Office Technician II

Key Responsibilities

• Compiles and maintains record of departmental/divisional transactions and activities.
• Performs a variety of clerical duties utilizing knowledge of departmental systems, operational procedures and specialized office equipment.
• Composes and types correspondence, technical reports and summary data.
• Performs any combination of routine posting, calculating, compiling of data and statistical computation.
• Analyzes and organizes information developed in order to prepare various reports and studies required by the department.
• Presents reports to professional and managerial staff in written form.
• Answers phone and gives information to callers or researches information needed, and independently follows through on requests verbally or in writing.
• Responsible for interpretation of federal, state, city or departmental policies and relays that information to the general public, department personnel and other city employees.
• Receives and processes various types of applications, bids and requests for services; determines eligibility, responsiveness and compliance with required specifications.
• Documents and records decisions made.
• May meet with employees, contractors and members of the general public individually or in a group to explain policies, procedures and department decisions.
• Provides technical and clerical support to departmental committees and boards.
• Transcribes minutes of the meetings, follows through on board assignments by providing details of projects or required actions to individual members.
• Prepares agendas, makes contact for required attendance, assembles board materials or packets of information as determined to be needed for accurate decisions by the board/committee.
• Posts and notifies the public of scheduled meetings and decisions made in accordance with state statutes and city policy.
• Operates Computer in order to maintain, track and retrieve data.
• Determines computer format for reports and data collection.
• Catalogs, files and records data in accordance with departmental policies and procedures.
• Performs all the duties of Office Tech I.
• May do mathematical calculations needed to assist division in developing project cost estimates and reviewing contractor bids.
• Prepares initial figures for project cost analysis and budget planning.

Minimum Qualifications

• Graduation from high school or equivalency and four years’ work experience as a secretary or in a related clerical position.
• Experience and training must include records management, research, data entry and retrieval from computer terminals, and the use of personal computers to do word processing or spreadsheets.
• Education and experience may be substituted one for the other on a year-for-year basis.
• Ability to type 60 wpm net and/or proficiency in the use of computers for filing system, word processing and/or spreadsheets, depending on departmental requirements.
• Depending on department’s needs, position may require demonstrated ability to take dictation, speed write and accurately record minutes of meetings in an efficient and satisfactory manner.
• Ability to operate various standard office equipment and other specified technical equipment.
• Must be well organized, meticulous and able to prioritize tasks.
• Must be able to develop and manage automated and complex filing systems.
• Knowledge of office procedures, Business English, proper correspondence formats, and letter and memoranda composition.
• Considerable knowledge of divisional operations, departmental procedures and systems and related law and regulations.
• Must possess good research and mathematical skills and be able to use calculators.
• Able and means to travel between office and other worksites or locations when necessary to collect or distribute information.

Working Conditions

• Light physical effort and usually comfortable working positions.
• Occasional exposure to disagreeable elements and unpleasant working conditions depending on special assignment.
• May be exposed to discomforts associated with constant monitoring of computer video display screens.
• Intermittent exposure to stress as a result of human behavior and various responsibilities.