Administrative Support Technician I/II

Effective: 10/18/05
Range S-48, S-52
Respirator Class: 3

Definition
Operate and maintain components of the District-wide Records Management Program including creation, transfer, storage, retrieval, preservation and disposition of records in accordance with approved standards and procedures, to include document imaging; assist with general administrative details of the department performing complex and confidential secretarial duties; perform a wide variety of general clerical duties within a department or the centralized administrative support system, depending upon assignment; provide information externally and internally regarding District policies and/or procedures; perform telephone/receptionist duties including following established procedures to operate telephone console and related equipment depending upon assignment.

Distinguishing Characteristics Administrative

Support Technician I

This is the entry-level position of the Administrative Support Technician series and is distinguished from the II level by the more limited ability to perform the full range of duties without immediate supervision. Incumbents of this class perform routine office and records management work that does not require previous specialized experience. This class is distinguished by the confidential work that is performed as defined by the Meyers-Milias-Brown Act.

This is the journey level class of the Administrative Support Technician series and is distinguished from the I level by the ability to perform the full range of duties as required within each of the areas comprising the District’s Administrative Support Division and Records Management Program under general supervision.  Positions in this class are familiar with the specific and relevant policies and procedures unique to the District’s Administrative Support Division and Records Management Program.  This class is distinguished by the confidential work that is performed as defined by the Meyers-Milias-Brown Act.

• Receive supervision and direction from supervisory or management personnel.

Examples Of Essential Duties
Duties may include, but are not limited to, the following:

• Perform ongoing duties such as the classifying and coding of records materials, and assist staff with complex problems in the daily operation of the Records Management Program.
• Maintain logs, filing, archives, official records library, and other record-keeping systems used by the District.
• Operate and maintain the Inactive Records Center, including the receipt, storage, retrieval, and disposition of records.
• Coordinate micrographics and electronic storage procedures.
• Purchase, classify, and catalog new library acquisitions/renewal subscriptions; monitor collection development.
• Prepare periodic updating of the records retention and disposition schedule for review by the Secretary of the District; monitor adherence to the schedule.
• Create, edit, type, and/or proof a variety of documents.
• Act as a receptionist; provide information, externally and internally, regarding District policies and/or procedures; refer inquiries as appropriate.
• Perform a wide variety of complex and confidential administrative duties, general records management and clerical duties including filing, copying materials, handling phones, and ordering office supplies and materials.
• Respond to questions regarding District policies, procedures and practices ensuring the appropriate distribution and release of information on employer/employee relations designated as confidential.
• When assigned to Reception, operate standard multi-extension telephone system, receive and screen calls, direct calls or notify appropriate personnel as necessary, schedule conference rooms, and place information into the OTIS District calendar.
• Assist in developing the vital records program and monitoring the protection of the District’s vital records.
• Operate a variety of office machines including word processing equipment, fax machines, photocopy machines, and scanner.
• Receive, sort, and distribute incoming and outgoing correspondence.
• Assume responsibility for inputting data on data processing terminal with training database; participate in the identification and implementation of system upgrades.
• Provide back-up coverage for the Administrative Assistant to the Secretary of the District, as required.
• Perform related duties as required.

Administrative Support Technician I

Minimum Qualifications

Knowledge of:

• English usage, spelling, grammar, and punctuation.
• Use and operation of computers including database software.
• Principles and practices of computer database systems.
• Modern office methods, procedures, and equipment including word processing.
• When assigned to Reception, the operation of a multi-extension telephone console.
• District's organization, functions, and procedures.

Ability to:

• On a continuous basis identify and match record types to schedules; identify written and verbal information and direct to appropriate source, problem solve scheduling and office procedure questions, understand and explain office and department policies and procedures. Intermittently analyze word processing documents, compose correspondence, and interpret requests for information.
• Sit at a desk for long periods of time on a continuous basis. Intermittently twist to reach equipment surrounding desk; use telephone; write or use a keyboard to communicate through written means; visually identify placement of individual file folders and records; perform simple and power grasping, pushing, pulling, and fine manipulation; reach above and below shoulder in performance of duties; lift or carry weight of 40 pounds or less and handle boxes of files on ladders at heights up to 15 feet. May be required to communicate via mobile communication device.
• Perform general records management/clerical duties; understand and carry out oral and written directions.
• Type and/or transcribe at a speed necessary for adequate job performance. 
• Communicate clearly and concisely, both orally and in writing.
• When assigned to Reception, memorize and retain a large variety of telephone numbers, names, and locations.
• Enter information into and retrieve information from a computer.
• Learn the operation of the District’s Records Management, Board Records, library, and related systems.
• Learn District's organization, functions, and procedures.
• Work cooperatively with other departments, outside agencies, and the public.
• Interpret and apply District policies, procedures, and rules.
• Effectively use, operate, and maintain the District’s computerized Records Management systems.
• Transcribe from recording equipment as required by the position.
• Work effectively under pressure with frequent interruptions.
• Communicate clearly and concisely, both orally and in writing.

Experience and Education:
Any combination equivalent to experience and education that could likely provide the required knowledge and abilities would be qualifying.  A typical way to obtain the knowledge and abilities would be:

Experience

• One year of experience in a records management/clerical capacity.

Education

• Equivalent to the completion of the twelfth grade.

Licenses and Certificates:

• Possession of a valid California Driver's License.

Knowledge of:

• Computer hardware and software related to District Records Management Programs.
• Comprehensive knowledge of the records systems for which responsible, including experience and /or training in records and information systems.
• Research, filing, indexing, and cross-referencing methods.

Ability to:

• Thorough knowledge of retention schedules, indexing systems and records management procedures.
• Intermittently remember protocols used when indexing items and explain records management system to departments.
• Train personnel in the basic operation of the computer system, providing records management expertise and guidance to other users throughout the organization.
• Perform assigned duties with independence, using established policies, procedures and guidelines.

Experience and Education:
Any combination equivalent to experience and education that could likely provide the required knowledge and abilities would be qualifying.  A typical way to obtain the knowledge and abilities would be:

Experience

• Eighteen months of experience comparable to the Administrative Support Technician I class of the District.