YOUR FUTURE BEGINS HERE!

Join one of the fastest-growing cities in Arizona and the youngest in Yuma County!

As an Administrative Assistant, you will:

Prepare a wide range of reports and documents from written material or machine transcription using a computer or other office equipment.

Format documents, charts, reports and forms using standard (MS Office) and specialized applications; edit for punctuation and spelling; proofread for accuracy and consistency; may independently compose and prepare reports, letters and/or memoranda.

Perform general secretarial work; receive and screen visitors, callers and mail, and direct to appropriate individual or office; take and transmit messages; make appointments; greet and assist customer in person, on the phone, on the computer or through other means of communication.

Provide and gather general information to/from a variety of sources; make travel arrangements; identify customer needs; search for, receive and explain information regarding rules, regulations, policies, procedures and technical office operations.

Process and maintain information related to departmental operations, including information of a moderately technical, specialized or sensitive nature; codes, files and retrieve documents and records using standard alphabetical, numerical, coded and computerized filing systems.

Research, comply, maintain and process general statistical, financial and/or numerical data related to departmental personnel, payroll, purchasing, inventory, budget and/or other functions; verify and make entries and notations.

Review material for completeness and accuracy; perform basic computations and calculations; may compute, collect and receipt monies and fees; may maintain basic ledgers and accounts; may process accounts receivable, perform billing operations, and/or make deposits; may develop and maintain spreadsheets and databases, either by hand or computer.

Maintain specialized records of departmental operational activities (e.g., invoices, purchase orders, payments, permits, citations, equipment inventories, time and attendance records, personnel records, grant submittals, inspections, financial/budget information, travel/training request, etc.

Coordinate and monitor departmental and/or program specific activities, arrange visitor tours, and maintain a calendar of pertinent meetings and events; work with City personnel and/or outside agencies to coordinate departmental programs and projects and monitor activities.

Assist in the preparation of departmental budget and monitors department/division expenditures; coordinate purchase cards; prepare purchase requisitions; maintains petty cash.

Serve at meetings of City boards and committees; arrange and coordinates meetings for boards, commissions, and outside agencies; assists in preparing and distributing agenda packets and correspondence; attends meetings and takes, transcribes, and assures proper distribution of minutes and verbatim transcripts.

May train or review the work of others; may provide lead or technical assistance as part of a training program.

May issue certificates, permits, licenses, citations, police reports, and other documents; provide customer service in a calm, helpful and effective manner.

May attend meetings with City personnel and/or outside agencies and record/transcribe meeting minutes.

Depending on department assignment, may receive or transmit emergency or public assistance calls as required.

Perform related duties as assigned.

Possess knowledge of:

Applicable laws, regulations, statutes, policies, and procedures (Federal/State/City) applicable to work unit.

Standard office methods, procedures, and practices.

Correct business English, spelling, grammar, punctuation, and arithmetic calculations.

Manual and/or automated filing procedures and file maintenance.

Fluency using standard office software such as Microsoft Office Suite – Office 365 (Word, Excel, PowerPoint, Publisher, teams, etc.).

Possess the ability to:

Use standard office equipment.

Use standard word processing and related computer software packages.

Perform basic arithmetic functions, along with the ability to respond to basic routine inquiries and explain standard policies and procedures to others.

Apply independent judgment, discretion and initiative to address issues and develop practical, thorough, and at times, creative solutions.

Multitask and meet deadlines in a fast-paced environment.

Work with a diverse group of people.

Establish and maintain effective working relationships with others.

Communicate effectively both orally and in writing.

Read, write, and speak English and Spanish.

Education, Training and Experience:

A High school diploma or GED equivalent AND

Three (3) years of clerical experience performing increasingly responsible secretarial and administrative tasks.

Licenses and Certificates:
All Licenses and Certifications required must be maintained throughout employment.

A valid Arizona driver's license at the time of appointment.

SPECIAL REQUIREMENTS:

Residency in the United States and within 25 miles from the City of San Luis, Arizona.

DESIRED/PREFERRED:

San Luis residency.

PHYSICAL AND MENTAL DEMANDS:

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

While performing the duties of this job, the employee is regularly required to sit, walk and stand; talk and hear; use hands to finger, handle, feel or operate objects, tools or controls; reach with hands and arms; and perform repetitive movements of hands or wrists. The employee is frequently required to lift up to 30 pounds unaided. Specific vision abilities required for this job include close vision and the ability to adjust focus.

Mental Demands

While performing the duties of this class, an employee uses written and oral communication skills; reads and interprets data, information and documents; analyzes and solves problems; uses math and mathematical reasoning; performs highly detailed work; deals with multiple concurrent tasks; and interacts with others encountered in the course of work, including frequent contact with customers and/or the public and dissatisfied/abusive individuals.

Work Environment

The employee works in an office environment where the noise level is usually quiet. Certain positions within the classification may require availability to work flexible schedule.

The City of San Luis is committed to Professional Growth and Career Development -

Current employees may be given preferred consideration if they meet the position's minimum requirements.

OPEN UNTIL FILLED

Applications will be reviewed 10 days after the posting date, and interviews will be conducted if a pool of qualified applicants is determined.Interested incumbents are encouraged to apply promptly.

Candidates with the most relevant backgrounds will be invited to participate in the interview/assessment process.

City of San Luis

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