Office Technician

Position Title:

Public Lands Office Technician - Part Time

Job Description:

Note: This is a non-benefitted, part-time position that averages 28 hours per week, year-round.

The Public Lands Department is excited to open the search for a part-time Office Technician. This position is responsible for handling front office reception including greeting visitors, answering phone calls, handling service requests and inquiries concerning Salt Lake City Public Lands with an emphasis in supporting the Planning and Landscape Architecture Division. Other typical duties include assisting with pavilion reservations, athletic fields reservations, sorting and distributing mail, redirecting phone calls to the appropriate department and personnel, transcribing minutes from meetings, and answering email inquiries.

Under general supervision of the Executive Manager, provides support services to professional and managerial staff, performs special project work and a variety of skilled technical duties. This position requires independent judgment, the ability to manage records and tracking systems, and keeping records accurate and complete.

TYPICAL DUTIES:

• Provides administrative support to the Planning and Landscape Architecture Team, including organizing project files, maintaining project schedules, and coordinating internal communication related to active planning, design, and construction projects.

• 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.

• Coordinates meeting logistics for planning and design projects, including scheduling meetings, preparing agendas, assembling informational packets, and documenting action items.

• Supports the Planning and Design Division with general administrative needs such as data entry, report formatting, procurement tasks, proofing documents, collecting signatures, and ordering office or project‑related supplies.

• 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 relaying 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. May meet with employees, contractors and members of the general public individually or in a group to explain policies, procedures and department decisions.

• 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.

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

DESIRED QUALIFICATIONS:

Bilingual in English/Spanish preferred

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

$  19 - $ 29 / per hour

DEPARTMENT

Public Lands

Full Time/Part Time:

Part time

Scheduled Hours:

28