Administrative Support Assistant II

City of Mesa•Mesa, AZ

2d•Onsite

About The Position

This recruitment will be used to fill one (1) full-time vacancy in the City Attorney Department. This recruitment will also be used to establish a Citywide list to fill possible future vacancies in other assignment areas. An Administrative Support Assistant II performs highly responsible, journey-level work involving a wide variety of independently performed skilled, administrative support tasks requiring: word processing and database management; public contact; and related activities in support of a unit, department, or the City Council. Responsibilities include: managing an office; providing staff assistance to a supervisor in the exercise of administrative responsibilities; maintaining proper controls to ensure efficient flow of work, systems, and procedures; making decisions on operating problems for a designated sphere of activity and assuming personal responsibility for the effect of such decisions; compiling data for administrative analysis; preparing reports or summaries of data from complex records; and analyzing records or systems to assist the supervisor with administrative tasks. Duties also include: using word processing software to produce typed documents; meeting and giving information to the public to clearly communicate department/unit policies and procedures, and coordinate program functions or activities; compiling and maintaining complex 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; and composing correspondence to communicate unit information by determining appropriate content, format, tone, and organization. In addition, employees enter payroll information into a personal computer (PC); code and process personnel forms, Invoices for Payment (IFPs), Limited Purchase Orders (LPOs), and petty cash vouchers; and maintain and/or coordinate calendars and make meeting, facility, and travel arrangements. This class may also (by assignment) : supervise clerical and/or administrative support staff in order to efficiently complete work projects by instructing staff regarding work procedures, assignments, and standards, monitor work in progress, and evaluate performance; use database programs to create and document records of activities and produce summary reports; use spreadsheet programs to record, tabulate, make computations for, and print tables of numerical information; take minutes at advisory or policy board meetings, and prepare and distribute minutes, agendas, packets, and other materials; transcribe dictation from tape; assist in social media posts; coordinate and electronically distribute the department newsletter; update content on the department website; and marketing collateral. Employees must be committed to teamwork, have a shared commitment to quality of everyday work, and demonstrate the willingness to assume ownership in completion of tasks. This class performs related duties as required. Instructions are received from an administrative supervisor or administrator on matters of policy, with assignments usually consisting of statements of desired objectives and are reviewed for results achieved. Independent judgment in handling routine administrative matters for one or more supervisors is normally an important element of these positions. This class may be distinguished from the Administrative Support Assistant I class by reporting relationship, greater complexity of assignments, the independence with which work is performed, and the supervision exercised over the assignments of other clerical personnel. This class is FLSA nonexempt. (The part-time class has been designated as a non-classified, non-merit system, at-will position.) Please refer to the link below for the full job description and additional information regarding assignments, preferred qualifications, and essential functions.

Requirements

Graduation from high school or GED
Extensive (5+ years) experience in a clerical/administrative support capacity
A minimum typing speed of 35 - 45 net words per minute (wpm) is also required and will be verified prior to employment or promotion to this class (by assignment)

Nice To Haves

Must possess a valid Class D Arizona Driver’s License by hire or promotion date (by assignment)
Successful completion of a background investigation is required (Police Department Assignment)
Individuals in this classification shall be subject to pre-employment or pre-placement alcohol, drug and/or controlled substance testing as outlined in City policy and procedures (Police Department Assignment)

Responsibilities

Managing an office
Providing staff assistance to a supervisor in the exercise of administrative responsibilities
Maintaining proper controls to ensure efficient flow of work, systems, and procedures
Making decisions on operating problems for a designated sphere of activity and assuming personal responsibility for the effect of such decisions
Compiling data for administrative analysis
Preparing reports or summaries of data from complex records
Analyzing records or systems to assist the supervisor with administrative tasks
Using word processing software to produce typed documents
Meeting and giving information to the public to clearly communicate department/unit policies and procedures, and coordinate program functions or activities
Compiling and maintaining complex 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
Composing correspondence to communicate unit information by determining appropriate content, format, tone, and organization
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 and/or coordinating calendars and making meeting, facility, and travel arrangements
Supervising clerical and/or administrative support staff (by assignment)
Using database programs to create and document records of activities and produce summary reports (by assignment)
Using spreadsheet programs to record, tabulate, make computations for, and print tables of numerical information (by assignment)
Taking minutes at advisory or policy board meetings, and preparing and distributing minutes, agendas, packets, and other materials (by assignment)
Transcribing dictation from tape (by assignment)
Assisting in social media posts (by assignment)
Coordinating and electronically distributing the department newsletter (by assignment)
Updating content on the department website (by assignment)
Marketing collateral (by assignment)