Administrative Specialist - Programs & Records Coordination

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

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.