Administrative Assistant

Under general supervision, performs a wide variety of administrative and office support functions of a highly responsible nature in relieving a Department head and other staff of administrative and technical activities and customer service duties.

• Proven experience as an Administrative Assistant
• Knowledge of office management systems and procedures
• Working knowledge of office equipment, like printers and fax machines
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multi-task

PRIMARY DUTIES AND RESPONSIBILITIES: The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Oversees Department administrative workflow; depending on area of assignment, applies specific knowledge of policies and procedures in order to organize and coordinate work, and relieve the Department Director and staff of routine administrative detail; applies judgment to resolving problems, analyzing data, and making decisions.
• Composes correspondence and other documents on a wide variety of subjects requiring knowledge of the procedures and policies of the assigned Department; creates, edits and processes technical documents and other communications; maintains department files and database; collects and compiles statistical data; updates manual and computer records and tracking systems; creates management reports; coordinates special projects and assignments; may administer grants and process employee time reports.
• Maintains technical and administrative files; researches files and computer databases; provides advice and assistance to Department staff on compliance with laws, rules and regulations; coordinates office activities, prioritizes and develop schedules in order to meet critical deadlines; maintains departmental calendars and schedules for Department staff; coordinates and arranges meetings; reserves and arranges facilities; prepares agenda packets for Town Council and committee meetings; coordinates staff travel arrangements.
• Provides information and assistance to visitors and customers; provides customer services and resolves complex customer service issues; resolves problems within scope of authority; screens and routes calls to appropriate individuals, takes and delivers messages.
• Receives and processes invoices, statements, and payment vouchers; monitors and evaluates expenditures and budget; orders supplies, materials and equipment, and maintains inventory.
• Maintains the absolute confidentiality of all records and information.
• Performs other related duties as assigned or required. 

• Must possess State of Arizona Driver's license.
• Additional technical certifications and training may be required for some incumbents in this job class.

Required Knowledge of:

• Town policies and procedures.
• Policies, procedures, regulations, operations, and services of the assigned Department.
• Office administration processes and procedures, including accounting, budgeting and purchasing.
• Customer service standards and protocols.
• Record keeping and file maintenance principles and procedures. 

Required Skill in:

• Using initiative and independent judgment within established procedural guidelines.
• Interpreting a variety of technical instructions and program requirements.
• Assessing and prioritizing multiple tasks, projects and demands.
• Entering information into a computer system with speed and accuracy, and maintaining electronic records, files and databases.
• Preparing and writing reports and business correspondence.
• Operating standard office equipment, and a personal computer utilizing standard software.
• Establishing and maintaining effective working relationships with co-workers and the public. 
• Providing effective customer service, and dealing tactfully and courteously with the public.
• Communicating clearly and concisely, both verbally and in writing.

High school diploma or GED equivalent; AND two year’s office support and computer experience; OR an equivalent combination of education and experience.  

Salary : $39,686 - $57,554