Administrative Specialist - Full Time Temporary

ANNOUNCEMENT OF EMPLOYMENT OPPORTUNITY

Administrative Specialist

Public Works Department

Full Time Temporary

Pay Range:$19.55 to $24.44

Pay Grade: 105

FLSA Status: Non exempt

Full Pay Range: $19.55 to $29.33

Deadline to Apply: 12/30/2023

Major Benefits for Full-Time Temporary Employees:

• Accrued paid sick time
• 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:

Under general supervision of the Superintendent(s), the Administrative Specialist helps maintain a variety of programs and activities including the computer maintenance management system, payroll, financials, records retention, regulatory reports and other associated programs within the Division. This position performs a variety of customer service duties working directly with the general public by phone, in person, or by written correspondence.

Distinguishing Characteristics:

Possesses strong clerical and organizational skills and performs high-level office support duties, including specialized program support specific to the group. Performs highly complex program and activity organization that includes multiple functional areas that require frequent and daily communication with the superintendent, supervisors, staff, other divisions and the general public. Requires a high level of team work to successfully deliver superior customer service, respond to routine and emergency calls and dispatch crews.

Essential Duties:

• Assist superintendent and supervisors with all administrative needs
• The position may supervise PW Secretary staff and/or fee booth attendant, as assigned
• Generate work orders, review reports, review employee time for accuracy and address employee concerns in accordance with city policies and government regulations
• Print emergency blue stake requests and work with other agencies to address our common needs
• Organize paper and electronic files, manage record control, record retention schedules, regulatory reports and records
• Assist with budget monitoring
• Answer multi-line phones and dispatch the appropriate staff for emergency calls, when needed
• Track division spending, draft correspondence, schedule appointments, arrange meetings, prepare meeting minutes, notes and internal support materials
• Assist with operation of fee booth, scale house, computer equipment operation and perform related duties, as required
• Order and maintain office supplies Conduct research, prepare multiple program statistical reports, graphs, charts, spreadsheets, correspondence, and presentations
• Research and provide information when requested
• Make travel arrangements and prepare requisitions as needed; and maintain calendars and schedules
• Provide purchasing and payroll support
• Maintain CDL health card records and schedule renewal appointments
• Assist Superintendent(s) and supervisors in gathering complex data from a variety of resources and in collecting, completing, maintaining and organizing all historic, current and future records as required by the City of Prescott, ADEQ, EPA, OSHA and other regulatory entities
• Entry of City assets, equipment and materials into computer maintenance management system (CMMS)(Lucity)
• Act as the CMMS (Lucity) Power User under the Superintendent(s)
• Coordinate with appropriate supervisors to initiate CMMS work orders for all work tasks assigned; handle day-to-day work order documentation as assigned by supervisors on a daily basis
• Track, maintain and process Vehicle Condition Reports

Qualifications and Experience:

Education and/or Experience:

High School Diploma or General Equivalency Diploma and three (3) years full-time administrative work, including customer service in a very fast-paced office environment. Proficiency in computer operations utilizing all Windows applications. Must possess a valid Arizona driver's license.

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 city governmental policies and procedures
• Knowledge of advanced office procedures, methods, and equipment
• Knowledge of public relations/customer service principles, practices, and techniques
• Knowledge of accounting and/or business practices and methods; occupational hazards and safety precautions
• Knowledge of proper work safety standards; occupational hazards and safety precautions
• Skill in utilizing public relations techniques in responding to inquiries and complaints
• Skill in use of a variety of computer software, including word processing, database and spreadsheet applications, preferably Microsoft Office products for windows: Word, Excel, Power Point, Access, Outlook, Professional, Meetings, and Skype applications
• Skill in organization and maintaining accurate records, reports, and files
• Skill in written expression, business correspondence, editing, and communication
• Skill in preparing presentation materials, handling and prioritizing multiple projects
• Skill in establishing and maintaining effective working relationships with city residents, employees, business and professional groups, and the general public
• Ability to understand and follow oral and written directions
• Ability to use various office equipment such as printers, copiers, scanners and fax machines
• Ability to become skilled in financial and maintenance management programs and to develop an understanding of the operation, and to learn and use new computer applications
• Ability to respond to public/employee inquiries, complaints, and emergencies in a professional and pleasant manner

Physical Working Demands and Working Conditions:

• Applicants must have physical and visual abilities sufficient to effectively and safely perform required duties, including effectively communicating in person and over the telephone and to safely operate office equipment and city vehicles as needed
• Must have the ability to lift 50 pounds without assistance, perform repetitive stooping, bending, twisting, and walking

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 St., Suite 207

Prescott, AZ 86301

Email: hr@prescott-az.gov

Website: www.prescott-az.gov

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

In accordance with A.R.S. 23 - 493, this position has been identified as "Safety Sensitive". The City of Prescott is an Equal Employment Opportunities/Americans Disabilities Act reasonable accommodation employer.