Office Technician II - Sustainability- Hourly

Position Title:

Office Technician II - Sustainability- Hourly

Job Description:

Under general supervision of the Sustainability Deputy Director with support from Special Project Analyst, performs special project work and a variety of skilled technical duties in providing support services to Sustainability Department staff. This is very responsible and specialized clerical work which requires independent judgment, the ability to establish and manage records and tracking systems, and initiative in reviewing for accuracy and completeness the systems established. Supports other communications and marketing tasks for the department.

THIS POSITION WILL CLOSE JUNE 25th AT 11:59 PM.

TYPICAL DUTIES:

• Serves as primary point person for administrative functions of the Energy and Environment Division and backs up this function for the Waste and Recycling Division. Responsibilities include entering accounts payable; tracking division travel and complying with administrative reporting; entering and tracking contract requisitions and administrative transmittals; ordering supplies; and undertaking other necessary administrative tasks.
• Serves as primary point of contact for GRAMA requests, including working with appropriate staff to find records, communicating with requestors, and following City and State protocols.
• Organizes and archives department records in compliance with the City’s records retention policy. Works with department staff to continually organize, delete, and retain appropriate records.
• 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.
• Acts as the lead customer service point of contact for the Environment & Energy Division. Manages casework involving incoming phone calls, emails, online requests and other inquiries as it relates to Salt Lake City services and procedures.
• Composes and types correspondence to respond to constituent and internal requests and questions. Accurately documents and monitors interactions in CRM software.
• Answers phone and gives information to callers, researches information where needed, and independently follows through on requests verbally or in writing. Responsible for helping interpret federal, state, city or departmental policies and relaying that information to the general public, department personnel and other city employees.
• Assists with composing technical reports and summary data for departmental metrics, which may include carbon accounting.
• 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.
• Assists with website management, including archival, organizing, and creation of pages. May assist with social media, blog, and newsletter posting.
• Serves on internal committees as needed.
• Assists Division staff with special projects as needed.
• Provides technical and clerical support to departmental committees, including compliance with the Utah Open and Public Meetings Act, where applicable. Transcribes minutes of the meetings, follows through on committee assignments by providing details of projects or required actions to individual members. Prepares agendas, makes contact for required attendance, assembles committee materials or packets of information as determined to be needed for accurate decisions by the committee.
• 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.
• Schedules meetings and resolves calendar conflicts for department staff

• Performs other related technical duties and special projects as assigned.

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.
• Ability 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.

The above statements are intended to describe the general nature and level of work being performed by persons assigned to this job.  They are not intended to be an exhaustive list of all duties, responsibilities and skills required of personnel so classified.  All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.

POSITION TYPE

Part-Time

POSITION SALARY RANGE

$ $27/hr

DEPARTMENT

Sustainability

Full Time/Part Time:

Part time

Scheduled Hours:

20