
  • Researches and assists in the development and preparation of budgets; projects costs, monitors expenditures; researches availability of funds for capital purchases; and monitors potential overruns.
  • Ensures that costs e.g., labor hours, supplies, equipment, etc. are correctly assigned to accounts and work orders. May approve invoices and process purchasing requisitions. Coordinates with Supply Chain Services to monitor contract invoices and inventory shipments, as required.
• Program Administration
  • Administers the day-to-day operations of assigned programs or projects; interacts with the public and/or users providing information, enlisting participants, and responding to queries; calculates and performs complex monetary transactions, as assigned; serves as liaison between department and other SMUD employees concerning contracts, invoices, payments and other processes.
  • Assists in the development, coordination, and implementation of a technical project or program; identifies paper flow and data inter-relationships; verifies program functionality; tests system; assists in resolving discrepancies; and trains others in using system.
  • Performs and coordinates a wide variety of complex and highly responsible secretarial and/or office support duties related to the activities and operations of the assigned area which may include: receiving and redirecting telephone calls, sorting and distributing mail, completing and/or proofing manual or computerized employee time reports and records, greeting and screening visitors, and similar office support activities etc., as appropriate to assignment.
  • Prepares correspondence from own composition, notes, brief instructions, or rough drafts.
  • Acts as information source regarding area of assignment; interprets applicable policies and procedures.
• Computerized Office Systems and/or Database Conversion
  • Researches the advantages or disadvantages of office systems, equipment, and/or computer hardware and software related to area of responsibility; recommends purchase; initiates paperwork.
  • Performs a variety of paraprofessional technical and administrative support duties in support of specialized office programs and/or computerized office systems.
  • Maintains and updates computerized records and reporting system; checks for integrity, backs up, downloads, updates, and verifies data base.
  • Assists in developing and maintaining department web page.
• Records Management
  • Establishes and maintains a variety of information tracking systems.
  • Assists in developing and processing contract documents; monitors expiration dates and advises on timely renewals; monitors billings against balances.
  • Prepares a variety of documents and forms including staffing summary sheets, capital equipment acquisition documents, contract service requests, purchase orders, etc.
  • Establishes and maintains a variety of manual/computerized filing systems; maintains a variety of records and reports including manuals, logs, and chronological files; prepares records for transfer to records management.
  • Develops and modifies complex database, spreadsheet, and graphics program applications; produces reports, graphs, charts, tables and related presentation materials.
• Other Duties
  • Performs related duties similar to the above in scope and function as required.

Knowledge Of

Technical and complex procedures, rules and policies governing or impacting office or systems work assignments. Relevant computerized systems and database conversion protocols, as appropriate to work assignment. Proper English usage, grammar, punctuation, vocabulary and spelling. Primary program objectives and functions of assigned area. Appropriate office procedures and practices, including technical and complex procedures, rules, and policies governing office or system assignment. Mathematics to perform calculations and basic statistical computations. Relevant SAP modules. May require Knowledge of: Bookkeeping practices and techniques, basic contract forms, procedures and practices. Telephone services telemanagement systems; Telecommunications systems

Skills To

Communicate effectively and clearly in English in person and by telephone with other staff, customers and representative of external organizations, which may include federal, state, local and/or agencies and regulatory organizations. Perform a wide range of highly responsible and complex clerical/administrative support functions with speed and accuracy. Perform routine technical and administrative work. Conduct detailed and thorough research related to work assignment. Meet and deal tactfully with the public and SMUD's employees. Make effective oral presentations Interpret and apply policies, procedures, standards and requirements related to area of responsibility. Communicate effectively in writing, including writing reports in a clear and concise manner. Understand and follow complex or brief oral and written instructions, and independently follow up with appropriate analysis of situations, data and documents. Establish and maintain effective office procedures and record keeping and filing systems. Plan, organize, coordinate and prioritize assigned tasks to successfully meet deadlines. Work cooperatively with diverse personalities in a team-oriented environment. Perform multiple and diverse tasks concurrently in a highly pressurized work environment. Use relevant SAP, word processing, Excel, Access, graphics and related software and data bases. Use a variety of business office equipment. May require Skill and Ability to: Modify designated software programs such as spreadsheet, database and word processing systems. Accurately type at a rate required for successful job performance. Train users in designated software/data base use. Maintain and administer confidential records and information. Maintain, monitor and troubleshoot relevant computerized office systems and databases. Conduct research and obtain relevant information via internet resources.

Desirable Qualifications

• Previous experience with clerical/administrative support or customer service is highly desired.

Physical Requirements