Office Assistant (Agency-wide Talent Pool)

City of San Luis; San Luis (AZ); On-site; USD 21,000 - 28,000; Full time

Job summary

City of San Luis is seeking an Office Assistant to provide clerical support to administrative units. The role involves handling phones, scheduling, preparing documents, and assisting with meeting materials. Must maintain records, assist the public, and ensure accurate data entry with a professional demeanor.

Requirements include a high school diploma or GED and at least one year of clerical experience. Residency within 25 miles and bilingual Spanish ability are preferred.

Qualifications

• High school diploma or GED equivalent.
• One (1) year of Clerical experience.

Responsibilities

• Perform a variety of clerical and receptionist duties in support of a department or program.
• Respond to informational inquiries, provide information, or refer questions to appropriate City staff.
• Answer single or multi-line phones, route calls, and record/distribute messages.
• Schedule and coordinate meetings, travel arrangements, and appointments as required.
• Prepare correspondence, memoranda, forms, and/or other materials.
• Participate in preparing and distributing agenda and/or other meeting materials.

Skills

Bilingual in Spanish

Customer service

Data entry

Phone handling

Education

High school diploma or GED

Job description

YOUR FUTURE BEGINS HERE! Join one of the fastest-growing cities in Arizona and the youngest in Yuma County!

Under direct supervision, Office Assistants provide clerical support to administrative units, divisions and/or departments.

Depending on the assignment, typical duties may include the following:

As the Office Assistant, you will:

• Perform a variety of clerical and receptionist duties in support of a department or program.
• Respond to informational inquiries, provide information, or refer questions to appropriate City staff.
• Answer single or multi-line phones, route calls, and record/distribute messages.
• Schedule and coordinate meetings, travel arrangements, and appointments as required.
• Prepare correspondence, memoranda, forms, and/or other materials.
• Participate in preparing and distributing agenda and/or other meeting materials.
• Prepare documentation and maintain specialized records of departmental operational activities (e.g., invoices, purchase orders, permits, citations, equipment inventories, time and attendance records, financial/budget information, etc.)
• Order office/operational supplies as needed (e.g., janitorial supplies or automotive parts).
• Transport materials and supplies to and from City and offsite locations, such as banks, the Post Office, City Hall and Yuma as directed.
• Copy/collate documents and distributes to appropriate parties.
• Stamp, sort, and distribute incoming mail and prepares outgoing mail.
• Locate and retrieve files or documents; perform data entry and routine file maintenance.
• Perform routine maintenance and service of office equipment and contacts repair personnel as required.
• At times prepare work orders as required or assist the public in filling out various applications.
• Possibly receive payments, issue receipts, and verify daily cash balances.
• At times, process and distribute business license applications to various departments, prepare billing statements for license fees, and maintain/monitor related records.
• Prepare and post notices for meetings, work sessions, public hearings, etc.
• Performs related duties as assigned.

Possess the knowledge of:

• Manual and/or automated filing procedures and file maintenance.
• Business English, punctuation, grammar, and spelling.
• Rules, regulations, policies, and procedures applicable within work unit

Possess skills to:

• Standard office practices, procedures, and equipment.
• Data entry and verification procedures.

Possess the ability to:

• Interact with the public and providing professional customer service.
• Establish and maintaining effective working relationships and communicating effectively.
• Answer telephones and taking accurate messages.
• File documents and retrieve information.
• Record and transcribe minutes and dictation.
• Operate a variety of office equipment including typewriters, automated information systems, facsimile machines, photocopiers, and calculators.
• Type at least 50 wpm.
• Excellent communication skills; reading, writing, and bilingual in Spanish.
• Pass an extensive background check.

Education, Training, and Experience:

• High school diploma or GED equivalent
• One (1) year of Clerical experience

License and Certifications:

• A valid Arizona driver's license at the time of appointment.

Special Requirements:

• Residency in the United States and within 25 miles of the City of San Luis.

Desired/Preferred:

• San Luis residency.
• Bilingual in Spanish

PHYSICAL AND MENTAL DEMANDS:

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

While performing the duties of this job, the employee is regularly required to sit, walk and stand; talk and hear; use hands to finger, handle, feel or operate objects, tools or controls; reach with hands and arms; and perform repetitive movements of hands or wrists. The employee is frequently required to lift up to 30 pounds unaided. Employees must be physically capable of operating City vehicles, for job-related purposes, safely. Specific vision abilities required for this job include close vision and the ability to adjust focus.

Mental Demands

While performing the duties of this class, an employee uses written and oral communication skills; reads and interprets data, information and documents; analyzes and solves problems; uses math and mathematical reasoning; performs highly detailed work; deals with multiple concurrent tasks; and interacts with others encountered in the course of work, including frequent contact with customers and/or the public and dissatisfied individuals.

Work Environment

The employee works in an office environment where the noise level is usually quiet. Certain positions within the classification may require availability to work flexible schedule.