Administrative Assistant (Part-Time)

Summary

• This is a part-time vacancy within the Yuma Police Department. ***
• Positions within the Yuma Police Department require successful completion of a polygraph examination and background check. *** Are you looking to join a team that values Professionalism, Accountability, Integrity, and Responsiveness? Do you want to be a part of a strong team dedicated to serving our community, building relationships, and creating opportunities? Then this might be the opportunity for you!
  
  

We are looking for someone to join Team Yuma as an Administrative Assistant, working with the City of Yuma. The ideal candidate will perform a variety of routine administrative support and customer service duties.

Under close supervision, performs a variety of routine administrative support and customer service duties.

ESSENTIAL FUNCTIONS: -- Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:

• Performs basic administrative support and customer service duties within scope of authority and training; duties may vary according to job assignment.
• Greets the public and responds to routine inquires such as requests for records, reports and information, make reservations and sells tickets to events.
• Provides customer services, information and assistance to customers and clients; answers questions and resolves issues within scope of authority.
• Provides clerical support, including data input, meeting minutes, correspondence, copies, and mail.
• Prepares, distributes, collects and inputs timesheet data for payroll in assigned area.
• Processes and updates computer data and record files for area of assignment.
• Arranges and sets up meetings, meeting rooms, and equipment.
• Processes purchase requests, invoices and other administrative forms and records, and maintains supplies inventory.
• Prepares and distributes training and presentation materials and program flyers.
• Performs basic bookkeeping and accounting functions; collects special fees and payments; maintains accounts; maintains and balances cash drawer.
• Resolves routine problems encountered in performance of work assignments
• Refers matters beyond the scope of authority and training to supervisor for resolution.
• Cross-trains in other department administrative support, technical and clerical duties.
• Supports the relationship between the City and the general public by demonstrating courteous and cooperative behavior when interacting with citizens, visitors, and City staff; promotes the City goals and priorities, vision, values and the “Yuma Way”, and complies with all City policies and procedures.
• Maintains absolute confidentiality of work-related issues and City information; performs other duties as required or assigned.
  
  

MINIMUM QUALIFICATIONS

Education, Training And Experience Guidelines

High School Diploma or GED equivalent; AND one year of general office experience; OR an equivalent combination of education, training and experience. Positions within the Yuma Police Department are required to pass a polygraph examination prior to appointment.

Knowledge Of

• City policies and procedures.
• Basic standards for business correspondence, writing, spelling and grammar.
• Customer service standards and protocols.
• Basic bookkeeping, cash handling, and cash drawer close-out procedures.
• Principles of record keeping and records management.
  
  

Skill in:

• Dealing tactfully and courteously with the general public and others seeking information about City functions and activities.
• Following verbal and written instructions.
• Establishing and maintaining effective working relationships with co-workers.
• Operating a personal computer utilizing standard and specialized software and entering information into a computer system with speed and accuracy.
• Communicating effectively verbally and in writing.
  
  

License And Certification Requirements

A valid Arizona State Driver's License may be required.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

Work is performed in a standard office environment. May occasionally be required to bend, reach, stoop, and lift objects.

POLICE DEPARTMENT AUTOMATIC DISQUALIFIERS

The City of Yuma Police Department will automatically disqualify any individual who has at any time;

• Engaged in reported/unreported criminal behavior in such a manner that if hired would be detrimental to Yuma Police Department
• Been dishonorably discharged from the United States armed forces
• Illegally sold, produced, cultivated, or transported for sale marijuana or dangerous drugs/narcotics
• Illegally used marijuana/dangerous drugs/narcotic drugs for any purpose within the past year
• Have a pattern of abusing prescription medication
• Convicted of or adjudged to have violated traffic regulations governing the movement of vehicles with such a frequency so as to indicate disrespect for the traffic laws and disregard for the safety of other persons on the highway within the past three years
• Been previously employed with a law enforcement agency and since has committed or violated federal, state, or city laws pertaining to criminal activity
• Lied during any stage of the hiring process, falsified any information on the application or background questionnaire
• Conviction of domestic violence crime, misdemeanor, or felony or conviction of a lesser charge, which at the time of occurrence was a domestic violence crime
  
  

The City of Yuma offers the following benefits to Full-time City employees:

• ARIZONA STATE RETIREMENT SYSTEM (ASRS) - City employees are automatically enrolled in the Arizona State Retirement System. Employees contribute 12.12% (pre-tax) and the City contributes 12.12% of employee gross wages through automatic deduction. Should an employee terminate City employment, the ASRS funds may be withdrawn or remain until retirement. Contributions to the ASRS are in addition to FICA (Social Security taxes).
• LONG TERM DISABILITY (LTD) - Included through the Arizona State Retirement System. Employees contribute .15% and the City contributes .15% of employee gross wages. LTD contributions are in addition to FICA (Social Security taxes).
• SHORT TERM DISABILITY
  
  

The City provides short-term disability coverage at no cost to the employee. Short-term disability replaces part of your income if you can’t work for a short time due to a covered disability.

