at City of San Luis in SAN LUIS, Arizona, United States
Job Description
As the Administrative Assistant, you will:
- Provide general administrative support services for management personnel, departments, divisions, and/or programs; 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; proofreads 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; makes appointments; greet and assist customers 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 maintains information related to departmental operations, including information of a moderately technical, specialized or sensitive nature; codes, file and retrieve documents and records using standard alphabetical, numerical, coded and computerized filing systems.
- Research, compile, 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 computation and calculation; 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; works with City personnel and/or outside agencies to coordinate departmental programs and projects and monitors 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 coordinate meetings for boards, commissions, and outside agencies; assist in preparing and distributing agenda packets and correspondence; attend meetings and take, transcribe, and assure 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.
IDEAL CANDIDATE
Will possess knowledge of:
- Standard office practices, procedures, and equipment.
- Project/program coordination and implementation.
- Applications of automated information systems.
- Applicable laws, regulations, statutes, policies, and procedures (Federal/State/City) applicable to work unit.
- Business English, spelling, grammar, punctuation, and arithmetic calculations.
- Manual and/or automated filing procedures and filemaintenance; MSOffice (Word, Excel, PowerPoint, Publisher).
Possess the ability to:
- Utilize a variety of office procedures and equipment.
- Follow oral and written directions.
- Establish and maintain effective working relationships with others.
- Communicate effectively with others.
- Write clearly and legibly; perform basic arithmetical operations.
- Maintain complex and sophisticated filing systems.
- Use specialized software programs.
- Read, write, and speak English and Spanish
SUPPLEMENTAL INFORMATION
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.
