Office Assistant- Recording Division

Mohave County; Kingman (AZ); On-site; USD 19,000 - 27,000; Full time

Benefits offered by this job

Paid Time Off (PTO)

ASRS retirement benefits

Health, dental, vision

Job summary

The Mohave County Recorder’s Office Recording Division is seeking an Office Assistant to provide administrative and clerical support, front desk duties, and document handling in Kingman, AZ.

Ideal candidates have strong organizational skills, meticulous attention to detail, and the ability to work independently or as part of a team. The role offers growth opportunities within the department, regular hours 8am-5pm, and PTO along with ASRS retirement benefits.

Qualifications

• High School diploma or GED.
• Minimum of two years of progressive office support and clerical experience.
• Able to learn department procedures and work with Excel and Word.
• Excellent organization and communication skills.

Responsibilities

• Meets and greets the public at the front desk.
• Receives phone calls and responds to questions regarding department procedures.
• May gather preliminary information or verify information for county programs.
• Review work for conformance to regulations as requested.
• Maintain program databases and spreadsheets; file and organize documents.
• Prepare follow-up correspondence or calls to obtain information or respond to inquiries.

Skills

Administrative support

Customer service

Detail-oriented

Teamwork

Education

High School diploma or GED

Tools

Excel

Microsoft Word

Data entry systems

Job description

About the Division:

The Recording Division of the Mohave County Recorder’s Office is responsible for maintaining and preserving the official public records of the county. Our mission is to provide accurate and accessible document recording services while upholding the integrity of public records.

About the Position:

The Office Assistant in our Recording Division plays a key role in keeping daily operations running smoothly by providing a wide range of administrative and clerical support, including front desk and reception duties as needed. This position is ideal for someone who is equally comfortable working independently and collaborating with a team. We’re looking for a detail-oriented professional with experience in specialized office support who can quickly learn department-specific procedures, forms, and workflows with minimal training. This role also offers opportunities for internal growth and advancement within the department.

Salary Range:

R6/S4 $16.39

Hours:

8am-5pm, Monday through Friday

Options for 4/10 schedule after training has been completed

Special Job Requirements:

• Must possess a valid driver’s license for operation of motor vehicles on Arizona roads
  - Must maintain said license while employed in this position.
• Provide acceptable driving history at no cost to the County.

Proud To Offer:

Paid Time Off (PTO):

• 11 Paid Holidays.
• End of Year PTO Buyback (optional).

Retirement Benefits:

• Enrollment in Arizona State Retirement System (ASRS)
• -Contribution rate of 111.98% with 100% Employer Match starting on first day
• -Deferred Compensations Programs (optional)

Comprehensive Wellness Program:

• Low-cost, high-value health care plans for you and your family that include Medical, Dental, Vision
• 24/7 Virtual Care including Onsite Health Screening Events
• Marketplace Discount
• Onsite Gyms
• Employee Assistance Program
• Employee Wellness Program
• Basic Life, Supplemental Life/AD&D Insurances
  - Additional voluntary benefits include Accident, Critical Illness, and Hospital Indemnity Plans.
• Health Savings Account (HSA) or Flexible Spending Accounts (FSA-includes Dependent Care).

Duties may include, but are not limited to, the following:

• Meets and greets the public.
• Receives phone calls and responds to questions concerning department procedures or directs query to an individual or department as appropriate.
• May talk with individuals to gather preliminary information or verify information for various County programs or activities.
• As requested, review work of other staff for conformance to regulations.
• Understands and interprets procedures and practices related to various departmental and assigned programs.
• Assists an office superior by performing routine administrative details including but not limited to: sorting and routing department mail, making copies, scanning documents, filing, alphabetizing documents and date stamping incoming documents, maintaining waiting lists for services, maintain program specific databases and spreadsheets.
• Contacts vendors to obtain prices and purchases various supplies and materials.
• Maintains and establishes associated files to include entering information and documents into filing and data systems ensuring completeness and accuracy.
• Types forms, letters, reports and file cards from draft, or rough copy.
• Prepares follow-up correspondence or calls to obtain additional information or to respond to inquiries.
• Prepares standardized reports and statements.
• Processes payments in the database.
• Records attendance and documents notes at required meetings.
• Collects, compiles and submits data for use in statistical reports, internal operating studies or policy formulation.
• Meets established deadlines and informs concerned parties of deadlines and appointments.
• Maintains an inventory of materials on-hand and notifies the supervisor when supplies are needed. May order supplies as required.
• Maintain a high level of confidentiality of information.
• Present and conduct themselves in a professional manner at all times.
• Communicate in a courteous and helpful manner as well as clear and concise manner at all times.
• Resolve complaints within scope of information and authority, and/or refer to chain-of-command as appropriate.

Secondary Job Functions

• Performs special assignments as requested.
• Performs related work as required.
• Exercise regular, predictable attendance & punctuality
• - in accordance with Mohave County Personnel Policies & Procedures.

• High School diploma/ GED (General Education Degree).
• Two (2) years minimum of progressive office support and clerical training.
• An equivalent combination of education, experience, and training which provides the required knowledge, skills and abilities may be considered in meeting the minimum qualifications.

• Modern office practices and records management/maintenance procedures.
• English grammar and spelling.
• Basic mathematics required to calculate and perform general accounting procedures.
• Filing and information systems, including EXCEL spreadsheets and Microsoft Word.
• Mohave County Personnel Policies & Procedures and Department Regulations.
• Effectively operating personal computers, calculators and peripheral hardware and software products to provide guidance on the maintenance and implementation of developmental procedures of department to which assigned.
• Communicate clearly and concisely, both orally and in writing with all people.
• Use databases and other forms of electronic data storage.
• Maintain accurate and up-to-date records and documentation.
• Establish and maintain cooperative working relationships with those contacted in the course of work.
• Obtain data from the computer during on-line operations, including interpreting technical and departmental information encountered in the performance of responsibilities.
• Maintain a high standard of confidentiality.
• Understand brief, written or oral directions and grasp ideas quickly in order to carry out instructions, solve problems with initiative and exercise good judgment.
• Organize workload to ensure determinations are made on a time basis.
• Act in a professional manner and professional in communication with others.
• Comply with Mohave County Personnel Policies & Procedures and Department Regulations.
• Perform the essential functions of the job with or without a reasonable accommodation.