Administrative Assistant Ii - Public Works

We Are Seeking

With every job we fill, our focus is on providing best in class service to our citizens while offering the opportunity for professional growth in a rewarding and innovative work environment. Team Gilbert has an exciting opportunity for a highly motivated professional to fill the position of Administrative Assistant II serving the Water Production departments within Public Works.
The Administrative Assistant II reports to the Water Production Superintendent. The primary function of this position is to provide administrative support to the Water Production Division within Public Works. This role is customer service focused by providing excellent service towards internal and external customers to build and maintain positive working relationships. This role displays a high degree of professionalism and contributes to the credibility and success of the Water Production Division. Essential duties of this position include, but not limited to; preparing and processing invoices or statements for accounts payable and receivable. Assist with tracking budget and department information, such as maintaining balances, researching discrepancies and preparing basic financial reports. Updating, maintaining and retrieving information from files and automated information systems; incorporate data into assigned records and documents; support the development and compilation of report and summaries and generate automated reports from system. Additionally, this role is responsible for maintaining and monitoring inventory for assigned area which includes preparing the necessary paperwork for reordering and restocking supplies.
First review of applications will take place on Thursday, April 4, 2024, if enough applications are received the posting will close on Thursday, April 4, 2024 instead of the posting close date listed.

About You

You are someone who effectively exceeds customer needs by building productive relationships and taking responsibility for customer satisfaction and loyalty. You actively participate as a member of a team to move the team toward the completion of goals and produce quality outcomes. You are committed to our safety philosophy, and you take great pride in proactively managing time and resources to ensure that work is completed efficiently while accomplishing objectives and achieving goals beyond what is required.
At Team Gilbert, we hire innovative, forward-thinking problem-solvers who love what they do! In addition to possessing the ability to live out our core and functional values daily, candidates must possess the following requirements:

• High School Diploma or GED.
• Three Years of Customer Service and/or Administrative Experience.
• Associate degree in business management or closely related field highly desirable, but not required.

• Creates basic spreadsheets, reports, databases and presentations. Gathers and compiles data for reports. Interprets routine data, recognizes common irregularities and reports these to the supervisor. Verifies and audits to make sure data input in systems and databases is accurate and will review discrepancies as needed. Tracks the status of projects and documents in various databases, which may include tracking progress, expenses, contracts, warranties, invoices, purchase orders or requisitions.
• Provides administrative support by monitoring expenditures and routinely tracking department/ division/project budget(s). Assists with budget and fiscal activities by researching, auditing and obtaining data for budget development, running reports and queries of financial data, reconciliation of the budget, and monitoring expenditures.
• Processes and reviews general financial, and/or purchasing functions and entries, which may include accounts payable, assisting with requisitions, service orders, invoices, purchase orders, check requests, purchasing card reconciliations, maintaining and reconciling cash and deposits, and collecting money from customers.
• Generates a variety of routine and non-routine documents, which may include: reports, flyers and/ or marketing materials, templates, surveys, letters, memos, notices, forms, agendas, schedules, and/or other related materials. Assists in preparing and putting together manuals and other resource documents. Issues, receives and types various applications, reimbursements, permits and forms.
• All other duties as assigned.

We Are Team Gilbert

Gilbert is on a mission to be the City of the Future. We choose to “Anticipate. Create. Help people.” With over 100 years of history and growth, our focus is on keeping the thriving community that Gilbert is today well into the future. Gilbert has been named among the top 100 Healthiest Employers, the Most Prosperous City in the Country, Best Place to Live, Work and Play, Arizona’s Most Admired Companies to Work For, and more.
We hire people who share our aspiration to be driven, kind, bold, and humble. Join Team Gilbert, and help us shape a new tomorrow, today: https://youtu.be/ftB0lKDltvc

Up For the Challenge

In addition to a competitive salary, Gilbert offers a comprehensive benefits package that includes self-funded medical and dental plans, life insurance, disability, pension, tuition reimbursement, parental leave, babies at work, and more.
Join Team Gilbert and make an income while making an impact! If you are looking for an opportunity to make a visible contribution to our community and get excited about doing interesting work that matters We can't think of a better place to put your talents to work.
Let's get this adventure started!
Gilbert provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.