Administrative Specialist - Community Development

cityofprescott; Prescott (AZ); On-site; USD 29,000 - 43,000; Full time

Benefits offered by this job

Employee Assistance Program

Paid time off

Health insurance

Holidays

Job summary

City of Prescott is seeking an Administrative Specialist to provide clerical, technical, and diversified administrative support within Community Development. The role involves managing payroll, financials, records, training records, regulatory reports, and more across various programs.

Qualifications include a high school diploma and 3 years of administrative experience. A valid Arizona driver's license is required.

Qualifications

• High school diploma or equivalent and 3 years of full-time administrative work experience; or equivalent combo of education, experience and training.

Responsibilities

• Performs high level office support duties and provides specialized program support for assigned area.
• Assist with answering, screening, and directing incoming calls; gather essential information and assist callers/visitors; take complaints; answer basic questions; refer to others for resolution.
• May assist with greeting and directing visitors.
• Conducts research; prepares statistical reports and spreadsheets.
• Handles information requests; makes travel arrangements.
• Processes billings and related activities depending on department assignment.
• Processes invoices, PCards, and credit card transactions.
• Processes customer mailings for multiple divisions in the department.
• Provides purchasing and payroll support.
• Organizes record retention schedules.
• Serves as primary contact for scheduling purposes; schedules appointments and maintains calendars; and schedules conference rooms.
• Acts as the liaison for the Department as assigned.
• Types drafts; proofs edited copy; prepares final documents including letters, meeting minutes, reports, forms, work orders, service orders, requests for bids, requisitions, invoices and training materials; copies and collates materials for distribution/storage.
• Opens, sorts, and distributes mail.
• Assists with budget monitoring.
• Manages reservations; handles cash; reconciles deposits.
• Serves as the Department purchasing agent; submits account transfers; refunds deposits; orders supplies and equipment; maintains inventory.
• Arranges for repair and servicing of office equipment.
• Maintains paper files; retrieves records; assists with Public Record Requests; retrieves, revises, prints, and saves computer files; prepares copies of documents.

Skills

Customer service

Office software

Phone etiquette

Record keeping

Communication

Multitasking

Public relations

Education

High school diploma

Tools

MS Word

MS Excel

MS PowerPoint

MS Access

MS Outlook

Lucity

Job description

Administrative Specialist

Community Development

Hiring Range: $21.27 to $26.59 Per Hour

FLSA Status: Non-Exempt

Pay Grade: 105

Full Pay Range: $21.27 to $31.91 Per Hour

Deadline to Apply: 09/30/2026

Benefits Summary:

• A diverse range of complimentary mental health and wellness services is available, including an Employee Assistance Program, a free subscription to Calm, and health coaching
• Paid time off up to 25 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
• 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:

Performs clerical, technical, and diversified administrative support; helps maintain a variety of programs and activities, including computer maintenance management system, payroll, financials, records retention, training and safety records, regulatory reports, and other associated programs within assigned department.

Essential Duties:

• Performs high level office support duties and provides specialized program support for assigned area.
• Assist with answering, screening, and directing incoming calls; gathers essential information and provides general assistance to callers/visitor; takes complaints; answers basic questions; and refers to others for resolution.
• May assist with greeting and directing visitors.
• Conducts research; prepares statistical reports and spreadsheets.
• Handles information requests; makes travel arrangements.
• Processes billings and related activities depending on department assignment.
• Processes invoices, PCards, and credit card transactions.
• Processes customer mailings for multiple divisions in the department.
• Provides purchasing and payroll support.
• Organizes record retention schedules.
• Serves as primary contact for scheduling purposes; schedules appointments and maintains calendars; and schedules conference rooms.
• Acts as the liaison for the Department as assigned.
• Types drafts; proofreads edited copy; prepares various final documents including letters, meeting minutes, reports, forms, work orders, service orders, requests for bids, requisitions, invoices and training materials; and copies and collates materials for distribution and/or storage.
• Opens, sorts, and distributes mail.
• Assists with budget monitoring.
• Manages reservations; handles cash, sends out invoices; and reconciles deposits, depending on assigned area.
• Serves as the Department purchasing agent; submits account transfers; refunds deposits; orders supplies and equipment; and maintains inventory.
• Arranges for the repair and servicing of office (and field in some cases) equipment.
• Maintains various paper files; retrieves records, logs and files paper documents; assists with Public Record Requests; retrieves, revises, prints, and saves computer files; and prepares copies of documents as requested
• Collects, stores, and maintains departmental safety records.
• Maintains various computer files and databases; collects and tracks data.
• Requests, collects and maintains departmental training records.
• Organizes paper and electronic files; manages record control, records retention schedules, and regulatory reports and records.
• May assist with grant related activities.
• Provides support to assigned projects or programs.
• Assists management with administrative needs.
• Assists with permitting,.
• Attends required meetings.
• Provides payroll support; tracks/updates employee information; reviews employee time for accuracy; and answers basic employee questions about paychecks and policies.
• Assists other employees/crews with research needs or other tasks.
• Performs other duties as assigned.

