Caltrans District 3 is part of the Department of Transportation, and they are seeking an Office Technician to provide support to the Consultant Services Unit. The role involves maintaining records, data entry, preparing reports, and assisting with various administrative tasks.
Responsibilities
- Maintain record of new contracts, amendments, task orders, and consultant monthly invoices by filing electronic documents in the CSU shared drive and updating the unit's databases and record logs
- Data entry, communicating with clients, working with word processing, spreadsheets, and databases
- Use of excel tools such as pivot tables and formulas to prepare various reports
- Use FileMaker Pro, CGI Advantage and various record logs for data entry, updating records and searching information
- Use infoAdvantage and Datalink queries to extract data and prepare reports
- Give support to other offices upon request, such as providing Program Managers status of pending Architecture and Engineering (A&E) work under specific projects and phases, and preparing documents for Public Records requests
- Prepare minutes from staff meetings
- Maintain and request office supplies
- Assist with interviews by scheduling appointments, setting up interview room and escorting visitors
- Provide support in hosting department events such as Outreaches and Calmentor events. Set-up and take down of various computer equipment, such as laptops and projectors
- Process incoming and outgoing mail
Skills
- The position(s) require(s) the ability to type at a minimum speed as designated on the Class Specifications
- You must obtain a valid typing certificate confirming your ability to meet the minimum typing speed, prior to being hired
- Possession of a valid driver's license is required when operating a State owned or leased vehicle
- Possession of Minimum Qualifications will be verified prior to interview and/or appointment
- If you are basing your eligibility on education, you must include your unofficial transcript(s)/diploma for verification
- Knowledge of Excel pivot tables, formulas such as V-Lookup, and preparing budget reports
- Good note-taking skills and preparing meeting minutes
- The ideal candidate is reliable, well organized, prioritizes work and makes efficient use of time
- Develop good rapport and respectful relationships with team members and clients
- Knowledge of accounting, math skills and clerical work experience are a plus
- Knowledge of CGI Advantage and Datalink is desirable but not required
Company Overview
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