Administrative Specialist - Utilities

City of Prescott; Prescott (AZ); On-site; USD 29,000 - 44,000; Full time

Job summary

City of Prescott is seeking an Administrative Specialist for the Utilities Division. The role provides clerical and administrative support for budgeting, records, payroll, and purchasing, including data entry, scheduling, and reporting.

Responsibilities include answering calls, processing invoices, coordinating calendars, and assisting with various regulatory reports and training records. A valid Arizona drivers license is required and the position is non-exempt.

Qualifications

• Three years of full-time administrative work experience in an office environment.
• Proficiency with Windows-based computer applications.
• Possess a valid Arizona drivers license.

Responsibilities

• Provide high-level office support and specialized program support for Utilities Division activities.
• Answer calls, screen and direct inquiries; assist visitors and handle complaints.
• Dispatch utility crews and coordinate field communications.
• Enter data into asset management systems; track work orders and assets.
• Process billings, invoices, and credit card transactions; assist with payroll.

Skills

Public relations

Customer service

Data entry

Microsoft Office

Record keeping

Communication

Tools

Microsoft Office

Adobe PDF

Lucity

Job description

Administrative Specialist - Utilities

ANNOUNCEMENT OF EMPLOYMENT OPPORTUNITY

Public Works Department

Hiring Range: $21.28 to $26.60

Pay Grade: 105

FLSA Status: Non-Exempt

Pay Range: $21.28 to $31.92

Deadline to Apply: 10/16/2026

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 the Utilities Division of Public Works.

Essential Duties

• Performs high level office support duties and provides specialized program support for assigned area.
• Answers, screens, and directs incoming calls; gathers essential information and provides general assistance to callers/visitor; takes complaints; answers basic questions; and refers to others for resolution.
• Dispatch utility crews.
• Perform accurate data entry in asset management system, including, but not limited to, work orders, training, asset entry and tracking.
• Entry and tracking of contract intake and solicitations.
• Greets and directs 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.
• 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, 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 Division 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.
• Provides support to assigned projects or programs.
• Assists management with administrative needs.
• Assists with permitting, depending on assigned department.
• Processes and tracks applications for new/repaired meters; collects readings, depending on assigned area.
• 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

Education and/or Experience:

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.

Licensing, Certification, and Other Requirements:

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.

Successful candidate will receive a post-offer, pre-employment background screening to include:

• Drug screening
• Motor vehicle records check
• Extensive background screening by Prescott Police Department

City of Prescott Contact Information

201 N. Montezuma St., Suite 207

Prescott, AZ 86301

[e-mail]

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.