Administrative Assistant

General Summary

The Administrative Assistant provides a wide array of administrative assistance to the selected department. This position provides clerical, administrative and fiscal support to the daily operations of the department and provides responsible administrative assistance to management personnel.

Essential Duties & Responsibilities

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by incumbents of this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

• Provides administrative support to the daily operation of assigned department. Performs a wide variety of clerical, secretarial and word processing duties. Responds to requests for information from supervisory staff or public.
• Receives invoices in Munis. Ensures each invoice is received with the correct PO number and line. Confirms all proposed purchases are authorized by the director; ensures that all receipts are coded and reconciled each month. Researches unfamiliar charges to determine if charge is authorized and obtains a receipt.
• Facilitates the annual budget development process by gathering data, compiling information, preparing narrative and statistical justification for budget items or programs. Calculates figures or re-estimates. Assists in monitoring expenditures according to budget guidelines and ensures adherence to departmental budget.
• Performs various organizational services. Organizes meetings, schedules and hosts events and arranges catering as needed. Coordinates events with other departments as necessary.
• Provides staff support such as registering staff members for conferences, renews professional memberships and makes travel arrangements.
• Maintains customer contact portals. Produces and uploads articles and calendar submissions for City website. Prepares correspondence and PowerPoint presentations. Ensures all documents and PowerPoint presentations are branded correctly.
• Researches, prepares and completes special projects. Assumes responsibility for the operational activities of an assigned project or program including the administration of programs, goals and objectives. Tracks and summarizes department project and program expenditures.
• Prepares varied reports associated with programs and projects and develops data and report systems to analyze program effectiveness and progress.
• Performs various fiscal activities including monitoring and submitting requisitions for supplies and materials. Initiates purchase orders. Monitors expenditures, fixed asset systems and depreciation.
• Works with suppliers and vendors. Corrects misapplied charges and disperses funds for payments. Researches and verifies funds available for a variety of finan¬cial activities within an assigned department.
• Analyzes information from various sources on a variety of topics related to assigned program and prepares reports. Distributes administrative, narrative and statistical reports. Monitors contracts to ensure timely completion and accurate payment schedules.
• Maintains inventory reports for assigned departments.
• Performs related work as required.

Minimum and Preferred Entrance Qualifications

Education and Experience

• A high school diploma (or GED equivalent).
• Two (2) years of related work experience, such as working as an Administrative Assistant.
• Any equivalent combination of training, education, and experience that provides the required skills, knowledge and abilities.

Licenses or Certifications

• Possession of a valid Arizona driver’s license.

Competencies for Successful Performance of Job Duties

Knowledge of:

• Online City database software and Microsoft Office computer programs.
• Budget research, and tracking.
• City policy and procedures.
• Purchasing policies and procedures.
• Finance/Accounts payable procedures.
• Bank wire procedures.
• City Permit system.

Skill in:

• Performing a variety of duties, often changing from one task to another of a different nature.
• Verbal and written communication.
• Data entry and filing.
• Modern office systems and procedures.
• Problem solving.
• Planning and organization.
• Time management.

Ability to:

• Communicate effectively with the public and city employees.
• Meet schedules and deadlines of the work.
• Follow oral and written instructions.

Physical Demands & Environmental Characteristics

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The position is generally sedentary. Employees sit most of the time but may walk or stand for brief periods of time.

The City of Maricopa is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Job Type: Full-time

Pay: $19.78 - $30.07 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 10 hour shift

Work Location: In person