Administrative Specialist - Public Works

City of Prescott • Prescott, AZ

2d • $21 - $32 • Onsite

About The Position

Performs clerical, technical, and diversified administrative support; helps maintain a variety of digital programs, databases, and systems, including computer maintenance management system, payroll, financials, records retention, training and safety records, regulatory reports, and other associated programs within assigned department.

Requirements

• High school diploma or equivalent; t hree (3) years of full-time administrative work experience, including customer service in an office environment and proficiency in computer programs utilizing Windows computer applications; or any equivalent combination of education, experience and training which provides the knowledge and abilities necessary to perform the essential functions of the position.
• Possess a valid Arizona driver's license.
• Knowledge of public relations and customer service principles, practices, and techniques.
• Knowledge of modern office methods, practices, procedures, and recordkeeping principles.
• Knowledge of accounting, business practices, and basic financial processes.
• Knowledge of the City's governmental organization, policies, procedures, and applicable rules and regulations.
• Knowledge of occupational hazards and safety precautions related to assigned duties.
• Skill in using a variety of computer software and applications, including word processing, spreadsheets, databases, financial systems, and presentation tools, preferably Microsoft Office (Word, Excel, PowerPoint, Access, Outlook), Adobe PDF, and Lucity.
• Skill in operating standard office equipment, including computers, phones, calculators/10-key, printers, copiers, scanners, and two-way radios.
• Skill in typing, word processing, organizing, and maintaining accurate records, reports, and files.
• Skill in verbal and written communication, including responding professionally to inquiries and complaints.
• Skill in applying basic mathematical concepts and preparing computations, tabulations, and reports with accuracy.
• Skill in organizing work, prioritizing tasks, and managing multiple projects.
• Ability to maintain confidentiality of records and sensitive information.
• Ability to type at least 50 words per minute (wpm).
• Ability to establish and maintain effective working relationships with City residents, elected officials, department heads, employees, business and professional groups, and the general public.
• Ability to understand and follow oral and written instructions and to exercise judgment in completing assigned tasks.
• Work is performed in a normal, but fast paced, City office environment
• Safely operates a City vehicle and variety of standard office equipment including a computer terminal, telephone, two-way radio, 10-key calculator, and copier, requiring continuous and repetitive arm, hand, and eye movement
• Clearly, concisely, and effectively communicates both in person and over the telephone
• Possesses physical and visual abilities sufficient to effectively and safely perform required duties
• Safely lifts 50 pounds without assistance; performs repetitive bending, twisting, and walking
• Work is performed in a dynamic environment that requires sensitivity to change and responsiveness to changing goals, priorities, and needs
• Successful candidate will receive a post-offer, pre-employment background screening to include: Drug screening Motor vehicle records check Criminal background screening

Responsibilities

• Provides high-level administrative and office support, including specialized program support for assigned departments or functions.
• Serves as the primary point of contact by answering, screening, and directing phone calls; greeting and assisting visitors; responding to general inquiries and complaints; and referring matters as appropriate.
• Manages scheduling and coordination, including maintaining calendars, scheduling appointments, and reserving conference rooms.
• Prepares, types, proofreads, and finalizes a variety of documents, including correspondence, reports, forms, work orders, requisitions, invoices, bids, and training materials.
• Conducts research and prepares reports, spreadsheets, and other supporting documentation.
• Processes financial and administrative transactions, including billings, invoices, P-Cards, credit card transactions, purchasing, deposits, and refunds, depending on department assignment.
• Provides payroll support by reviewing time records for accuracy and responding to basic payroll and policy questions.
• Serves as department purchasing support by ordering supplies and office equipment, maintaining inventory, and coordinating equipment repair and servicing.
• Organizes, maintains, and retrieves paper and electronic records; assists with records retention schedules; assists with public records requests; and assists with preparing regulatory reports as needed.
• Maintains departmental databases and files; collects, tracks, and reports data; and manages safety and training records.
• Provides administrative support to management, assigned projects, and special programs.
• Assists employees and crews with research, information requests, travel arrangements, and other administrative needs.
• Opens, sorts, and distributes incoming mail.
• Attends required meetings and performs other duties as assigned.

Benefits

• A diverse range of complimentary mental health and wellness services is available, including an Employee Assistance Program, a free subscription to Calm, and health coaching
• Paid time off up to 20 days in first year of employment
• 10 paid holidays and 1 floating holiday per year
• Free employee only coverage for medical, dental, vision, short-term disability, and life insurance
• Free family coverage for select medical and dental plans
• Pension and long-term disability through Arizona State Retirement System, click here for more details
• Supplemental benefits such as deferred compensation plans and additional life insurance

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED