Administrative Support Assistant I

City of Mesa•Mesa, AZ

About The Position

The current recruitment is for one (1) full-time vacancy with the Mesa Fire and Medical Department; however, this recruitment will also be used to establish a Citywide list to fill possible future vacancies. An Administrative Support Assistant I performs responsible journey-level work involving a variety of administrative support tasks, which require independent judgment on routine matters. Duties include: word processing, public contact, and related activities in support of a unit, bureau, section, or division. This class may also be responsible for relieving supervisors or administrative employees of routine administrative work. Detailed instructions may be given at the beginning of work and on subsequent new assignments or unusual assignments; however, after employees become familiar with particular procedures they are expected to work independently. An Administrative Support Assistant I may check the work of a small group of clerical employees and assist with training new employees but does not usually exercise regular supervision over more than one or two individuals. Certain assignments may require the ability to work evenings and weekends. This class is FLSA nonexempt.

Requirements

High school graduation or GED.
Considerable (3 - 5 years) experience performing office clerical/secretarial work.
A minimum typing/keying speed of 45 net words per minute (wpm) is also required (by assignment) and will be verified prior to employment.
Background investigation through the City of Mesa Police Department, the Arizona Department of Public Safety, and Federal Bureau of Investigation prior to commencing employment with the City of Mesa (by assignment).
Valid Class D Arizona Driver’s License by hire or promotion date (by assignment).
Pre-employment or pre-placement alcohol, drug and/or controlled substance testing as outlined in City policy and procedure (Police Department Assignment).

Nice To Haves

Supplemental education or training in related subjects.
Bilingual skills (by assignment).

Responsibilities

Using word processing software to produce documents.
Maintaining records to provide accurate documentation of work performed or information that can be easily retrieved.
Creating and maintaining complex filing systems or databases with a variety of subject matter to provide easy access to records and information.
Communicating information to the public to relate departmental policies and procedures using reference materials or personal knowledge.
Composing correspondence on routine matters.
Proofreading and editing documents.
Maintaining inventories and requisitioning office supplies.
Entering payroll information into a personal computer (PC).
Coding and processing personnel forms, Invoices for Payment (IFPs), Limited Purchase Orders (LPOs), and petty cash vouchers.
Maintaining/coordinating calendars and making meeting, facility, and travel arrangements.
Compiling information for special projects.
Collecting and assembling data and background materials for a variety of reports.
Using database and spreadsheet programs to produce summary reports and print tables of numerical information (by assignment).
Transcribing dictation from tape and producing a typed document (by assignment).
Taking, preparing, and distributing minutes, agendas, packets, and other support materials (by assignment).
Operating and balancing a cash register (by assignment).
Collecting fees and rents (by assignment).
Preparing bank deposits (by assignment).
Providing functional or full supervision for clerical staff performing routine tasks (by assignment).
Teamwork, shared commitment to quality of everyday work, and willingness to assume ownership in completion of assigned tasks.