• SOCIAL SECURITY & MEDICARE - Employees pay a contribution into the Social Security & Medicare System.
• WORKER'S COMP. - Insurance coverage for medical expenses and loss of income due to an on-the-job injury is provided by the City of Yuma for all employees.
• UNEMPLOYMENT INSURANCE - Employees are covered by Unemployment Insurance.
• MEDICAL, DENTAL, and VISION INSURANCE - The City of Yuma is proud to provide medical, dental and vision insurance for its employees which is administered by the Yuma Area Benefit Consortium. Employees may choose from two traditional PPO plans or a High Deductible Health Plan with a Health Savings Account. Dependent premiums are paid one month in advance and are pre-taxed (unless waived). Additional information regarding medical, dental and vision benefits may be requested from the City's Human Resources Department.
• LIFE INSURANCE - The City provides a life insurance policy for employees in an amount that is equal to your annual salary. An Accidental Death and Dismemberment rider is also included for an equal amount. Employees may elect, at their cost, additional life insurance for up to 5X their annual salary. Various voluntary insurance policies are available at your cost and may be set up as an automatic payroll deduction. Information is available from the City's Human Resources Department.
• FLEXIBLE SPENDING ACCOUNT - The plan establishes a reimbursement account, which is designed to provide you with a means of paying for certain medical, dental, vision, and dependent care expenses with pre-tax dollars. The amount you designate is subtracted from your earnings before taxes and is deposited in your flexible spending account. As a new employee you have 30 days from your hire date to enroll.
• EMPLOYEE ASSISTANCE PROGRAM - Provides free counseling sessions for employees and family members, as well as a 24-hour crisis line for emergencies.
• COMPENSATORY LEAVE (COMP. TIME) - Paid leave that an employee has elected to accrue in lieu of overtime payment.
• GENERAL LEAVE - This leave is available for all regular full-time and regular part-time employees. General Leave is paid leave for an employee's personal time off. General Leave can normally be used 90 days after your hire date. General Leave accrual varies by the employee's years of service and employment status.
• 0 to 5 years = 6.14 hours per pay day or 153.5 hours annually
• 5 to 10 years = 7.74 hours per pay day or 193.5 hours annually
• 10 to 15 years = 8.06 hours per pay day or 201.5 hours annually
• 15 to 20 years = 8.7 hours per pay day or 217.5 hours annually
• 20 years = 9.34 hours per pay day or 233.5 hours annually
• SICK LEAVE - Employees are eligible to utilize paid sick leave immediately following 90 calendar days from their date of hire. July 1 of each year, employees will have 40 hours of sick leave added to their sick leave bank. New employees will have 40 hours of sick leave added to their sick leave bank on their date of hire.
• PAID PARENTAL LEAVE
  
  

The City provides up to 4 weeks of paid parental leave to employees following the birth of an employee’s child or the placement of a child with an employee in connection with adoption or foster care.

• HOLIDAYS - The City recognizes 12 holidays per year. Holiday pay is at eight hours per holiday.
• New Year's Day
• Martin Luther King, Jr. Day (third Monday in January)
• President's Day (third Monday in February)
• Memorial Day (Last Monday in May)
• Juneteenth
• Independence Day
• Labor Day (First Monday in September)
• Veterans Day
• Thanksgiving Day
• Day After Thanksgiving
• Christmas Day
• Additional Day in conjunction with Christmas
• DEFERRED COMPENSATION - Employees may participate in a tax-sheltered Annuity Plan (457 Plan) through payroll deduction to provide additional retirement income.
• TUITION REIMBURSEMENT
  
  

The City provides eligible employees tuition reimbursement for undergraduate and graduate level courses. Eligible full-time employees may receive up to a maximum of $3,500 per calendar year.

• SMOKE-FREE WORK ENVIRONMENT - The City prohibits smoking in, and within a reasonable distance of, all buildings used by the City for the conduct of City business or buildings or facilities used or occupied as workspace by City employees. This includes City owned and operated vehicles. This policy applies to all City employees, volunteers, citizens, and other persons entering or using City owned or operated facilities and/or vehicles.
  
  

The City of Yuma offers the following benefits for Part-time

(20 hours per week) employees:

• ARIZONA STATE RETIREMENT SYSTEM (ASRS) - City employees are automatically enrolled in the Arizona State Retirement System. Employees contribute 12.14% (pre-tax) and the City contributes 12.14% of employee gross wages through automatic deduction. Should an employee terminate City employment, the ASRS funds may be withdrawn or remain until retirement. Contributions to the ASRS are in addition to FICA (Social Security taxes).
• LONG TERM DISABILITY (LTD) - Included through the Arizona State Retirement System. Employees contribute .15% and the City contributes .15% of employee gross wages. LTD contributions are in addition to FICA (Social Security taxes).
• SHORT TERM DISABILITY
  
  

The City provides short-term disability coverage at no cost to the employee. Short-term disability replaces part of your income if you can’t work for a short time due to a covered disability.

