Administrative Specialist - Utilities

City of Yuma•City of Yuma, AZ

About The Position

The Administrative Specialist is assigned to the City of Yuma Utilities Department and, under basic supervision, performs specialized administrative and office support duties. The role oversees office support functions, provides customer service, and updates and maintains departmental databases and files. It also maintains and researches computer databases and records and assists department staff and clients using knowledge of City and department operations and policies. The position supports work-group operations through administrative, technical, and clerical assignments; processes documents and records; performs bookkeeping and accounting tasks; coordinates projects and research; and prepares correspondence and information materials. Work is performed within the scope of authority and training, in accordance with City policies and quality standards. The incumbent is expected to work independently on assignments, exercise sound judgment, protect confidential information, and support courteous and cooperative interactions with the public and City staff. Work is performed in a standard office environment. The position may occasionally require bending, reaching, stooping, and lifting objects.

Requirements

High school diploma or GED equivalent and three years of administrative support experience, or an equivalent combination of education, training, and experience.
Ability to type proficiently at 48 words per minute.
Knowledge of City policies and procedures.
Knowledge of City administration policies, including accounting, budgeting, purchasing, payroll, and personnel rules.
Knowledge of professional standards for business correspondence, writing, spelling, and grammar.
Knowledge of customer service standards and protocols.
Knowledge of record keeping, records retention, confidential records management, and file maintenance.
Ability to complete assignments with minimum supervision.
Ability to deal tactfully and courteously with the public and others seeking information about City functions and activities.
Ability to exercise appropriate judgment when answering questions and releasing information.
Ability to establish and maintain effective working relationships with co-workers.
Skill in operating a personal computer with standard and specialized software and entering information into a computer system with speed and accuracy.
Ability to communicate effectively verbally and in writing.

Responsibilities

Perform administrative support and office specialist duties within the scope of authority and training and in compliance with City policies and quality standards.
Assist the work group with administrative support, technical assignments, and office support functions, completing assignments independently and making appropriate decisions based on City policies and procedures.
Apply judgment and knowledge of work-group operations to resolve problems and make work-process decisions; refer matters requiring policy interpretation to a supervisor.
Provide customer service, information, and assistance; answer questions and resolve issues within the scope of authority using knowledge of department policies and procedures.
Research information requests and respond independently to inquiries when appropriate.
Update and maintain computer databases and files; research electronic and paper files, records, and documents; review and update operational reports and technical documents; and report data discrepancies to a supervisor.
Process documents, technical records, and applications; check them for validity and accuracy; and resolve technical issues within the scope of authority.
Perform bookkeeping and accounting functions, including collecting special fees and payments; maintain accounts for budget, payroll, timekeeping, purchasing, inventory, enrollment, attendance, registration, records requests, and special programs; and maintain and balance a cash drawer.
Complete and coordinate special projects, program assignments, and research functions.
Prepare, compile, and distribute correspondence, information packets, and other communications.
Cross-train in other department administrative support, technical, and clerical duties.
Demonstrate courteous and cooperative behavior when interacting with citizens, visitors, and City staff; promote City goals and priorities; and comply with City policies and procedures.
Maintain absolute confidentiality of work-related issues and City information, and perform other duties as required or assigned.