Administrative Assistant Town Clerk's Office

Town of Camp Verde•Town Hall, AZ

8d•Onsite

About The Position

Under general supervision, performs a wide variety of administrative and office functions of a highly responsible nature. This position serves as the first point of contact for the Town Clerk and must provide customer service by dealing tactfully and courteously with public and staff of Town of Camp Verde, while upholding all policy and procedures to upmost standards. The Administrative Assistant provides direct support to the Town Clerk, Town Manager, Mayor, and Council by coordinating meetings, events, maintaining calendars, relaying messages, preparing reports, manuals, proclamations and various other documents. This position requires exceptional customer service skills in responding to concerns from Town citizens and serving as liaison to Administrative Management on a variety of issues. The Town of Camp Verde Administrative Assistant responds to request from public officials in other governmental agencies and regional organizations. The ideal candidate is strongly committed to the profession of local government, has a positive record of achievement and a history of building positive working relationships with both internal and external stakeholders. He or she will have the ability to earn respect and to foster innovative solutions through sound administrative practices. Every Town Employee is expected to follow the Town Core Values by setting the P.A.C.E. (Professionalism, Accountability, Community and Excellence).

Requirements

Must possess State of Arizona Driver's license.
Knowledge of: Town Code.
Policies, procedures, regulations, operations, and services of the assigned Department.
Office administration processes and procedures, including accounting, budgeting and purchasing.
Customer service standards and protocols.
Record keeping and file maintenance principles and procedures.
Skill in: Must be experienced in the use of the following: Microsoft Word, PowerPoint, Excel, and Publisher
Using initiative and independent judgment within established procedural guidelines.
Interpreting a variety of technical instructions and program requirements.
Assessing and prioritizing multiple tasks, projects and demands.
Entering information into a computer system with speed and accuracy, and maintaining electronic records, files and databases.
Preparing and writing reports and business correspondence.
Operating standard office equipment, and a personal computer utilizing standard software.
Establishing and maintaining effective working relationships with co-workers and the public.
Providing effective customer service and dealing tactfully and courteously with the public.
Communicating clearly and concisely, both verbally and in writing.
Three (3) years of increasingly responsible clerical, office, and administrative work, including public contact, office support and computer experience.
One (1) year of required experience must include at least one of the following : office management, supervisory, or serving as the primary support for management at a division head level or higher, OR an equivalent combination of education and experience.

Nice To Haves

Additional technical certifications and training may be required for some incumbents in this job class.
Associates Degree (Preferred)

Responsibilities

Oversees Department administrative workflow; depending on area of assignment, applies specific knowledge of policies and procedures in order to organize and coordinate work, applies judgment to resolving problems, analyzing data, and making decisions.
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 technical documents and other communications; maintains department files and database; collects and compiles statistical data; updates manual and computer records and tracking systems; creates management reports; coordinates special projects and assignments; may administer grants and process employee time reports.
Maintains technical and administrative records; researches records and computer databases; provides advice and assistance to Department staff on compliance with laws, rules and regulations; coordinates office activities, prioritizes and develop schedules in order to meet critical deadlines; maintains departmental calendars and schedules for Department staff; coordinates and arranges meetings; reserves and arranges facilities; prepares agenda packets for Town Council and committee meetings; coordinates staff travel arrangements.
Assist in performing Records Specialist duties in her/his absence.
Processes Business License Applications
Provides information and assistance to visitors and customers; provides customer services and resolves complex customer service issues; resolves problems within scope of authority; screens and routes calls to appropriate individuals, takes and delivers messages.
Receives and processes invoices, statements, and payment vouchers; monitors and evaluates expenditures and budget; orders supplies, materials and equipment, and maintains inventory.
Responsible for maintenance and supplies of printer and postage machine.
Distribution of incoming mail for all departments and council
Maintains the absolute confidentiality of all records and information.
Performs other related duties as assigned or required.