• SOCIAL SECURITY & MEDICARE - Employees pay a contribution into the Social Security & Medicare System.
• WORKER'S COMP. - Insurance coverage for medical expenses and loss of income due to an on-the-job injury is provided by the City of Yuma for all employees.
• UNEMPLOYMENT INSURANCE - Employees are covered by Unemployment Insurance.
• LIFE INSURANCE - The City provides a life insurance policy for employees in an amount that is equal to your annual salary. An Accidental Death and Dismemberment rider is also included for an equal amount. Employees may elect, at their cost, additional life insurance for up to 5X their annual salary. Various voluntary insurance policies are available at your cost and may be set up as an automatic payroll deduction. Information is available from the City's Human Resources Department.
• GENERAL LEAVE - Part-time employees (working year round positions) 20 hours or more per week will accrue general leave based on regularly scheduled hours, years of service and the accrual rate.
• SICK LEAVE - Employees are eligible to utilize paid sick leave immediately following 90 calendar days from their date of hire. July 1 of each year, employees will have 40 hours of sick leave added to their sick leave bank. New employees will have 40 hours of sick leave added to their sick leave bank on their date of hire.
• PAID PARENTAL LEAVE
  
  

The City provides up to 4 weeks of paid parental leave to employees following the birth of an employee’s child or the placement of a child with an employee in connection with adoption or foster care.

• HOLIDAYS - Part-time (regular or seasonal) employees who work the day of the City recognized holiday will be paid for the amount of hours worked on the actual holiday, up to eight hours. No holiday pay will be earned for days designated as "observed days". The following holidays are City-recognized holidays:
• New Year's Day
• Martin Luther King, Jr. Day (third Monday in January)
• President's Day (third Monday in February)
• Memorial Day (Last Monday in May)
• Juneteenth
• Independence Day
• Labor Day (First Monday in September)
• Veterans Day
• Thanksgiving Day
• Day After Thanksgiving
• Christmas Day
• Additional Day in conjunction with Christmas
• DEFERRED COMPENSATION - Employees may participate in a tax-sheltered Annuity Plan (457 Plan) through payroll deduction to provide additional retirement income.
• TUITION REIMBURSEMENT
  
  

The City provides eligible employees tuition reimbursement for undergraduate and graduate level courses. Eligible part-time employees may receive up to $1,750 per calendar year.

• SMOKE-FREE WORK ENVIRONMENT - The City prohibits smoking in, and within a reasonable distance of, all buildings used by the City for the conduct of City business or buildings or facilities used or occupied as workspace by City employees. This includes City owned and operated vehicles. This policy applies to all City employees, volunteers, citizens, and other persons entering or using City owned or operated facilities and/or vehicles.
  
  

01

By marking "Yes", I understand that my answers to the supplemental questions must be verifiable in the education and/or work experience section of my job application.

• Yes
• No
  
  

02

A valid Arizona State Driver's License may be required. Do you currently possess a valid Arizona State Driver's license OR have the ability to obtain one at the time of hire? (Must be listed in the 'Personal Information' section of the application).

• Yes, I currently possess a valid Arizona State Driver's License.
• Yes, I have the ability to transfer my driving record to Arizona.
• No, I do not currently possess a valid Arizona State Driver's license NOR do I have the ability to obtain one.
  
  

03

Do you meet or exceed the minimum education requirement of a High School Diploma or GED? (Must be listed in the 'Education' section of the application)

• Yes
• No
  
  

04

What is your highest level of education?

• High School or GED
• Some College
• Associate Degree
• Bachelor Degree
• Master Degree
• Doctorate
  
  

05

Positions with the Yuma Police department have automatic disqualifiers. Did you read those disqualifiers listed on the job description?

• Yes
• No
  
  

06

Positions with the Yuma Police department require a polygraph examination and extensive background check. Are you agreeable to these terms?

• Yes
• No
  
  

07

This position may handle a high volume of incoming phone calls, walk-in customers, and employees. Do you have experience working a front counter? (Must be listed in the 'Work History' section of the application).

• Yes
• No
  
  

08

Do you have one (1) year of general office experience? (Must be listed in the 'Work History' section of the application).

• Yes, I have 5 years' experience.
• Yes, I have 2-5 years' experience.
• Yes, I have 1 year experience.
• No, I have less than a year experience.
• No, I have no experience.
  
  

09

How many years of customer service experience do you possess? (Must be listed in the 'Work History' section of the application).

• 3 year's experience.
• 2-3 years' experience.
• 1-2 years' experience.
• Less than a year or no experience.
  
  

10

How many years of computer experience do you have? (Must be listed in the 'Work History' section of the application).

• 5 years' experience.
• 3-5 years' experience.
• 1-3 years' experience.
• Less than a year or no experience.
  
  

11

Please select your skill level using Microsoft Excel. (Must be listed in the 'Work History' section of the application).

• Beginner
• Intermediate
• Advanced
  
  

12

Please select your skill level using Microsoft Word. (Must be listed in the 'Work History' section of the application).

• No Experience
• Beginner
• Intermediate
• Advanced
  
  

13

Do you have experience in records management? (Must be listed in the 'Work History' section of the application).

• Yes
• No
  
  

14

This is a part-time position not to exceed 28 hours per week. Are you agreeable to these terms?

• Yes
• No
  
  

15

The starting pay for this position is $20.1207 hourly. Are you agreeable to these terms?

• Yes
• No
• Required Question