Administrative Assistant - City of San Luis, AZ : Job Details

Salary : $36,358.40 Annually Location : Fernando Padilla City Building, AZ Job Type: Full-time Job Number: 2024-00060 Department: Human Resources Division: Risk Management Opening Date: 01/14/2025 Closing Date: Continuous ABOUT THE POSITION This is the journey level classification in the administrative support field. This classification is distinguished from Administrative Coordinator in that the latter classification is the highest administrative classification performing the most complex work and often supervising the work of lower-level clerical, administrative, and technical staff.

• Provides general administrative support services for management personnel, departments, divisions, and/or programs; prepares a wide range of reports and documents from written material or machine transcription using a computer or other office equipment.
• Formats documents, charts, reports and forms using standard (MS Office) and specialized applications; edits for punctuation and spelling; proofreads for accuracy and consistency; may independently compose and prepare reports, letters and/or memoranda.
• Performs general secretarial work; receives and screens visitors, callers and mail, and directs to appropriate individual or office; takes and transmits messages; makes appointments; greets and assists customers in person, on the phone, on the computer or through other means of communication.
• Provides and gathers general information to/from a variety of sources; makes travel arrangements; identifies customer needs; searches for, receives and explains information regarding rules, regulations, policies, procedures and technical office operations.
• Processes and maintains information related to departmental operations, including information of a moderately technical, specialized or sensitive nature; codes, files and retrieves documents and records using standard alphabetical, numerical, coded and computerized filing systems.
• Researches, compiles, maintains and processes general statistical, financial and/or numerical data related to departmental personnel, payroll, purchasing, inventory, budget and/or other functions; verifies and makes entries and notations.

• Reviews material for completeness and accuracy; performs basic computations and calculations; may compute, collect and receipt monies and fees; may maintain basic ledgers and accounts; may process accounts receivable, perform billing operations, and/or make deposits; may develop and maintain spreadsheets and databases, either by hand or computer.
• Maintains specialized records of departmental operational activities (e.g., invoices, purchase orders, payments, permits, citations, equipment inventories, time and attendance records, personnel records, grant submittals, inspections, financial/budget information, travel/training request, etc.
• Coordinates and monitors departmental and/or program specific activities, arranges visitor tours, and maintains a calendar of pertinent meetings and events; works with City personnel and/or outside agencies to coordinate departmental programs and projects and monitors activities.
• Assists in the preparation of departmental budget and monitors department/division expenditures; coordinates purchase cards; prepares purchase requisitions; maintains petty cash.
• Serves at meetings of City boards and committees; arranges and coordinates meetings for boards, commissions, and outside agencies; assists in preparing and distributing agenda packets and correspondence; attends meetings and takes, transcribes, and assures proper distribution of minutes and verbatim transcripts.
• May train or review the work of others; may provide lead or technical assistance as part of a training program.
• May issue certificates, permits, licenses, citations, police reports, and other documents; provides customer service in a calm, helpful and effective manner.
• May attend meetings with City personnel and/or outside agencies and record/transcribe meeting minutes.
• Depending on department assignment, may receive or transmit emergency or public assistance calls as required.
• Performs related duties as assigned.

IDEAL CANDIDATE KNOWLEDGE, SKILLS, ABILITIES AND/OR OTHER CHARACTERISTICS : Knowledge of:

• Standard office practices, procedures, and equipment.
• Project/program coordination and implementation.
• Applications of automated information systems.
• Applicable laws, regulations, statutes, policies, and procedures (Federal/State/City) applicable to work unit.
• Business English, spelling, grammar, punctuation, and arithmetic calculations.
• Manual and/or automated filing procedures and file maintenance ;MS Office (Word, Excel, PowerPoint, Publisher).

Ability to:

• Utilize a variety of office procedures and equipment.
• Follow oral and written directions.
• Establish and maintain effective working relationships with others.
• Communicate effectively with others.
• Write clearly and legibly; perform basic arithmetical operations.
• Maintain complex and sophisticated filing systems.
• Use specialized software programs.
• Read, write, and speak English and Spanish

MINIMUM REQUIREMENTS MINIMUM QUALIFICATIONS: REQUIRED:

• Residency in the United States and within 25 miles from the City of San Luis, Arizona

Education, Training, and Experience:

• A High school diploma or GED equivalent AND
• Three (3) years of clerical experience performing increasingly responsible secretarial and administrative tasks
• Depending upon the needs of the City, some incumbents of the class may be required to demonstrate fluency in both Spanish and English as a condition of employment.

