(Anticipated hiring range $21.64 - $22.73/hr)
Positions assigned to this class perform a variety of administrative and clerical support duties involved in the day-to-day operations of a department. Incumbents assist in the preparation and administration of the annual budget and time and attendance processing. Work involves service to the public and office support as needed. Specific tasks vary depending on area of assignment.
The following are intended to describe core work functions of this classification. While the level and broad nature of essential duties may not change, specific work tasks may vary over time depending on the City’s needs. This specific recruitment is for a position assigned to the Apache Junction Animal Shelter, which involves unique duties as listed below with the general duties of the Administrative Assistant.- Provide a variety of support services to a department or division; compose and prepare correspondence, schedule meetings, maintain administrative files for staff; perform data entry and file maintenance.
- Coordinate and process animal adoptions, maintain relationships with rescue partners and fosters, and assist with marketing and advertising efforts to promote animal placement and community engagement.
- Manage shelter administrative functions including answering phones, responding to emails, maintaining inventory and supplies, and coordinating scheduling for shelter operations.
- Review, research and complete department or division requests and assignments; compose reports and statistical summaries.
- Receive, collect and report on departmental fiscal data; research products and vendors for best pricing; order and maintain supply levels.
- Participate in budget preparation and administration; procure goods and services; process check requests; track expenditures; assist with grant management; oversee and participate in accounts payable and accounts receivable activities.
- Perform and oversee public or employee interactions; greet and assist walk-in customers; answer and direct phone calls; respond to requests and inquiries.
- Assist with daily shelter care including feeding, routine cleaning, animal handling, and basic facility upkeep to ensure a clean, safe, and healthy environment for animals and staff.
- May develop, monitor, and coordinate reports and presentations to City Council, outside agencies, boards, commissions, contractors, and service providers.
- May assist with time and attendance processing; verify approval of timesheets and correct documentation of hours; adjust any discrepancies; input leave and time-off requests.
- May assist with selecting, training, and supervising assigned support staff; may manage office and workflow by assigning and monitoring work activities of office support personnel.
- May work with departments, residents, or outside agencies.
- May process and distribute city-wide or department mail.
- May act as a notary verifying identities, witnessing signatures, administering oaths, and maintaining accurate records of notarial acts, ensuring the integrity of legal and financial transactions.
- Support the city’s policies, goals and objectives and work with management and other staff to ethically achieve such goals and objectives; ensure compliance with safety procedures.
Education and ExperienceGraduation from a college or university accredited by an agency recognized by the U.S. Secretary of Education or Council for Higher Education Accreditation (CHEA) with an associate’s degree and one (1) years paid fulltime clerical or administrative support experience; ORan equivalent combination of education and experience.
Knowledge - City and Department procedures, policies and guidelines; City Code; National Animal Care and Control Association (NACA) procedures; American Veterinary Medical Association guidelines
- Safety procedure for using equipment, cleaning chemicals and interacting with animals
- Research and analysis methods and techniques.
- Principles and procedures of recordkeeping, reporting and record retention.
Skills- Establishing and maintaining cooperative working relationships with coworkers and other individuals in contact during the course of work; communicating clearly and concisely.
- Operating a personal computer utilizing standard software such as Microsoft Office and some specialized software; functioning standard equipment.
- Assessing, prioritizing and completing multiple tasks and demands simultaneously.
- Identifying and utilizing the correct safety equipment when handling animals.
- Providing quality customer service.
Pre-employment RequirementsCandidates who are selected for appointment may be fingerprinted, if 18 or older; successfully complete a background investigation, employment verification and may be subject to a drug/alcohol test, medical, polygraph and/or psychological evaluation. Candidates who are appointed will be required to possess a valid driver’s license to operate a vehicle in Arizona, or meet the transportation needs of the position.
Physical Demands and Working EnvironmentWork is performed in a standard office environment. May require frequent sitting and continuous operation of a personal computer. May be required to perform a full range of motion with lifting and/or carrying items weighing up to 50 pounds. Some work is performed in both indoor and outdoor kennel area. May require standing, walking, kneeling and bending. May be subject to animal bites and/or scratches and cleaning chemicals.
