AI and Automation Administrator
Description
Your Impact
The AI & Automation Administrator is responsible for helping to manage the company's AI tools and governance processes while designing, building, and maintaining automations that streamline operations across our technology ecosystem. This role combines AI administration, technical problem-solving, integration expertise, and understanding of business processes to deliver scalable, efficient, and reliable solutions.
The administrator serves as the primary point of contact for AI requests across the organization, working within established governance frameworks to enable innovation while maintaining security and compliance. Additionally, this role works closely with business systems, operations, and data teams to enhance productivity through automation, reduce manual work, and ensure data consistency across AI platforms, and connected tools.
About CivicPlus
At CivicPlus, we strive to bring our company vision to life through innovation and collaboration. Supported by approachable leadership and transparent communication, we're empowered to make an impact on local government and the residents they serve. Grow your career alongside great people, where authenticity is welcome, successes are celebrated, and potential is nurtured.
What You’ll Do
As a AI & Automation Administrator, you will:
AI Administration & Governance
- Serve as the primary intake point for all AI requests across the organization
- Conduct initial consultations (Quick Consults) to help requesters scope and refine their AI needs
- Triage incoming requests, assign appropriate tiers, and manage ticket workflow through completion
- Build and configure custom GPTs, agents, and AI integrations per approved specifications
- Execute permission grants (including Microsoft Graph/SharePoint) using established processes
- Provide first-line support for AI tools, troubleshooting routine issues and answering user questions
- Maintain the AI Usage Tracking Sheet, Approved GPT Patterns Library, and related documentation
- Prepare request summaries and technical assessments for AI Governance Committee review
- Research and evaluate new AI tools and vendors; gather information for procurement decisions
- Conduct 30-day follow-up surveys to assess GPT effectiveness and identify Pattern Library candidates
- Manage GPT lifecycle activities including annual attestations, ownership transfers, and decommissioning
- Track and report implementation hours for capacity planning and ROI analysis
- Escalate Tier 2+ requests and complex technical issues to AI Technical Lead
Automation Development & Maintenance
- Design, build, and maintain automated workflows using Salesforce Flow, Power Automate, n8n, Python, PowerShell, and similar tools
- Implement reliable, auditable automations to reduce manual effort and increase data accuracy
- Troubleshoot and optimize existing automations to ensure ongoing performance and scalability
- Identify opportunities to combine AI capabilities with traditional automation for enhanced solutions
Systems Integration
- Build and maintain integrations between business systems (through APIs and middleware tools)
- Support AI tool integrations with enterprise systems (SharePoint, Microsoft 365, etc.)
- Ensure data flows securely and accurately across systems, supporting end-to-end business processes
- Collaborate with data engineers to design and enhance ETL processes and pipelines where needed
Technical Execution & Documentation
- Develop, test, and deploy automation and AI solutions following established best practices and change management controls
- Maintain thorough documentation of workflows, integrations, GPT configurations, and scripts to support long-term maintainability
- Create and maintain user guides, quick start documentation, and training materials for AI tools
- Support audits, compliance reviews, and system performance evaluations by maintaining transparency in system design
- Stay current on emerging AI tools, automation platforms, APIs, and integration frameworks to bring innovative ideas to the team
What We’re Looking For
We know that excellent candidates come from diverse backgrounds. Even if you don’t meet 100% of the listed requirements, we encourage you to apply!
Preferred Qualifications:
- 1–3 years of experience in systems automation, integration engineering, IT administration, or a similar technical role
- Strong experience designing and maintaining automations in systems such as Salesforce Flow, Power Automate, Zapier, or similar platforms
- Proficiency in scripting languages (e.g., Python, PowerShell, JavaScript) for custom automation and API integration
- Familiarity with large language models and AI tools (ChatGPT, Claude, Copilot, or similar)
- Experience with Microsoft 365 administration, including SharePoint and Microsoft Graph API concepts
- Familiarity with ticketing systems and IT service management workflows
- Excellent problem-solving and debugging skills, with attention to accuracy and scalability
- Strong communication skills with the ability to translate technical concepts for non-technical stakeholders
- Ability to manage multiple concurrent requests and prioritize based on business impact
Nice to have qualifications:
- Able to work at a computer and monitor (sitting and standing) for extended periods
- Ability to lift 25Lbs
- Able to work additional hours during the week after hours and on the weekend with 24-7 on-call status
- Able to travel frequently and efficiently across a large geographic territory, with little down-time between periods of travel
- Able to lift at least 50 pounds of weight (non-typical but necessary for tradeshow setup)
- Ability to reason, judge, compare, calculate, evaluate, and critique such information as written materials, numerical data, responses to customer needs, and/or other work-related activities.
- Ability to interact with employees and leaders on sensitive subjects and appropriately disagree and/or challenge a situation.
- Ability to complete work in an acceptable timeframe; manage various detailed tasks and responsibilities simultaneously and with accuracy to meet deadlines, goals, and objectives; satisfy internal and external customer needs related to the job.
- Ability to operate telephone equipment and respond to calls and in-person inquiries.
- Ability to move about the office with occasional reaching and bending
- Ability to use a keyboard and computer. This requirement involves reading the screen and keying/typing information.
- Ability to travel by auto or commercial transportation up to 20% same day and overnight to carry out essential responsibilities.
- Ability to speak and make presentations to individuals or groups on technical subjects related to the job.
Why CivicPlus?
This role offers:
- Define and implement the organization’s automation strategy and tooling standards in a greenfield environment.
- Drive innovation by experimenting with new ideas, iterating on solutions, and contributing beyond ticket-based execution.
- Leverage cutting-edge AI and automation tools to deliver high-impact solutions with visibility to senior leadership
Compensation and Benefits
- Estimated Salary Grade Range: $61,700 – $87,600
- The actual salary offer will carefully consider a wide range of factors, including your skills, qualifications, experience and is based on a 40-hour work week.
- Benefits: Comprehensive health insurance, dental insurance, vision insurance, Flexible Time Off, 401(k) plan, and more.
Our Hiring Process
- Introductory call with Talent Acquisition
- Interview with the Hiring Manager
- Panel Interview with CivicPlus team members, including an interview project activity
- Offer
Note: The process may vary slightly depending on the role.
Additional Information
- CivicPlus is currently unable to provide visa sponsorship for this position now or in the future. Applicants must be authorized to work in the US.
- This position will remain open until April 15, 2026. We encourage you to apply as soon as possible, as applications will be reviewed on a rolling basis, and the posting may close earlier at the discretion of the Talent Acquisition team
Equal Opportunity Commitment
CivicPlus is proud to be an Equal Employment Opportunity employer. We celebrate and support diversity for the benefit of our employees, products, clients, and communities. Reasonable accommodations are available during the interview process.