Qualifications:

High school diploma or equivalent; three (3) years of full-time administrative work experience, including customer service in an office environment and proficiency in computer programs utilizing Windows computer applications; or any equivalent combination of education, experience and training which provides the knowledge and abilities necessary to perform the essential functions of the position.

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: Acting with Integrity, Working as a Team, Being Accountable, Practicing Innovative Problem Solving, Take Pride in Excellent Results, Focusing on Our Community and Being Nice.

Knowledge, Skill and Abilities:

• Knowledge of public relations/customer service principles, practices, and techniques.
• Knowledge of a variety of computer software for word processing, databases, financial systems, and spreadsheet applications, including Microsoft Office products for Windows and Adobe PDF.
• Knowledge of modern office methods, practices, procedures, and proper phone etiquette.
• Knowledge of principles and techniques of record keeping and filing.
• Knowledge of accounting and/or business practices and methods.
• Knowledge of the City's governmental organization, policies, and procedures
• Knowledge of rules and regulations related to assigned functions.
• Knowledge of occupational hazards and safety precautions.
• Skill in using a variety of computer software for assigned department, such as word processing, database, spreadsheet, and meeting applications, preferably Microsoft Office products for windows: Word, Excel, Power Point, Access, Outlook, and Lucity.
• Skill in using a variety of office equipment including computers, phones, 10-key and/or calculators, printers, copiers, scanners, etc.
• Skill in typing, word-processing; preparing and maintaining accurate records, reports, and files;
• Skill in organizing.
• Skill in communicating, both verbally and in writing.
• Skill in applying math to assigned functions.
• Skill in utilizing public relations techniques in responding to inquiries and complaints.
• Skill in preparing presentation materials.
• Skill in handling and prioritizing multiple projects.
• Ability to maintain confidentiality of records and information.
• Ability to type at least 50 words per minute (wpm).
• Ability to establish and maintain effective working relationships with City residents, department heads, employees, elected officials, business and professional groups, and the general public.
• Ability to understand and follow oral and written directions.
• Ability to operate personal computers and operate two-way radios.
• Ability to respond to public/employee inquiries, complaints, and emergencies in a professional and pleasant manner.
• Ability to format and make computations and tabulations with speed and accuracy.

Physical Demands And Working Conditions:

• Work is performed in a normal, but fast paced, City office environment.
• Safely operates a City vehicle and variety of standard office equipment including a computer terminal, telephone, two-way radio, 10-key calculator, copier, and fax machine requiring continuous and repetitive arm, hand, and eye movement.
• Clearly, concisely, and effectively communicates both in person and over the telephone.
• Possesses physical and visual abilities sufficient to effectively and safely perform required duties.
• Safely lifts 50 pounds without assistance; performs repetitive bending, twisting, and walking.
• Work is performed in a dynamic environment that requires sensitivity to change and responsiveness to changing goals, priorities, and needs.

Background Screening:

• Drug screening
• Motor vehicle records check
• Criminal background screening

City of Prescott Contact Information

201 N. Montezuma Street, Suite 207

Prescott, AZ 86301

Email: [e-mail]

Website: www.prescott-az.gov

Phone: [phone] / Fax: [phone]

When advised, reasonable accommodations will be made in order for an "otherwise qualified applicant" with a disability to participate in any phase of the selection process. In accordance with A.R.S. 23 - 493, this position has been identified as "Safety Sensitive". The City of Prescott is an Equal Employment Opportunity employer.