Description/Duties

The current vacancy is in the Library Services Department at the Main Library Branch; however, this recruitment will also be used to establish a Citywide list to fill possible future vacancies.

An Administrative Support Assistant III provides highly skilled administrative support and office management responsibilities for executive or major administrative functions. While some positions in this class may supervise a clerical or paraprofessional staff, an Administrative Support Assistant III is characterized by responsibility for a variety of administrative activities to be met with minimal supervision including: making, and being held accountable for, decisions on operating problems for a designated sphere of activity; providing staff assistance to the department managers in the exercise of administrative responsibilities; compiling data for administrative analysis; preparing summaries of data from complex records; analyzing records or systems in order to assist the supervisor with administrative tasks; interpreting policies and procedures; and serving as a representative of the supervisor in contact with other employees, officials, and the general public.

Responsibilities include: meeting and giving information to the public in order to communicate departmental policies and procedures; using a variety of personal computer (PC) software (example: word processing, data management, spreadsheet, desktop publishing, etc.), to produce documents in support of the department functions; proofing and editing work, rewriting materials to ensure clarity and good grammar, and checking forms and other materials for accuracy and completeness; and creating and maintaining database systems. Other duties include: conducting research by gathering data from various sources and preparing various reports and compilations; resolving discrepancies in records and reports, and following-up as necessary; compiling budget requests and other financial documents, and recommending expenditure requests for designated accounts; assisting in coordinating municipal activities among departments or offices, and coordinating the flow of paperwork between departments and divisions; entering payroll information into a PC; coding and processing personnel forms, Invoices for Payment (IFPs), Limited Purchase Orders (LPOs), and petty cash vouchers; and maintaining and/or coordinating calendars and making meeting, facility, and travel arrangements.

This class may also (by assignment): supervise lower-level administrative support staff in order to efficiently complete work projects; instruct staff regarding work procedures, assignments, standards, monitor work in progress, and evaluate performance; document decisions of advisory or policy board meetings, and prepare and distribute information, agendas, packets, and other materials; and transcribe dictation from tape. Employees must be committed to teamwork, have a shared commitment to quality of everyday work, and demonstrate the willingness to assume ownership in completion of tasks. This class performs related duties as required.

An Administrative Support Assistant III typically shares one or more of the following characteristics: direct reporting relationship to a department manager or director of a large division; the requirement of special skills, such as taking dictation for advisory or policy board meetings, etc.; and/or responsibility for several program areas or Responsibility Centers in a large division. Instructions are received from an administrative manager on matters of policy and the assignments usually consist of statements of desired objectives. Work is reviewed for results achieved. This class is FLSA nonexempt.

Please refer to the link below for the full job description and additional information regarding assignments, preferred qualifications, and essential functions.

Qualifications & Requirements

Employee Values: All employees of the City of Mesa are expected to uphold and exhibit the City's shared employee values of Knowledge, Respect, and Integrity.

Minimum Qualifications Required. Graduation from high school or GED. Extensive (5 years) experience in a secretarial/administrative support capacity including considerable (3 - 5 years) office management experience. A minimum typing speed of 45 net words per minute (wpm) is also required (by assignment) and will be verified prior to employment or promotion to this class. Designation as a Certified Professional Secretary (CPS) or a Certified Administrative Professional (CAP) by the International Association of Administrative Professionals (IAAP) is an acceptable substitute for all other education and experience.

Preferred/Desirable Qualifications. Computer software applications experience and advanced secretarial training and education are highly desirable.