[Remote] AI and Automation Administrator

Note: The job is a remote job and is open to candidates in USA. CivicPlus is dedicated to innovation and collaboration in serving local governments. The AI & Automation Administrator is responsible for managing AI tools and governance processes, designing and maintaining automations to enhance operational efficiency across the organization.

Responsibilities

• 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
• 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
• 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
• 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

Skills

• 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
• 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
• 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
• 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
• 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

Benefits

• Comprehensive health insurance
• Dental insurance
• Vision insurance
• Flexible Time Off
• 401(k) plan
• And more.

Company Overview