Administrative Assistant I/II+ (Kiwanis Recreation Center)

ADMINISTRATIVE ASSISTANT I/II+

Community Services – Parks & Recreation (Kiwanis Recreation Center)

This recruitment will be open until filled.

First Review date will be on February 2, 2024

Hourly Salary Range:

Level I: $18.58 - $ 24.80

Level II: $ 22.09- $ 29.49

This position is part of a flexible classification. Qualified candidates may be hired at either level based on their experience, education and training as determined by the hiring authority.

The City of Tempe offers a comprehensive benefits package including:

• Pay Increases occur in July
• 13 Paid Holidays, 1 Personal Day, 8 hours Winter Holiday Leave
• Vacation Accrual; starts at 9.33 hours/month
• Sick Leave Accrual; 8 hours/month
• Medical, Dental and Vision Benefits
• Wellness Program Discount on health premiums
• Medical Reimbursement Program; $53/month
• Tuition Reimbursement; $6,000/year
• Participation in the Arizona State Retirement System (ASRS) Defined benefit plan with mandatory employer and employee contributions currently at 12.29% which includes a Long-Term Disability benefit
• Supplemental Retirement Plans through Nationwide; 457, 401K, and Employer contribution

To view the employee benefit summary, please visit:

Employee Benefit Summary

Department / Division:

Community Services / Parks & Recreation

Job Type:

Full-Time Regular

Schedule:

Monday through Friday; 9:30 a.m. to 6:30 p.m.

Job Number:

RC#902005

DESCRIPTION

ADMINISTRATIVE ASSISTANT I+:

• Compose and proofread a variety of documents including general correspondence, agendas, reports, memos and statistical charts from rough draft, recordings, forms, copy, notes, or verbal instruction. May sign and distribute form letters.
• Perform a variety of routine clerical work including filing, billing, invoicing, verifying, and recording information on records.
• Act as a receptionist; answer the telephone, respond to general in-box emails, and wait on the general public, providing routine and general information on departmental and City policies and procedures as required; refer telephone calls and emails to appropriate department personnel.
• Compile data for statistical and financial reports; maintain a variety of statistical records; check and tabulate basic statistical data; prepare simple statistical reports.
• Process personnel payroll and purchasing information; enter requisitions, order, and maintain office supplies; enter work orders resolve errors on orders received and on invoices.
• Perform record keeping for various funds and expenditures; maintain inventory records and other department and program files.
• May maintain and control petty cash fund; accept payment of fees and make change; maintain and process cash records.

ADMINISTRATIVE ASSISTANT II+:

Duties may include, but are not limited to, the following:

• Compose routine correspondence related to assigned responsibilities; type and proofread a wide variety of reports, letters, memos, forms, and statistical charts; type from rough draft, verbal instructions, or recordings; may sign and distribute correspondence.
• Compile and organize data and background material using a variety of software systems and prepare a variety of statistical, financial, operational, and special project reports. Maintain a variety of statistical records; verify and tabulate basic statistical data.
• Establish, organize, and maintain filing systems; perform record keeping and billing for various programs, funds, and expenditures; order and maintain inventory for department electronic devices, and other department and program files; handle and maintain sensitive and confidential information and records.
• Maintain calendars and schedules of activities, community rooms, meetings, and various events; set meetings and appointments; coordinate activities with other City departments, the public and outside agencies; coordinate travel arrangements, payments, and reconciliations; ensure that meeting facilities are prepared.
• Verify and review materials for completeness and conformance with established regulations and procedures; apply applicable policies and procedures in determining completeness of applications, records, and reports.
• Implement and assist in developing procedures and policies related to assigned functions.

MINIMUM QUALIFICATIONS

Work Experience:

Level I:
Requires six (6) months of general clerical experience including public contact.

Level II:
Requires two (2) years of clerical or secretarial experience including public contact.

Candidates must have the minimum amount of work experience. Years of experience are based upon a full-time work schedule (2,080 hours per year). The sum of an applicant’s full-time and/or part-time qualifying work experience must meet or exceed the stated minimum qualification. Education will not substitute for the required work experience; however, related unpaid and/or volunteer work experience may be used as qualifying work experience.

Education:

Level I:
Requires the equivalent to the completion of the twelfth grade. Additional specialized clerical training is desirable.

Level II:
Requires the equivalent to completion of the twelfth grade supplemented by specialized administrative course work in general office and business practices. An associate degree is desirable.

The term “equivalent” means that directly related work experience exceeding the required work experience will substitute in equal time increments for college-level education, for example: one year of additional directly related work experience will substitute for one year of college education (30 credit hours).

ADDITIONAL REQUIREMENTS

Applicants considered for this job classification must pass the following:

• Criminal history background investigation

ESSENTIAL FUNCTIONS

For a complete list of City of Tempe job descriptions go to:

Job Descriptions | City of Tempe, AZ

This position is FLSA Non- Exempt which means employees are eligible for overtime compensation and/or compensatory time.

Employees in this position are represented by the United Arizona Employees Association (UAEA).

EQUAL EMPLOYMENT OPPORTUNITY: The City of Tempe is an Equal Opportunity / Reasonable Accommodation employer. The City does not discriminate on the basis of race, color, gender identity, sexual orientation, religion, national origin, familial status, age, disability, and United States military veteran status. Pursuant to the Americans with Disabilities Act, the City will make a reasonable accommodation(s) during the recruitment & selection process. Persons with a disability may request a reasonable accommodation by contacting Human Resources at 480-350-8276. Requests should be made as early as possible to allow time to arrange the accommodation.