Office Assistant Senior-Community Services

MOHAVE COUNTY HUMAN RESOURCES; Kingman (AZ); On-site; USD 23,000 - 28,000; Full time

Benefits offered by this job

Paid time off

11 paid holidays

ASRS retirement with employer match

Wellness program including health, gym

Job summary

Mohave County Community Services seeks an Office Assistant Senior to provide advanced administrative support in the Workforce Development division. The role requires handling complex clerical duties, coordinating meetings, and ensuring accurate data and reporting.

You will also assist the public and manage multiple priorities with attention to detail. Ideal candidates have several years of administrative experience, strong software skills (Excel, Word, PowerPoint), and the ability to work

Qualifications

• High School Diploma or GED is required.
• Minimum 3 years of progressively responsible administrative support experience.
• 2 of the 3 years performing specialized support in the assigned department/division or a similar organization.

Responsibilities

• Supervise or assign work to clerical staff as needed.
• Establish procedures and priorities for efficiency.
• Assist the public in person or by phone; route inquiries to the appropriate personnel.
• Prepare letters, routine correspondence and documents.
• Coordinate meetings and take accurate minutes.
• Maintain filing, indexing and cross-referencing systems.
• Review data for accuracy and prepare reports.
• Process invoices and track budgets as required.
• Enter data in appropriate systems and prepare project submittals.

Skills

Administrative support

Supervising

Research

Calendar/meeting management

Data entry

Budgeting/expenses

Office software (Excel/Word/PowerPoint

Education

High School Diploma/GED

Tools

Excel

Microsoft Word

PowerPoint

Job description

Mohave County Community Services is currently recruiting for an Office Assistant Senior in the Workforce Development division.

About the position

This classification is part of a progressive series of Office Administration positions and performs intermediate to advanced administrative support and clerical functions. Responsibilities include specialized or technical assignments requiring specific training, relevant work experience, and a thorough understanding of departmental procedures and operations. The position requires strong technical aptitude, the ability to learn and navigate software applications and electronic systems, a high level of attention to detail, the ability to transition efficiently between competing priorities, effective personal time management, and the ability to work independently while completing assigned duties accurately and within established deadlines. This classification is distinguished by the complexity of assignments, level of technical and administrative knowledge required, degree of independent judgment, and responsibility for ensuring the accuracy, organization, and timely completion of administrative functions.

Schedule & Work Conditions

• Monday – Friday, 8:00 a.m. – 5:00 p.m. (One-hour lunch and two 15-minute breaks)
• Occasional weekend work for community events
• Occasional travel to other county offices, including Colorado City and Parker
• Office setting with daily interaction with the general public

Compensation

Range 8/Steps 1-8 ($16.53 - $20.34)

• Must pass pre-employment background screening.
• Must possess a valid driver’s license for operation of motor vehicles on Arizona roads at the start of employment and maintain said license while employed in this position.

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 11.98% 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 Discounts
  • Onsite Gyms or Gym Membership Stipend
  • Employee Assistance Program
  • Employee Wellness Program
  • Basic Life, Supplemental Life/AD&D Insurances with 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:

• As assigned, assigns, trains, oversees or directly supervises and reviews the work of subordinate clerical and office employees. May assist in interviewing and screening applicants and recommending disciplinary actions.
• Establishes work procedures and priorities.
• Assists the public in person and/or on phone; records complaints, takes messages and routes calls to appropriate personnel.
• Establishes and maintains standards, procedures, and techniques for efficiency of work.
• Researches and remains up to date with state directives and statutes applicable to the assigned department /division using appropriate resources.
• Compose letters, routine correspondence and all documents in following up previous work, responding to inquiries, obtaining and updating information and making notifications.
• Coordinates meetings and takes minutes.
• Establishes and maintains filing, indexing and cross-referencing systems.
• Review incoming and outgoing computer data for accuracy, completeness and quality.
• Scans and faxes related documents.
• Designs and creates documents, brochures and/or newsletters in the course of business using a variety of computer software including Excel, Microsoft Word, Power Point, etc.
• Maintains purchasing records or reports, allocates expenses and prepares expense reports.
• As required, pays invoices, tracks budget, and prepares change orders and payment applications.
• Receives and processes routing requisitions for department. Allocates items to a variety of accounts according to prescribed classifications.
• Verifies and checks work for completeness and accuracy and resolves errors and omissions.
• Processes departmental time sheets and paychecks, routing personnel transactions, invoices, checks, vouchers or other records.
• Enters and/or records data in appropriate systems. Compiles and computes data from files and other sources in preparing reports.
• Prepares submittals for review and tracks assigned projects.
• Gathers and prepares material for special reports, forms, policy formulation and summaries at the request of superiors.
• Performs assigned research for the delegated area.
• Operates common office machines to include computer keyboards and related peripheral equipment.
• 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.

• High School Diploma/GED (General Education Degree).
• Minimum of Three (3) years of progressively responsible administrative support experience.
• Two (2) of the three (3) years performing specialized support in the assigned department/division or comparable agency/organization.
• OR an equivalent combination of education, experience, and training which provides the required knowledge, skills and abilities may be considered in meeting the minimum qualifications.

Knowledge of:

• Procedures, terminology, equipment accepted or common practices, and policies of the assigned specialized work and the department/area to which assigned.
• English grammar, spelling and basic math.
• Standard office practices, procedures and equipment.
• Computers and software programs to include use of electronic spreadsheet and word processing applications.

• Knowledge of PowerPoint operations, both fixed and portable.
• Thorough knowledge of office administration functions.

Skill in:

• Operating and utilizing modern office machines as necessary to include typewriters, fax transmittal machines, calculator and the use of computer keyboards and related software and peripheral equipment.

• Communicating and maintaining professionalism with the public, co-workers, and work contacts.

Ability to:

• Effectively perform the responsibilities of the specialty field and the position.
• Create and maintain efficient filing and indexing, referencing and case management systems.
• Use good judgment in applying established guidelines to solve work problems.
• Organize and prioritize assignments, cope with varying demands and work under pressure with frequent interruptions.
• Analyze information and interpret and apply technical, legal and departmental information encountered in the performance of responsibilities.
• Ability to use computer terminals to input data and obtain data from the computer during on-line operations.
• Exercise courtesy, tact and conducting professional rapport in dealing with the public and public and maintain confidentiality.
• Work independently in completed assigned tasks accurately and in maintaining standard correspondence, files, and reports of the office.
• Work and communicate effectively with all people contacted in the course of work.
• Understand and carry out complex written and oral instructions.
• Type accurately and at a speed necessary to fulfill job responsibilities.
• Perform the essential functions of the job specifications with or without reasonable accommodations.
• Comply with Mohave County Personnel Policies and Procedures, and Department Regulations.