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Human Resources
FLSA Designation: Non-Exempt
May, 2005

TECHNICAL ASSISTANT I

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

SUMMARY DESCRIPTION
Under supervision of assigned supervisory or management staff, performs a variety of specialized clerical and routine technical, programmatic, and administrative duties requiring the application of general program knowledge and administrative and clerical skills in support of assigned City department, division, program, or function; assists in the performance of on-going programmatic duties and responsibilities specific to area of assignment; participates in coordinating assigned programs, projects, and services with other City departments, divisions, and outside agencies; and provides departmental or program information and assistance to City staff and the general public.

IDENTIFYING CHARACTERISTICS
This is the entry-level specialized clerical class in the program support series performing the more routine and less complex technical support services to a City department, division, program, or project while learning City policies and procedures. Positions at this level are not expected to function with the same amount of program knowledge or skill level as positions allocated to the Technical Assistant II level and exercise less independent discretion and judgment in matters related to work procedures and methods. Work is usually supervised while in progress and fits an established structure or pattern. Exceptions or changes in procedures are explained in detail as they arise. This classification is flexibly staffed with Technical Assistant II. Advancement to the “II” level is based on demonstrated proficiency in performing the assigned functions and is at the discretion of higher level supervisory or management staff.

REPRESENTATIVE DUTIES
The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

  1. Performs a variety of specialized clerical and routine technical, programmatic, and administrative duties requiring the application of specific program knowledge and clerical skills in support of a City department, division, program, or function; participates in the performance of specific program area duties; provides assistance in administrative and operating programs as assigned.
  2. Serves as contact and resource for assigned functions and programs with other City staff, the general public, and outside agencies and organizations; provides customer service by responding to inquiries by phone and at the counter; responds to routine requests for information and assistance regarding City policies and application procedures; assists the public and other City staff in interpreting and applying City policies and procedures; researches information related to City and departmental policies and procedures; explains programs, policies, and activities; works cooperatively with property owners, contractors, architects, developers, engineers or their representatives to resolve questions.
  3. Participates in the conduct of studies and research for assigned area; assists in collecting, compiling, and reviewing information from various sources on a variety of topics related to program area of assignment; participates in the preparation of reports that present data, identify alternatives, and make and justify recommendations.
  4. Participates in a variety of special projects and assignments in assigned area including assist with project processing functions and implementation and coordination of assigned program components and projects; assists with the development of policies and procedures; participates in program implementation and monitoring activities.
  5. Verifies and reviews materials, applications, records, and reports for completeness and conformance with established regulations and procedures; applies applicable policies and procedures in determining completeness of applications, records, and reports; provides information and forms; collects and processes appropriate information.
  6. Prepares and proofreads a wide variety of reports, letters, memoranda, correspondence, agreements, agenda items, statistical charts, and other documents and material; types from rough draft, verbal instruction, or transcribing machine; independently composes documents related to assigned area of responsibility.
  7. Maintains calendar of activities, meetings, and various events for assigned projects, programs, and staff; coordinates activities with other City departments, the public, and outside agencies.
  8. Arranges and coordinates meetings, workshops, and training sessions for various groups, boards, and committees; prepares “e-packets”, agendas, resolutions, staff reports, and works with assigned boards or commissions; attends meetings and takes, transcribes, and assures proper distribution of minutes.
  9. Establishes and maintains various filing systems, schedules, records, and other reference materials; files correspondence, reports, and bulletins; log reports, applications, and/or telephone calls; maintains records related to specific area of assignment.
  10. Operates a variety of office equipment including copiers, facsimile machine, and computer; utilizes various computer applications and software packages; enters data; manages assigned database; maintains and generates reports from a database or network system; inputs, maintains, and utilizes data to develop reports using spreadsheet software; creates, formats, and revises charts, graphs, flowcharts, worksheets, booklets, brochures, and forms using word processing, desktop publishing, and other computer applications; organizes and maintains disk storage and filing.
  11. May perform a variety of general bookkeeping and clerical accounting duties and responsibilities involved in financial record keeping and reporting for assigned area; maintains a variety of accounting records, logs, and files; verifies, balances, and adjusts accounting records.
  12. Recommends improvements in work flow, procedures, and use of equipment and forms; implements improvements as approved; develops and revises office forms and report formats as required.
  13. As assigned, reviews and evaluates plans, specifications, and applications for completeness and conformance to requirements and regulations; recommends approval or denial of project plans after performance of elementary plan checking for completeness and conformance with applicable codes; participates in the administration of various bonds and coordinates with inspectors and developers; issues various types of permits; calculates and collects fees for various projects; determines types of inspection for proposed construction; coordinates inspections for inspectors; utilizes permit tracking system.
  14. As assigned, participates in the review, evaluation, and processing of basic planning applications including temporary use permits, variances, and single family design reviews requiring Planning Commission and City Council approval; reviews and recommends approval/denial of applications for Home Occupation Permits; reviews applications for addressing and recommends addresses for commercial and residential projects; participates in the review of new project applications for completeness and notifies applicant of additional information needed; prepares notices of public hearings for projects being processed.
  15. As assigned, participates in monitoring projects under construction and coordinates with other departments to ensure that conditions of approval for each project are met; participates in the conduct of field inspections to review projects nearing the end of construction to ensure that conditions of approval are met.
  16. As assigned, participates in tracking plans and submittals for landscaping involved in developer and CIP projects throughout the City; assists in processing construction documents for plan check; assists in plan checking landscape plans; communicates with developers, contractors, and architects regarding required revisions and status of plans; assists in project management activities for parks CIP projects including to meet with contractor and construction inspectors to resolve issues; processes and recommends approval of submittals.
  17. As assigned, participates in the implementation of redevelopment projects and activities to revitalize, upgrade, and improve the economic and business vitality of the City.
  18. As assigned, assists in coordinating and monitoring assigned budgets and contracts; compiles annual budget requests; participates in the preparation of revenue projections; recommends expenditure requests for designated accounts; monitors approved budget accounts; processes progress payments and monitors contractual expenses.
  19. Performs related duties as required.
QUALIFICATIONS
The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:
Basic operations, services, and activities of assigned functions, program, or operational area. Specialized clerical and routine technical knowledge of business/industry principles and practices related to the area of responsibility. Clerical methods and techniques used in the performance of duties and responsibilities specific to the area of assignment. Basic principles and practices of fiscal, statistical, and administrative research and report preparation. Principles and procedures of record keeping. Principles and practices used in establishing and maintaining files and information retrieval systems. Principles of business letter writing. Customer service and public relations methods and techniques. Methods and techniques of proper phone etiquette. Mathematical principles. English usage, spelling, grammar, and punctuation. Basic principles, practices, and requirements used in the preparation of various documents including public notices, resolutions, and agendas. Basic principles, practices, and methods of public administration including budgeting and grant administration. Modern office procedures, methods, and equipment including computers. Computer applications such as word processing, spreadsheet, and database applications as well as financial and statistical software. Pertinent federal, state, and local laws, codes, and regulations.

