City Clerk Administrative Assistant

City of Safford•Safford, AZ

23h•Onsite

About The Position

Under general supervision, the City Clerk Administrative Assistant performs administrative office coordination and clerical support for the City Clerk’s Office. This is a single-level job classification that reports to the Department Head. The role conducts special projects for the Clerk’s Office; researches and analyzes information; prepares reports and recommendations; coordinates office functions and communications; and ensures paperwork is properly reviewed, routed, and completed. It also maintains departmental attendance, payroll, and financial records and provides administrative support to boards, committees, and commissions, including attending meetings, recording minutes, and preparing agendas and related materials. The position communicates information to the public and responds to visitors and callers, including processing requests and complaints and directing people to the appropriate department or staff. It receives, processes, disseminates, and maintains public records requests, and maintains information for business licenses and dog tags. Other related duties may be assigned.

Requirements

High school diploma or equivalent GED certificate, or equivalent experience.
Associate degree in secretarial science, office management, or a related field.
Three years of experience in a professional office environment, or an equivalent combination of training and experience providing the required knowledge and skills.
Obtain Election Official certification through the Arizona Secretary of State within three years of employment and recertify every two years.
Obtain notary certification within six months of employment.
Possess a valid Arizona driver’s license.
Knowledge of the organization, functions, and activities of assigned departments.
Knowledge of financial and statistical record-keeping techniques, office practices and equipment, and office management techniques.
Knowledge of applicable state statutes, laws, City code, regulations, policies, procedures, and Arizona State Library Archives and Public Records general retention schedules.
Interpersonal skills using tact, patience, and courtesy.
Ability to plan and perform complex administrative office coordination duties.
Ability to operate a computer and related software, including Microsoft Office applications and Office 365.
Ability to maintain the confidentiality and security of records and information.
Ability to research and analyze data and information and develop, evaluate, and present alternative recommendations.
Ability to evaluate and recommend improvements to office operations, procedures, and policies.
Effective oral and written communication and customer service skills.
Ability to read, interpret, apply, and explain codes, rules, regulations, policies, and procedures.
Ability to direct youth workers, other office personnel, and inmates as assigned.
Ability to follow procedures and establish and maintain effective working relationships with coworkers.

Responsibilities

Conduct special projects and assignments involving Clerk’s Office programs, systems, operations, needs, issues, or activities.
Research and analyze assigned projects and prepare recommendations or conclusions.
Organize and coordinate office functions, activities, and communications with City staff, citizens, businesses, agencies, and outside organizations.
Prepare reports, charts, graphs, presentations, and other documents.
Ensure department paperwork is properly reviewed, routed, and completed.
Maintain departmental records, including attendance, payroll, and financial documents.
Provide staff support and administrative assistance to boards, committees, or commissions.
Attend and record meetings, prepare minutes, and produce reports, agendas, correspondence, and other materials.
Research, analyze, and prepare information for public dissemination through media, presentations, community meetings, and City communications.
Respond to visitors and the public by phone; provide information, receive and process requests and complaints, and route people appropriately.
Receive, process, disseminate, and maintain public records requests.
Receive, update, process, and maintain information for business licenses and dog tags.
Perform other related duties as assigned.