Administrative Assistant (Parks)

City of Kingman•City of Kingman, AZ

9d•Onsite

About The Position

The City of Kingman is seeking an Administrative Assistant to support the Parks & Recreation team. This role involves managing projects, coordinating planning processes, and providing information and assistance. Responsibilities include answering telephones, processing mail, assisting customers, researching information, maintaining records, and supporting various department functions. The ideal candidate will be an effective communicator, detail-oriented, and comfortable navigating complex situations while maintaining strong professional relationships. This position is FLSA Non-Exempt and offers a pay range of $21.83 - $30.56 hourly.

Requirements

Graduation from a high school or GED, supplemented by the equivalent of two years of college-level training.
Four (4) years of related experience.
Any equivalent combination of education and progressively responsible experience which provides the knowledge, skills and abilities necessary to perform the work.
Valid Arizona Driver’s License or ability to obtain within 6 months of hire.
Ability to accurately read and write the English language.
Ability to be bondable and may be required to become a notary public.
Knowledge of Departmental policies and procedures; Applicable City, State and Federal policies, laws, and regulations.
Knowledge of Record keeping practices and procedures; Customer service procedures and techniques; Standard office practices and procedures; Budget monitoring and tracking; English spelling, grammar and punctuation; General bookkeeping practices and cash handling processes.
Skills in reading and interpreting data, manuals and specifications; Assessing and prioritizing multiple tasks, projects and demands; Maintaining department records management; Reconcile budgets and purchases; Taking and transcribing accurate minutes of meetings; Proofread materials; Establishing and maintaining effective working relationships with co-workers and the public; Operating listed tools and equipment; Troubleshooting problems; Maintaining and handling applicable equipment; Working in a team environment; Providing customer service; Utilizing a computer and relevant software applications; Demonstrate proficiency to prepare work orders, documents, spreadsheets, databases, presentations, email and timesheets; Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.
Ability to establish and maintain effective and accurate records and filing systems; Maintain effective and accurate accounting procedures; Gather, research and interpret data; Carry out assigned projects to their completion and perform multi-tasks with numerous interruptions; Communicate effectively verbally and in writing; Work requires the ability to write memoranda, correspondence, reports and produce written documents with clearly organized thoughts using proper English sentence construction, punctuation, and grammar; Interpret rules, regulations, and policies and make decisions based upon them; Maintain confidentiality of information; Establish and maintain effective working relationships with employees, supervisors, vendors and the public.
Ability to adapt to changing work priorities; Perform basic mathematical calculations; Work independently and to complete daily activities according to work schedule; Participate in teamwork productively; Read manuals and specifications and apply knowledge; Use equipment and tools properly and safely.

Nice To Haves

Ability to work independently
Effective communication skills
Ability to remain composed in high-stress situations
Detail-oriented
Comfortable navigating complex situations
Ability to maintain strong professional relationships

Responsibilities

Plans, coordinates, and schedules meetings, and business travel arrangements.
Performs a variety of administrative duties, such as planning, scheduling and coordinating various events.
Manages the department calendars and/or calendars of assigned staff.
Responds to varied and often complex requests or complaints from employees or the general public.
Assists department with special projects and activities, presentations, operational and strategic plans, and customer requests for information.
Assists management staff with follow up on work assignments within the department.
Performs general financial and accounting procedures for the entire Department.
Maintains budget files, tracks, monitors, and reconciles divisional or program budget accounts, expenditures, transactions, financial statements and reports; investigates discrepancies; may assist in estimating expenditures for a program or division.
May be responsible for reviews of bids for supplies and office equipment and make necessary recommendations based on lowest and best bids, competency of vendors and consultants, and the selection criteria.
Takes and records minutes at meetings, prepares meeting agendas, knowledgeable in Arizona open meeting law and apply to meetings, follows up on committee assignments; responds to requests for information, processing incoming and outgoing mail, drafts of letters and memoranda.
Assists department with records management by establishing, organizing and maintaining filing system; scans and indexes records into electronic document management systems; performs records retention and destruction report preparation.
Formats, edits, updates, and maintains division or department Intranet or Internet webpages.
Composes, edits and proofreads a variety of documents including letters, memos, notices, flyers, forms, brochures, newsletters, and other materials for internal and external use.
Serves on City teams as assigned by attending meetings, performing assigned tasks, and working in cooperation with other City employees for a common goal.
Communicates and acts in a professional manner with the public, co-workers, and work contacts.