Administrative Technician

Description

Oral Board: JUNE 30, 2026

• Serve as a subject matter resource in homeless services
• Collect, analyze, and present data
• Conduct research and respond to inquiries
• Prioritize time-sensitive tasks with minimal supervision
• Take a lead role when needed and support division leadership
• Demonstrate familiarity with Cal-AIM, public assistance programs, outreach initiatives, and/or homeless services
• Exercise tact, discretion, and sound judgment when working with vulnerable populations and partner agencies
• Work effectively with the Police Department, internal leadership teams, and external stakeholders

• Coordinating, tracking, and reporting activities to ensure compliance with SB 1383
• Communicating directly with commercial and multifamily generators to support compliance
• Administering the City’s contract with Tracy Disposal and resolving service issues
• Managing full-cycle accounts payable, including requisitions, purchase orders, change orders, and contract entries in MUNIS
• Supporting development and administration of vendor agreements and related documentation
• Planning and executing citywide cleanup programs, recycling events, and HHW collection efforts
• Leading public outreach and education initiatives on recycling, waste reduction, and organics diversion
• Designing and producing citywide informational materials
• Delivering recycling education seminars and engaging with residents
• Coordinating with Code Enforcement on garbage can compliance
• Partnering with school districts to implement organics recycling programs and manage grant-funded projects

Essential and Marginal Duties

• Performs technical work in support of an assigned department; applies technical procedures, methods, and techniques to support program and management analysis functions and processes; monitors and explains operational and program requirements and processes to various stakeholders.
• Monitors, coordinates, organizes, and carries out administrative and technical assignments and projects; research and compiles information and data from internal and external sources on topics related to assigned areas of responsibility; reviews, organizes, and summarizes data collected; compares data to identify trends and discrepancies; presents preliminary findings and recommendations in an appropriate format for review by senior professional, supervisory, or management staff.
• Researches, interprets, and ensures compliance with laws, codes, rules, and regulations, and City program guidelines, policies, and procedures related to assigned areas of responsibility.
• Organizes, coordinates, maintains, and updates City record systems including CMMS, training, asset management registry, GIS, and inventory; enters and updates information with departmental activity, files, and report summaries; prepares documents for imaging; organizes and maintains various administrative, reference, imaging, and follow-up files; periodically reviews and purges files in accordance with the records retention policy.
• Maintains CMMS database, including asset records, system codes, asset repair and maintenance history, work orders, schedules; updates employee rates; performs quality control activities.
• Creates custom reports from the CMMS database that meets the needs of City users and external agencies; ensures quality control of report data.
• Assists with the implementation, administration, and maintenance of the City GIS; provides database coordination and system administration and integration.
• Provides technical support and coordination on capital improvement projects with contractors, utility companies, other agencies and the public on routine capital maintenance projects.
• Assists with special studies and projects; collects and analyzes data using statistical methods and automated software applications.
• Maintains administrative records systems for program/project area to which assigned; collects and inputs program data into automated systems.
• Assists professional staff with grant application and administration.
• Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files.
• Prepares, processes, and tracks purchase requisitions for services and materials; enters purchase information into computer system; ensures issuance of purchase order; coordinates delivery of services and materials; receives and reconciles vendor invoices.
• Performs other related duties as assigned.

Minimum Qualifications

KNOWLEDGE OF

• Administrative techniques, including the principles of accounting and budget.
• Technology, hardware and software, and current applications related to assignment, including database management, mapping and report generation, and web applications.
• Principles and practices of digitizing, data conversion, and data management.
• Basic principles and techniques of research, data collection, and report preparation.
• Methods and techniques of preparing technical reports.
• Principles and practices of record keeping.
• Business arithmetic and statistical techniques.
• Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination.
• Computers and software programs (e.g., Microsoft software packages) to conduct, compile, and/or generate documentation.

ABILITY TO

• Configure, integrate, and maintain data and databases, websites, and related applications to support business needs.
• Prepare clear and concise technical documentation, reports of work performed, and other written materials.
• Perform responsible and difficult administrative work involving the use of independent judgment and personal initiative.
• Establish and maintain a variety of filing, record keeping, and tracking systems.
• Make accurate arithmetic, financial, and statistical computations.
• Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
• Learn and understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Effectively use computer systems, software applications, and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

EDUCATION AND EXPERIENCE
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Equivalent to an associate degree in business administration, public administration, social services or related field and two (2) years of increasingly responsible experience with database administration. Experience with utility or public works infrastructure desirable. Experience with homeless initiatives, social work, or with the CalAIM Initiative desirable.

LICENSES AND CERTIFICATIONS

• Possession of, or the ability to obtain, a valid Class C California driver’s license upon appointment.
• May be required to complete National Incident Management System (NIMS) Training.

Additional Information

PHYSICAL DEMANDS
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer, and to operate a motor vehicle to visit various City and meeting sites; climb and descend ladders to reach or inspect equipment located above or below ground; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. Standing in and walking between work areas is frequently required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification frequently bend, stoop, kneel, and reach to perform assigned duties, as well as push and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds with the use of proper equipment.

ENVIRONMENTAL CONDITIONS
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may work in the field and occasionally be exposed to loud noise levels, cold and hot temperatures, inclement weather conditions, dust, dirt, and hazardous chemical substances and fumes. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

WORKING CONDITIONS
N/A

DISASTER SERVICE WORKER
All City of Tracy employees are, by State and Federal law, Disaster Service Workers. The roles and responsibilities for Disaster Service Workers are authorized by the California Emergency Services Act and are defined in the California Labor Code. In the event of a declaration of emergency, any employee of the City may be assigned to perform activities which promote the protection of public health and safety or the preservation of lives and property. Such assignments may require service at locations, times, and under conditions that are significantly different than the normal work assignments and may continue into the recovery phase of the emergency. If a “Local Emergency” is declared during the employee’s shift, employees will be expected to remain at work to respond to the emergency needs of the community. If a “Local Emergency” is declared outside of the employee’s shift, employees must make every effort to contact their direct supervisor or department head to obtain reporting instructions as Disaster Service Workers.

For a detailed summary of all available benefits, please visit the TTSSEA Benefits Summary and the Memorandum of Understanding between the City of Tracy and Tracy Technical & Support Services Employee Association.