Under general supervision, performs a wide variety of administrative and office support functions of a highly responsible nature in relieving a Department head and other staff of administrative and technical activities and customer service duties.

Proven experience as an Administrative Assistant
Knowledge of office management systems and procedures
Working knowledge of office equipment, like printers and fax machines
Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
Excellent time management skills and the ability to prioritize work
Attention to detail and problem solving skills
Excellent written and verbal communication skills
Strong organizational skills with the ability to multi-task

PRIMARY DUTIES AND RESPONSIBILITIES: The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

Oversees Department administrative workflow; depending on area of assignment, applies specific knowledge of policies and procedures in order to organize and coordinate work, and relieve the Department Director and staff of routine administrative detail; applies judgment to resolving problems, analyzing data, and making decisions.
Composes correspondence and other documents on a wide variety of subjects requiring knowledge of the procedures and policies of the assigned Department; creates, edits and processes technical documents and other communications; maintains department files and database; collects and compiles statistical data; updates manual and computer records and tracking systems; creates management reports; coordinates special projects and assignments; may administer grants and process employee time reports.
Maintains technical and administrative files; researches files and computer databases; provides advice and assistance to Department staff on compliance with laws, rules and regulations; coordinates office activities, prioritizes and develop schedules in order to meet critical deadlines; maintains departmental calendars and schedules for Department staff; coordinates and arranges meetings; reserves and arranges facilities; prepares agenda packets for Town Council and committee meetings; coordinates staff travel arrangements.
Provides information and assistance to visitors and customers; provides customer services and resolves complex customer service issues; resolves problems within scope of authority; screens and routes calls to appropriate individuals, takes and delivers messages.
Receives and processes invoices, statements, and payment vouchers; monitors and evaluates expenditures and budget; orders supplies, materials and equipment, and maintains inventory.
Maintains the absolute confidentiality of all records and information.
Performs other related duties as assigned or required.

Must possess State of Arizona Driver's license.
Additional technical certifications and training may be required for some incumbents in this job class.

Required Knowledge of:

Town policies and procedures.
Policies, procedures, regulations, operations, and services of the assigned Department.
Office administration processes and procedures, including accounting, budgeting and purchasing.
Customer service standards and protocols.
Record keeping and file maintenance principles and procedures.

Required Skill in:

Using initiative and independent judgment within established procedural guidelines.
Interpreting a variety of technical instructions and program requirements.
Assessing and prioritizing multiple tasks, projects and demands.
Entering information into a computer system with speed and accuracy, and maintaining electronic records, files and databases.
Preparing and writing reports and business correspondence.
Operating standard office equipment, and a personal computer utilizing standard software.
Establishing and maintaining effective working relationships with co-workers and the public.
Providing effective customer service, and dealing tactfully and courteously with the public.
Communicating clearly and concisely, both verbally and in writing.

High school diploma or GED equivalent; AND two year’s office support and computer experience; OR an equivalent combination of education and experience.

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