Administrative Coordinator - Public Works

Hiring Range: $24.95 to $31.19

FLSA Status: Non-Exempt

Pay Grade: 110

Full Pay Range: $24.95 to $37.43

Deadline to Apply: 03/17/2024

Benefits Summary:

Major Benefits for Full-Time Regular Employees:

• Paid time off up to 20 days in first year of employment
• 10 paid holidays and 1 floating holiday per year
• Free employee only coverage for medical, dental, vision, short-term disability, and life insurance
• Free family coverage for select medical and dental plans
• Pension and long-term disability through Arizona State Retirement System, click here for more details
• Supplemental benefits such as deferred compensation plans and additional life insurance

Position Summary:

Administrative Coordinators are front line administrative or customer service support personnel. This position contributes to the day-to-day operation of the team. This position performs moderately complex administrative assignments involving a wide variety of independently performed tasks.

Distinguishing Characteristics:

This position may have supervisory responsibilities and involves a high level of teamwork. This job class is expected to exercise judgment within established guidelines in the disposition of daily activities.

Essential Duties:

• Creates work orders; closes and reviews work orders.
• Provides customer service to both staff and the public.
• Maintains databases and performs data entry into management software.
• Schedules conference rooms and coordinates meetings.
• Makes travel and training arrangements for employees.
• Collects data, analyzes, and produces reports.
• Composes, types, edits, and prepares various correspondence such as memos, letters, presentations, and other documents/reports.
• Provides analysis to staff and others as requested.
• Coordinates repair and maintenance of facilities.
• Generates purchase orders and purchase requisitions.
• Assists with budget preparation and monitoring.
• Assists with processing and reconciling invoices.
• Reconciles P-Cards for assigned area.
• Monitors related contracts; obtains W-9s from vendors to send to Finance.
• Enters payables requests into accounts payable system.
• Researches and resolves disputes for invoices; enters and pays invoices through accounts payable system.
• Maintains complex sets of records, files, and other official documents.
• Creates forms and templates as requested.
• Orders and maintains office supplies; orders and maintains fuel cards.
• Answers phones and assists callers; collects, receives, and distributes mail.
• Keeps current on operational knowledge of a variety of office equipment.
• Performs other duties as assigned.

Qualifications:

Education and/or Experience:

High school diploma or equivalent; three (3) years of full-time computer and administrative experience, experience in providing public relations and customer service and/or experience in performing basic accounting or business practices; or any equivalent combination of education, experience, and training which provides the knowledge and abilities necessary to perform the essential functions of the position.

Licensing, Certification, and Other Requirements:

Possess a valid Arizona driver's license and types at least 50 words per minute (wpm).

Employee Core Beliefs

City of Prescott employees should seek to uphold the City's core beliefs throughout their day-to-day business and with every customer they come in contact with, both internal and external. Our core beliefs are: Act with Integrity, Work as a Team, Have Personal Commitment and Loyalty, Solve Problems, Take Pride In Excellent Results, High Level of Productivity and Being Nice.

Knowledge, Skills, and Abilities:

• Knowledge of municipal government, code, and policy
• Knowledge of assigned department rules and regulations along with applicable federal, state, and local laws and ordinances.
• Knowledge of common office practices and procedures.
• Knowledge of Microsoft applications including Word and Excel.
• Knowledge of general office equipment.
• Knowledge of public relations and customer service principles.
• Knowledge of principles and techniques of research and analysis.
• Skill in communicating, both orally and in writing.
• Skill in typing at least 50 wpm.
• Skill in using proper business English.
• Skill in spelling.
• Skill in using basic arithmetic.
• Skill in using computers and applicable software.
• Skill in preparing management reports and other written communications for administrative and technical purposes.
• Ability to format and make simple computations and tabulations with speed and accuracy
• Ability to understand and follow oral and written instructions.
• Ability to establish and maintain effective working relationships with all City employees, other government facilities, and the public.
• Ability to deal tactfully and courteously with customers.
• Ability to readily learn assigned tasks.
• Ability to adhere to prescribed routines.
• Ability to maintain confidentiality.
• Ability to operate a variety of office equipment, including telephone, 10-key, and/and or calculator.

Physical Demands And Working Conditions:

• Work is performed in a normal City office environment
• Safely operates a City vehicle and variety of standard office equipment including a computer terminal, telephone, 10-key calculator, copier, and fax machine requiring continuous and repetitive arm, hand, and eye movement.
• Work is performed in a relatively safe, secure, and stable work environment.

Successful candidate will receive a post-offer, pre-employment background screening to include:

• Drug screening

• Motor vehicle records check

• Criminal background screening

City of Prescott Contact Information

201 N. Montezuma Street, Suite 207

Prescott, AZ 86301

Email: hr@prescott-az.gov

Website: www.prescott-az.gov

Phone: 928-777-1410 / Fax: 928-777-1213