Administrative Specialist- Community Developments

City of Prescott; Prescott (AZ); On-site; USD 32,000 - 52,000; Full time

Job summary

The City of Prescott is seeking an adaptable administrative professional to provide clerical, technical, and diversified program support across departments, including payroll, records retention, budgeting, training, and safety records.

The role involves handling information requests, preparing final documents, managing calendars, and providing excellent customer service. Strong organization and multi-tasking in a municipal setting are essential.

Qualifications

• Handles information requests; makes travel arrangements.
• Types drafts; proofs edited copy; prepares letters, meeting minutes, reports, forms, work orders, invoices and training materials; and copies and collates materials for distribution and/or storage.
• Provides payroll support; tracks/updates employee information; reviews employee time for accuracy; and answers basic employee questions about paychecks and policies.
• Assists with budget monitoring; maintains calendars; schedules conference rooms; and serves as liaison for the department.

Responsibilities

• Manages reservations; handles cash, sends invoices, and reconciles deposits.
• Maintains records retention schedules and regulatory reports.
• Opens, sorts, and distributes mail; maintains paper and electronic files.
• Assists management with administrative needs and grant-related activities.

Job description

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

• Handles information requests; makes travel arrangements.
• 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.
• 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.
• 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.
• 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.