What are the responsibilities and job description for the Administrative Specialist-Planning and Development Services position at City of Flagstaff?
Join the Planning and Development Services Division as an Administrative Specialist, where you’ll provide essential administrative support that keeps operations running smoothly. This role combines routine clerical work with higher-level responsibilities requiring initiative and independent judgment, including customer service, records management, document preparation, payroll and invoice processing, scheduling, and coordination of meetings and travel. You’ll also support staff and the public by responding to inquiries, maintaining records and databases, assisting with permit tracking, and helping at the front counter.
By applying to this position, you are opening yourself to the opportunity to work in a critical division program and make a significant impact on the community we serve.POSITION RESPONSIBILITIES
- Provides excellent customer service to both internal and external customers
- Responds in a timely manner (within twenty-four hours) to phone calls and correspondence
- Responsible for proper and timely processing of time sheets, leave of absence requests, payroll, or any other procedural forms required
- Responsible for the timely processing of invoices, journal entries, and reconciling purchase-card transactions
- Coordinates travel arrangements and paperwork required for pre-travel approval
- Provides administrative and clerical support to administrative staff to include preparing, drafting, and proofing various reports, letters, legal advertisements, notice of violations, and other correspondence; mailing distributions, attending meetings and taking minutes; and answering the telephone
- Updates the PDS homepage calendar with commission and board meeting dates, Information Delivery Specification (IDS) deadlines, community meetings, and any other applicable dates
- Provides technical customer service support to other departments, staff, and the public
- Creates and maintains various confidential records, files, and databases requiring compilation of varied information
- Maintains and assist with all filing materials relating to the division or section such as building permits and reports; files documents alphabetically, numerically, or by other prescribed methods (i.e. scanning)
- Assists the front counter (Development Services and Building Permit Technicians) as needed and required to learn and use the permit tracking software
- Answers written and oral inquiries of a routine nature
- Coordinates calendars and schedules meetings, as needed; may also include setting up rooms and procuring refreshments
- Receives, sorts, and distributes a variety of correspondence, records, and information to appropriate personnel and the public, this includes ensuring posted ads are archived
- Assists in records requests and regularly retrieve files from the warehouse
- Monitors and maintains office supplies, name tags, business cards, etc.
- Processes invoices and reconcile purchase-cards
- Ensures onboarding checklist is completed and necessary equipment, logins, etc. are provided for new hires
- Attend staff meetings and training courses
- Prioritizes work and performing multiple tasks
- Monitors and maintains office supplies, business forms, and/or application forms
- Performs other duties of a similar nature or level
MINIMUM REQUIREMENTS
- High School Diploma or General Educational Development (GED) certificate
- Three (3) years of progressively responsible office experience
- Or any combination of education, experience, and training equivalent to the above Minimum Requirements.
OTHER REQUIREMENTS
- Must possess, or obtain upon employment, a valid Arizona driver’s license.
- Regular attendance is an essential function of this job to ensure continuity.
- Requires sustained concentration, accuracy, and the ability to manage tasks effectively in an in-person office setting with frequent interruptions.
CURRENT COMPENSATION AND BENEFITS:
We are dedicated to fostering an inclusive and positive work environment. We offer competitive pay, outstanding benefits, and the chance to work with a committed team making a difference in our community. Located in the beautiful mountain town of Flagstaff, AZ, you’ll enjoy a unique quality of life with outdoor recreation, stunning scenery and a welcoming community.
Our total compensation package includes best-in-class benefits and an annual salary of $40,518.40 - $60,777.60, based on the candidate's qualifications and experience. Plus:
Arizona State Retirement System with 100% Match
Employees are members of Arizona State Retirement System (ASRS) with a mandatory contribution rate of 12%
457 Deferred Compensation Options
Up to 4% Annual Pay for Performance Increase
Group Insurance including Health, Dental and Vision coverage
Flexible & Health Savings Accounts
13 Paid Holidays, Vacation, Sick Leave, Personal Leave, Paid Parental Leave, Bereavement, Jury Duty
Life Insurance, AD&D, Short- and Long-Term Disability and Voluntary Life Insurance
First-Time Homebuyer Assistance
Qualified Public Student Loan Forgiveness Employer
Tuition Assistance
Employee Clinic, Telehealth, Wellness Program & Incentives
Tobacco Cessation Program
Employer Assistance Program
Recognition including Workiversary, Wonderful Outstanding Worker (WOW), On-the-Spot, 7k Award, and City Manager's Excellence Awards
Employee Discounts: Mountain Line Bus Eco Pass, Aquaplex, and Recreation Centers
Please note that Compensation and Benefits are subject to change based on future policy change, budgetary impact, and Council changes.
The City of Flagstaff is looking for team members who are passionate about community, innovation, and quality of life. Come be a part of this cool community and see why the City of Flagstaff is a great place to work!
Salary : $19 - $29