Administrative Assistant

Salary : $39,178.00 - $48,972.00 Annually
Location : Payson, AZ
Job Type: Full-Time
Job Number: 24-021
Department: Community Development
Opening Date: 03/01/2024
Purpose of the Job
The purpose of this position is to organize and direct administrative and management services for the Gila County Community Development Division and to act as liaison between the Community Development Division, the public, vendors, residents, other departments and anyone needing information or services.
Essential Duties and Responsibilities
SUPERVISORY RESPONSIBILITIES
This position does not supervise other employees.
ESSENTIAL DUTIES AND RESPONSIBILITIES
TIME SPENT

• Reviews incoming applications for permits/licenses for completeness and compliance. Approves and issues permits/licenses. Processes renewals for permits/licenses.

30%

• Researches, compiles, and maintains accurate records on vacation rental and short-term rental sites. Keeps up to date with Arizona State Statutes related to vacation rentals and short-term rentals.

25%

• Acts as receptionist in receiving and screening visitors/callers, provides information to inquiries regarding departmental activities and functions. Explains policies and procedures, provides information, and answers questions on ordinance requirements.

15%

• Answers phone inquiries, directs calls to appropriate parties, takes messages and routes to appropriate parties.

10%

• Prepares legal notices for publication in newspaper and posting at the property for applications.

10%

• Prepares quarterly permit/license application reports, creates and maintains logs and procedures, and distributes packets as directed.

10%

• Performs other duties as assigned.

BUDGET RESPONSIBILITIES
This position has no responsibility over any types of budget.
PROJECT RESPONSIBILITIES
This position does not have project responsibilities.
ORAL COMMUNICATION DUTIES
This position explains County procedures or processes and participates in meetings.
WRITTEN COMMUNICATION DUTIES
This position creates or edits documents, internal memos, emails and ordinances for public release. Work related messages by phone and e-mail.
INTERACTIONS WITH THE GENERAL PUBLIC
Interacts extensively with employees, customers, the general public, vendors, regulatory bodies, and other groups and/or individuals and Institutions over the telephone, by email, and/or in person.
INTERACTIONS SPECIFICALLY WITH CUSTOMERS
Frequently (More than 25% but less than 40% in a year)
Minimum Education/Directly Related Experience Required
MINIMUM EDUCATION REQUIRED
High School Diploma or GED.
MINIMUM YEARS OF DIRECTLY RELATED EXPERIENCE REQUIRED
Four (4) years directly related experience; or equivalent combination of education, training and experience.
PROFESSIONAL CREDENTIALS REQUIRED
Must possess and maintain a valid Driver's License if position duties require.
Supplemental Information
KNOWLEDGE REQUIRED
Clerical, customer and personal service, English language and composition, mathematics, accounting, standard office software and spreadsheet applications.
SKILLS REQUIRED
Active learning, reading, communicating diplomatically, customer service, time management, multi-tasking, typing and data entry.
ABILITIES REQUIRED
Make sense of multiple data, make sense of multiple information, multi-task, maintain calm demeanor in stressful situations, read and write at professional level.
PHYSICAL DEMANDS

• May be required to lift work related materials and equipment up to 25 lbs.
• Constantly requires dexterity for keyboard operation.
• Incumbents in this position may be required to routinely walk to and from work sites, bend, stoop and crawl.

WORK ENVIRONMENT
Incumbents in this position constantly spends time in office and/or lobby environment.
SAFETY RISK EXPOSURE
Incumbents in this position are generally not exposed to safety risk. May become exposed to telephone verbal abuse by customers, or citizens, both by phone and in person, and individuals with high level of emotional distress.
PROTECTIVE GEAR & SAFETY MANUALS
Incumbents in this position are required to constantly follow written safety procedures and manuals relevant to the division or department.
CONSEQUENCES OF ERROR
Potential errors can inconveniences to other employees, and/or delays in related work areas. Delays of services are possible.
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