Administrative Assistant

City-of-Casa-Grand; Casa Grande (AZ); On-site; USD 42,000 - 54,000; Full time

Job summary

City of Casa Grande is seeking an Administrative Assistant to support the City Clerk’s Office. The role involves calendar management, preparing agendas and minutes, and maintaining official records with strict confidentiality.

Ideal candidate has a high school diploma and at least three years of administrative experience, strong communication skills, and the ability to work both independently and as part of a team in a fast-paced environment.

Qualifications

• High School diploma or GED required; three years administrative support experience preferred.
• Proficient with standard office software and record-keeping practices.

Responsibilities

• Maintains calendars, schedules meetings and coordinates travel.
• Prepares agendas, transcribes minutes, and distributes summaries.
• Compiles reports and manages department records and files.
• Responds to inquiries and delivers customer service within policy constraints.

Skills

Computer skills

Regulatory knowledge

Prioritization

Report writing

Relationship building

Team collaboration under pressure

Written and oral communication

Education

High School diploma or GED

Tools

Microsoft Office Suite

Job description

GENERAL PURPOSE

Under general supervision, performs a variety of secretarial, technical, organizational and administrative activities to support the functions of the assigned Department; duties may vary according to work assignment.

Note: The current opening is at our City Clerk's Office but this recruitment may be used for future vacancies if they come open.

PRIMARY DUTIES AND RESPONSIBILITIES

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Maintains calendars, schedules meetings and appointments; prioritizes and resolves complex meeting schedules; coordinates meeting resources and travel.
• Prepares meeting agendas and presentation materials; takes and transcribes meeting minutes and prepares summaries for distribution.
• Conducts and coordinates assigned projects and research studies; identifies and resolves problems; may coordinate the work of office staff.
• Composes correspondence and other documents on a wide variety of subjects requiring knowledge of the procedures and policies of the assigned Department; creates, edits and processes memoranda, legal and technical documents and other communications.
• Maintains department files and library; collects and compiles statistical data; develops and creates a variety of technical and statistical reports; updates manual and computer records and tracking systems; creates management reports.
• Maintains personnel and payroll files; research files and computer databases; assures all administrative actions are in compliance with City policy, procedures and guidelines; utilizes the City computer systems to input, access, retrieve, and review confidential data. May assist in departmental budget and fee schedule development. May assist with departmental budget administration and monitoring.
• Resolves problems and customer service inquiries within scope of authority; screens and routes calls to appropriate individuals, takes and delivers messages.
• Provides advice and assistance to staff and customers on compliance with laws, rules and regulations.
• May supervise and review the work of Department staff.
• May serve as Notary Public.
• Performs other duties as assigned or required.

SUPERVISION EXERCISED

May supervise clerical staff.

Education and Experience

High School diploma or GED equivalent, and three (3) years of administrative support experience.

Necessary Knowledge and Skills

Knowledge of

• City policies and procedures.
• Personnel rules, accounting and budgeting systems.
• Basic principles of record keeping, case files and records management.
• Administrative regulations, policies and procedures.

Skill in

• Operating a personal computer, utilizing a variety of business software.
• Reading and understanding City, state and Federal rules and regulations.
• Assessing and prioritizing multiple tasks, projects and demands.
• Writing accurate reports, documents and correspondence.
• Creating and maintaining quality working relationships.
• Working independently and as a team member, maintaining composure, and working effectively in a high-pressure environment with changing priorities.
• Effectively communicating, both orally and in writing.

Special Requirements

None

City Clerk’s Office – Supplemental Information

The following duties and knowledge are specific to the Administrative Assistant position assigned to the City Clerk’s Office and are intended to supplement the general Administrative Assistant job description:

• Maintains official records; research files and computer databases; assures all administrative actions are in compliance with City policy, procedures and guidelines; utilizes City computer systems to input, access, retrieve, and review confidential data. May assist in departmental budget and fee schedule development. May assist with departmental budget administration and monitoring.
• Assists with public records requests by locating, organizing, reviewing, processing, and distributing responsive records in accordance with applicable laws and City procedures.
• Assists with the planning and coordination of events and special functions overseen by the City Clerk’s Office, including scheduling, timelines, meeting logistics, facilities, materials, communications, and other administrative arrangements.
• Serves as a Passport Acceptance Agent; accepts and processes passport applications in accordance with U.S. Department of State requirements, verifies required documentation, provides information and assistance to applicants, and maintains accurate records and supporting documentation.

Additional Knowledge

• Confidentiality requirements and appropriate handling of sensitive information.
• Administrative procedures, office organization, and proficient customer service.

Physical Demands / Work Environment

Standard office environment.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as needed.

The City does not hire at the top of the range. Candidate may start above the beginning of the range depending on qualifications.