in Mohave County, AZ
Job Description
Job Description:
We're looking for an Administrative Assistant to assist our Development Services team, balancing complex technical community development with independent office management. As an Administrative Assistant II, you’ll have more latitude and a broader impact than a standard clerical role, taking the lead on department accounting, procurement, and complex planning processes.
About You:
You are interested in a career in becoming an Administrative Assistant that will be managing records, assisting with community development projects, and providing vital information to the public and staff. You are able to work independently, communicate effectively, and remain composed in high-stress situations. We’re looking for someone who is an effective communicator, detail-oriented, and comfortable navigating complex situations while maintaining strong professional relationships.
What You'll Do For The City Of Kingman
Administrative Operations & Office Management (35%): In this role, you will provide essential support in ensuring the department runs smoothly daily and serves as the primary point of contact for the public and contractors/developers. You will answer phones, respond to inquiries from contractors/developers, and manage mail. You will order supplies, manage inventory, and coordinate travel arrangements. Reserve meeting rooms and coordinate conferences with consultants and staff.
Boards, Commissions & Public Record Compliance (30%): You will serve as Secretary for the Planning and Zoning Commission and Board of Adjustment, preparing agendas and recording minutes. You will apply the Arizona Open Meeting Law and ensure public hearing mailings/postings meet A.R.S. (Arizona Revised Statutes) guidelines. Establish and maintain filing systems, scanning/indexing documents, and managing records retention and destruction.
Budgeting, Financial Tracking & Contracts (20%): You will prepare cost estimates, track expenditures, reconcile accounts, and investigate discrepancies. Monitor outside service contracts for compliance and billing accuracy; assist with the RFP (Request for Proposals) process and vendor selection. Compute and track payback agreements and Infill District reporting.
Document Control & Strategic Reporting (15%): You will create, and format SOPs, department policies, manuals, and custom charts/graphs. Compile weekly activity reports, monthly City Manager reports, and the department’s annual strategic plan. Assist with presentations and operational plans for the Planning and Zoning Commission and City Council.
Miscellaneous
WORK ENVIRONMENT
The work environment characteristics attached to the job description are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
