Administrative Specialist- City Clerk's Office

City-of-Yuma,-A; Yuma (AZ); On-site; USD 42,000 - 54,000; Full time

Job summary

City of Yuma is seeking an Administrative Specialist to support the City Administration Department and City Clerk’s Office. The role includes overseeing office support, updating databases, and providing customer service to citizens and staff.

Under supervision, the position performs administrative duties, maintains records, and supports special projects while upholding City policies and confidentiality. Strong communication and organizational skills are essential.

Qualifications

• High School Diploma or GED equivalent; AND three years administrative support experience; OR an equivalent combination of education, training and experience.

Responsibilities

• Provide customer service and assistance to department staff and clients.
• Update and maintain computer databases and records; prepare reports.
• Process documents, applications and records with accuracy.
• Perform bookkeeping and accounting functions; manage budgets, payroll, timekeeping, purchasing, inventory.
• Prepare and distribute correspondence and information packets.

Skills

Administrative support

Customer service

Communication

Confidentiality

Time management

Education

High School Diploma or GED

Tools

Microsoft Office Suite

Database software

Job description

**This Administrative Specialist position is assigned to the City Administration Department and directly supports the City Clerk's Office**

Are you looking to join a team that values Professionalism, Accountability, Integrity, and Responsiveness? Do you want to be a part of a strong team dedicated to serving our community, building relationships, and creating opportunities? Then this might be the opportunity for you!

We are looking for someone to join Team Yuma as an Administrative Specialist, working with the City Administration Department. The ideal candidate will be responsible for overseeing office support functions, provide customer services, update, and maintain computer database and files within the City Clerk’s Office.

Under basic supervision, performs specialized administrative and office support duties; maintains and researches computer databases and records; provides service and assistance to department staff and clients, using knowledge of the operations and policies of the City and the assigned department.

ESSENTIAL FUNCTIONS:-- Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:

• Performs administrative support and office specialist duties within scope of authority and training, and in compliance with City policies and quality standards; duties may vary according to job assignment.
• Assists work group with administrative support, technical assignments, and office support functions; works independently in completing assignments, and makes appropriate decisions based on experience and knowledge of City policies and procedures.
• Applies judgment and knowledge of the operations of the work group to resolve problems and make work process decisions; refers matters requiring policy interpretation to supervisor for resolution.
• Provides customer service, information and assistance to customers and clients; answers questions and resolves issues within scope of authority, using knowledge of department policies and procedures.
• Researches information requests, and responds independently to inquiries when appropriate.
• Updates and maintains computer database and files; researches electronic and paper files, records, and documents; reviews and updates operational reports and technical documents; reports data discrepancies to supervisor.
• Processes documents, technical records, and applications; checks documents for validity and accuracy of information; resolves technical issues within scope of authority.
• Performs bookkeeping and accounting functions; collects special fees and payments; maintains accounts for budget, payroll, timekeeping, purchasing, inventory, enrollment, attendance, registration, records requests, and special program functions; maintains and balances cash drawer.
• Completes and coordinates special projects, program assignments, and research functions.
• Prepares, compiles and distributes correspondence, information packets, and other communications.
• Cross-trains in other department administrative support, technical and clerical duties.
• Supports the relationship between the City and the general public by demonstrating courteous and cooperative behavior when interacting with citizens, visitors, and City staff; promotes the City goals and priorities, vision, values and the “Yuma Way”, and complies with all City policies and procedures.
• Maintains absolute confidentiality of work-related issues and City information; performs other duties as required or assigned.

MINIMUM QUALIFICATIONS

Education, Training and Experience GuidelinesHigh School Diploma or GED equivalent; AND three years administrative support experience; OR an equivalent combination of education, training and experience.

Knowledge of:

• City policies and procedures.
• City administration policies, including accounting, budgeting, purchasing, payroll, and personnel rules.
• Professional standards for business correspondence, writing, spelling and grammar.
• Customer service standards and protocols.
• Principles of record keeping, records retention, confidential records management, and file maintenance.

Skill in:

• Completing assignments with minimum supervision.
• Dealing tactfully and courteously with the general public and others seeking information about City functions and activities.
• Exercising appropriate judgment in answering questions and releasing information.
• Establishing and maintaining effective working relationships with co-workers.
• Operating a personal computer utilizing standard and specialized software, and entering information into a computer system with speed and accuracy.
• Communicating effectively verbally and in writing.

LICENSE AND CERTIFICATION REQUIREMENTSA valid Arizona State Driver's License may be required. Depending on the needs of the City, some incumbents may be required to obtain specific additional training and technical certifications.

PHYSICAL DEMANDS AND WORKING ENVIRONMENTWork is performed in a standard office environment. May occasionally be required to bend, reach, stoop, and lift objects.