Under supervision, acts as liaison between neighborhoods, City departments and social service providers. Organizes, plans, publicizes, coordinates and conducts outreach programs and special events for and with the assigned school district Assists residents in improving living and social conditions in their neighborhoods. The incumbent is responsible for all daily operations to include but limited to clerical, technical and administrative reporting. Performs other related duties as assigned.

DISTINQUISHING CHARACTERISTICS

This position serves as a bridge between the public school system and the community. This is a bridge classification in the classified service between positions in the clerical series and positions in the Administrative Specialist series. The Administrative Technician class requires advanced clerical skills with frequent use of judgment and interpretive ability related to research, data collection, analysis, report writing, and follow-up. The scope of responsibilities, difficulty, and complexity of functions and assignments performed, the degree of independent judgment for resolving function problems, and the degree of impact those judgments have on the department and community partnerships.

(Illustrative only. Any one position may not require all of the listed KSAs nor do the listed examples include all the KSAs which may be required.)

Knowledge of:

• Principles and procedures of record keeping.
• English usage, spelling, grammar, and punctuation.
• Departmental procedures, policies, and rules.
• Basic principles and practices of accounting, as appropriate to assigned area.
• Principles and practices of mathematics.
• Principles and practices of statistics, as appropriate to assigned area.
• Modern office procedures, methods, and computer equipment.
• Principles and practices of program development and administration.
• Principles of business letter writing, report preparation, and record keeping.
• Pertinent federal, state, and local laws, codes, and regulations.
• Principles and practices of workplace safety and business ethics.
• Management skills to analyze programs, policies, and operational needs.
• Video production as appropriate to assigned area of responsibility.
• Grant application process and administration as appropriate to assigned area of responsibility.

• Operate assigned vehicle, machinery, equipment, and tools as appropriate to assigned area of responsibility.
• Operate copy machines, printers, scanners, fax machines, office phone, smart phone, computer, laptop, and iPad.
• Utilize Microsoft Office products including Word, Excel and PowerPoint and various city databases.
• Efficiently navigate the internet, communicate by email using Outlook, and maintain schedules using the Office 360 calendar or designated scheduling software.

• Interpret and apply departmental policies and procedures.
• Work independently in the absence of supervision.
• Principles and techniques for influencing community members.
• Research, analyze, and evaluate programs, policies, and procedures.
• Pay accurate attention to detail and quick ordering, coding, and retrieval of information in spreadsheets, customer lists, and account information.
• Prepare clear and concise reports.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Follow all safety rules and regulations of the department to which assigned. Identify and respond to issues, concerns, and needs.
• Learn total quality management principles and practices.
• Analyze problems, identify alternative solutions, and project consequences of proposed actions.
• Prioritize multiple duties and manage time related to assigned area of responsibility.

(Illustrative only. Any one position within this classification may not include all of the duties listed nor do the listed examples include all of the tasks that may be performed.)

• Provides clerical, technical, and administrative assistance to assigned supervisor in support of assigned city programs; assists supervisor with department's management systems which may include personnel management, purchasing processes, training programs, or others.
• Collects, compiles, and analyzes information from various sources on a variety of specialized topics.
• Utilizes computerized software packages to provide and evaluate statistical trends and narrative/information reports; uses spreadsheets to enter and manipulate data in order to produce technical information.
• Contacts appropriate parties to elicit information for projects or contracts; extracts data from a variety of sources; compiles and evaluates data and information; advises internal and external customers about guidelines; reviews invoices, evaluates adjustments, and performs cost studies; reviews necessary reports for adherence to standards and criteria; contacts appropriate parties to resolve any problems or discrepancies; prepares a variety of activity reports pertaining to assigned responsibilities.
• Prepares a variety of statistical and narrative reports within functional area related to operational activity, survey results, and special projects; searches appropriate primary and secondary source material; elicits information from appropriate parties; evaluates data and prepares reports on findings; may participate in operational service reviews in areas of responsibilities. Prepares presentations, general and technical correspondence, and promotional materials; develops forms, tracking systems, databases, and spreadsheets.
• Resolves difficult or sensitive customer service inquiries or problems; advises public on complex rules, policies, and procedures; responds to inquiries from employees and the public.
• Research information, organizes, evaluates, and compiles results and prepares detailed summaries, tracks progress of projects and payment expenditures and reimbursements.
• Prepares and processes administrative documents such as vouchers, permits, personnel actions, requisitions, and contracts; prepares documents for purchasing, fiscal, project or program areas; maintains a variety of records and files.
• Plans, schedules and coordinates presentations to neighborhood groups.
• Acts as liaison between neighbors and City Hall, other City staff, and other service providers. Sets meetings, develops agendas, secures resources and speakers. Makes presentations to neighborhood groups.
• Determines needs and facilitates appropriate interactions. Identifies resources to address problems. Responds to citizen's complaints and refers them to the proper agency for resolution. May make direct contact on behalf of neighborhood residents with agencies such as, the City Planning and Redevelopment Departments, PG&E, the Sanitation or Water Departments, and Public Safety agencies.
• Participates in neighborhood activities, such as clean-ups, fiestas, City Council or commission meetings.
• Prepares reports and maintains records of activities, including monthly statistics, facility booking reports, grant performance reports and any documentation required by the funding agencies.
• Works directly with the neighborhood by performing surveys to determine the needs of the community. Develops programs to meet those needs. Coordinates services with other providers to avoid duplication. May staff and supervise programs. Works within division policies and procedures in implementing programs.
• Performs other related duties as assigned.
• Works independently with recurring work on their own initiative; supervisor assists with projects or situations not previously encountered or where new/revised regulations or procedures apply.
• May assist in staff training and development.

RESUME AND TRANSCRIPT/DEGREE MUST BE SUBMITTED OR APPLICATION WILL BE REJECTED

Each Applicant must have an Associate degree in education, communication, business administration, public administration, or related field with a focus in community development or related field preferred and experience in leading community engagement and change

OR

Two years of experience in administrative work and successful completion of 24 semester credit hours at an accredited college or university in at least three of the following course areas: English composition, speech, business law, accounting, economics, finance, personnel, business administration, public administration, information processing, research design, statistics, or a related field

Bachelor’s degree is preferred.

OTHER REQUIREMENTS

May require a valid Driver's License.

May require possession of Notary Public certification.

Relevant education may be substituted for relevant experience and relevant experience may be substituted for relevant education; however, applicants must have a minimum of one year of relevant experience.

MILITARY EDUCATION & EXPERIENCE EVALUATION

Military education and experience may be substituted for college level course work at the lower and upper division baccalaureate and graduate levels and apprenticeship training at the vocational certificate level on a case-by-case basis based on the American Council on Education (ACE) Military Guide recommendations.

Environmental Conditions: Office environment; exposure to computer screens; possible exposure to outside and inside working conditions; working closely with others; maybe required to work alone and unsupervised; may be exposed to excessive noise and moving objects/ vehicles; may be required to work irregular hours.

Physical Conditions: Duties require maintaining physical condition necessary for sitting, standing, and walking for prolonged periods of time; may require light to moderate lifting, reaching, pulling, and carrying; manual dexterity and audiovisual and linguistic acuity required.

Human Resources contact: Anthony Smith,anthonyc.smith@cincinnati-oh.gov