What are the responsibilities and job description for the Administrative Assistant II - Development Services position at City of Kingman?
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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.
Education and experience:
- Graduation from a high school or GED, supplemented by two years of related technical or college training in community development technology, civil community development; administration or a closely related field; and
- Four (4) years of progressively responsible related experience providing complex administrative support and management assistance, preferably working in a similar role and department; or
- Any combination of experience and training which demonstrates the knowledge and experience to perform the work.
Special Requirements
Must possess a valid Arizona State driver’s license or have the ability to obtain one prior to employment; Must be physically capable of moving about on construction work sites; Must be available to attend after hours meetings – occasionally.
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.
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.
Commitment to Safety & Wellness
It is the policy of the City of Kingman to ensure a safe, healthful workplace for all its employees. It requires that every person in the organization assumes the responsibility of individual and organizational safety. Injury and illness losses from incidents are costly and preventable. The City of Kingman will employ an effective accident and illness prevention program and a comprehensive wellness program that involves all its employees in the effort to eliminate workplace hazards and promote employee health and wellness.
All employees are expected and encouraged to participate in safety and wellness program activities including the following: reporting hazards, unsafe work practices and accidents immediately to their supervisors or a safety committee representative; wearing required personal protective equipment; and participating in and supporting safety committee activities.
Disclaimer
The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel in this position. This job description is subject to change as the needs and requirements of the position changes.
Be Part of Something Great - Build Your Future in Kingman
The City of Kingman is located in Mohave County approximately 100 miles southeast of Las Vegas and 195 miles northwest of Phoenix nestled between the beautiful Cerbat and Hualapai mountain ranges along historic Route 66. In 2019, Reader’s Digest named Kingman one of the “Nicest Places in Arizona” for its thoughtful residents and spirit of generosity. In addition to its small-town look and feel, the area also offers a wide range of recreational activities that include hiking, bike and ATV trails, camping, golf, beautiful parks, historical attractions, nearby lakes and the Colorado River.
With more than 400 full and part-time employees across 30 divisions, the City of Kingman provides exceptional public services to over 30,000 residents. Our focus on high-quality customer service, safety and teamwork underpins our efforts to foster an atmosphere where citizens and businesses can thrive.
For more information about the City of Kingman, please see our Open Finance Portal, Choose Kingman Economic Development page and our Go Kingman tourism page for more information.
Salary : $41,205 - $49,421