Ability to:
Perform a variety of specialized clerical and routine technical, administrative, and programmatic work of a general or specialized nature involving the use of independent judgment and personal initiative. Apply specialized clerical and routine technical principles and practices specific to area of assignment. Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities. Understand and apply pertinent laws, codes, and regulations as well as organization and unit rules, policies, and procedures with good judgment. Research and compile a variety of information. Participate in the preparation of a variety of administrative and financial reports. Exercise good judgment in maintaining information, records, and reports. Exercise initiative and sound judgment in solving administrative and technical problems within established procedural guidelines. Work independently in the absence of supervision. Plan and organize work to meet changing priorities and deadlines. Perform mathematical calculations quickly and accurately including to add and subtract, multiply and divide, and calculate percentages, fractions, and decimals. Implement and maintain filing systems. Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person. Compile a variety of information and records and exercise good judgment in maintaining information, records, and reports. Deal successfully with the public, in person and over the telephone; respond tactfully, clearly, concisely, and courteously to issues, concerns, and needs. Work cooperatively with other departments, City staff and officials, and outside agencies. Operate and use modern office equipment including a computer and various software packages. Use applicable office terminology, forms, documents, and procedures in the course of the work. Type and enter data at a speed necessary for successful job performance. Communicate clearly and concisely, both orally and in writing. Establish and maintain effective working relationships with those contacted in the course of work.

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

Education/Training:
Equivalent to the completion of the twelfth grade.

Experience:
One year of clerical experience preferably involving extensive public contact.

License or Certificate:
Possession of an appropriate driver’s license may be required.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment: Work is performed primarily in a standard office environment; occasional fieldwork may be required.

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; may travel to other locations using various modes of private and commercial transportation; and to verbally communicate to exchange information.

Vision: See in the normal visual range with or without correction.

Hearing: Hear in the normal audio range with or without correction.

Human Resources Division   
   (925) 516-5191
150 City Park Way   
TTD
   (925) 516-5409
Brentwood, CA 94513  
  (925) 516-5446