Administrative Assistant

City of Casa Grande•510 E. Florence Blvd. Casa Grande, AZ

4d•Onsite

About The Position

Under general supervision, performs a variety of secretarial, technical, organizational and administrative activities to support the functions of the assigned Department. Duties may vary according to work assignment. The current opening is at the City Clerk's Office, but this recruitment may be used for future vacancies. The position involves maintaining official records, assisting with departmental budgets, processing public records requests, coordinating events, and serving as a Passport Acceptance Agent.

Requirements

High School diploma or GED equivalent
Three (3) years of administrative support experience.
Knowledge of City policies and procedures.
Knowledge of personnel rules, accounting and budgeting systems.
Knowledge of basic principles of record keeping, case files and records management.
Knowledge of administrative regulations, policies and procedures.
Skill in operating a personal computer, utilizing a variety of business software.
Skill in reading and understanding City, state and Federal rules and regulations.
Skill in assessing and prioritizing multiple tasks, projects and demands.
Skill in writing accurate reports, documents and correspondence.
Skill in creating and maintaining quality working relationships.
Skill in working independently and as a team member, maintaining composure, and working effectively in a high-pressure environment with changing priorities.
Skill in effectively communicating, both orally and in writing.
Knowledge of confidentiality requirements and appropriate handling of sensitive information.
Knowledge of administrative procedures, office organization, and proficient customer service.

Nice To Haves

May supervise and review the work of Department staff.
May serve as Notary Public.

Responsibilities

Maintains calendars, schedules meetings and appointments; prioritizes and resolves complex meeting schedules; coordinates meeting resources and travel.
Prepares meeting agendas and presentation materials; takes and transcribes meeting minutes and prepares summaries for distribution.
Conducts and coordinates assigned projects and research studies; identifies and resolves problems; may coordinate the work of office staff.
Composes correspondence and other documents on a wide variety of subjects requiring knowledge of the procedures and policies of the assigned Department; creates, edits and processes memoranda, legal and technical documents and other communications.
Maintains department files and library; collects and compiles statistical data; develops and creates a variety of technical and statistical reports; updates manual and computer records and tracking systems; creates management reports.
Maintains personnel and payroll files; research files and computer databases; assures all administrative actions are in compliance with City policy, procedures and guidelines; utilizes the City computer systems to input, access, retrieve, and review confidential data.
May assist in departmental budget and fee schedule development.
May assist with departmental budget administration and monitoring.
Resolves problems and customer service inquiries within scope of authority; screens and routes calls to appropriate individuals, takes and delivers messages.
Provides advice and assistance to staff and customers on compliance with laws, rules and regulations.
May supervise and review the work of Department staff.
May serve as Notary Public.
Maintains official records; research files and computer databases; assures all administrative actions are in compliance with City policy, procedures and guidelines; utilizes City computer systems to input, access, retrieve, and review confidential data.
Assists with public records requests by locating, organizing, reviewing, processing, and distributing responsive records in accordance with applicable laws and City procedures.
Assists with the planning and coordination of events and special functions overseen by the City Clerk’s Office, including scheduling, timelines, meeting logistics, facilities, materials, communications, and other administrative arrangements.
Serves as a Passport Acceptance Agent; accepts and processes passport applications in accordance with U.S. Department of State requirements, verifies required documentation, provides information and assistance to applicants, and maintains accurate records and supporting documentation.
Performs other duties as assigned or required.