License and Certifications: must be maintained throughout employment.

• A valid Arizona driver's license at the time of appointment

DESIRED/PREFERRED:

• San Luis residency

SUPPLEMENTAL INFORMATION PHYSICAL AND MENTAL DEMANDS: The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Physical Demands While performing the duties of this job, the employee is regularly required to sit, walk and stand; talk and hear; use hands to finger, handle, feel or operate objects, tools or controls; reach with hands and arms; and perform repetitive movements of hands or wrists. The employee is frequently required to lift up to 30 pounds unaided. Specific vision abilities required for this job include close vision and the ability to adjust focus. Mental Demands While performing the duties of this class, an employee uses written and oral communication skills; reads and interprets data, information and documents; analyzes and solves problems; uses math and mathematical reasoning; performs highly detailed work; deals with multiple concurrent tasks; and interacts with others encountered in the course of work, including frequent contact with customers and/or the public and dissatisfied/abusive individuals. Work Environment The employee works in an office environment where the noise level is usually quiet. Certain positions within the classification may require availability to work flexible schedule. The City of San Luis offers the following benefits to all full-time City employees:MEDICAL/ DENTAL/ VISION INSURANCE - The City of San Luis is proud to provide medical, dental and vision insurance for it's employees which is administered by 90Degree Benefits. Dependent premiums are paid one month in advance and are pre-taxed. Additional information regarding medical, dental and vision benefits may be requested from the Human Resources Department. ARIZONA STATE RETIREMENT SYSTEM (ASRS) - City employees are required to enroll in the Arizona State Retirement System.

• Employee Contribution - 12.03%
• Employer Contribution - 12.03%

ARIZONA STATE RETIREMENT SYSTEM (ASRS) - LONG TERM DISABILITY (LTD)

• Employee Contribution - .014%
• Employer Contribution - .014%

SOCIAL SECURITY AND MEDICARE- FICA (Social Security Tax) - Employee Contribution- 6.20% Medicare - Employee Contribution - 1.4500%. PAID TIME OFF (PTO) -Vacation Leave Accruals (Based on years of service and accrued on bi-weekly basis)

Less than 6 years - 3.08 hrs.

6 - 11 years - 4.62 hrs.

11 years or more - 6.16 hrs.

Sick Leave - 3.69 hrs. LIFE INSURANCE- The City provides eligible employees with a Life Insurance and Accidental Death and Dismemberment (AD&D) benefit. This plan is administered by Standard. Basic Life Benefit - $50,000.00 AD&D Benefit - $50,000.00DISABILITY INSURANCE- Disability insurance is available to all employees who work 30 or more hours per week. Short-Term Disability - Coverage begins on the 15th day of injury or sickness. Duration of Benefits - 180 days Benefits Percentage- 66.67% Waiting Period - 14 days Maximum Weekly Benefit: $2,000.00 WORKER'S COMP - Insurance coverage for medical expenses and loss of income due to an on-the-job injury is provided by the City of San Luis for all employees. 01 Do you live in the United States and within 25 miles from the City of San Luis?

• Yes
• No, but I am willing to relocate

02 Do you have an active Arizona's Drivers License?

• Yes
• No, but I am willing to get an Arizona Drivers License

03 What is your highest level of education?

• Highschool Diploma
• Associate's degree
• Bachelor's Degree
• Master's Degree
• None

04 How many years of experience do you have in clerical, secretarial, and admirative task?

• None
• 2 or more years of experience
• 3 or more years of experience

05 Are you fluent in English and Spanish?

• English only
• Yes

06 Are you a veteran?

• Yes
• No

07 The information provided in your application must support your selected answers in the supplemental questions. The information you provide will be verified and documentation may be required. Please be as honest and accurate as possible. You may be asked to demonstrate your knowledge and skills in a work sample or during an interview. By completing this supplemental questionnaire, you are attesting that the information you have provided is accurate. Any misstatements, omissions, or falsification of information may eliminate you from consideration or result in dismissal.

• Yes
• No

Required Question