Office Support Specialist

City-of-Apache-Junction,-A; Apache Junction (AZ); On-site; USD 28,000 - 29,000; Full time

Job summary

City of Apache Junction is hiring for a clerical support role with duties ranging from receptionist tasks to basic bookkeeping and data management. The position supports boards and council, handles mail, and assists with election processes as needed.

Must have a high school diploma or GED and at least one year of paid clerical experience. Proficiency with Microsoft Office and strong customer service are essential in this on-site role in Apache Junction, AZ.

Qualifications

• Must possess a high school diploma or GED and one year of paid full-time clerical experience.
• Ability to type and proofread documents; strong data entry and filing skills.

Responsibilities

• Greet visitors, answer phones, manage calendars and reception duties.
• Process check requests, order supplies, handle cash and deposits.
• Provide basic bookkeeping and routine clerical tasks.
• Input, file, archive, purge documents; may notarize.
• Support boards or City Council; prepare agendas and minutes.
• Type and proofread publications, reports, letters, memos.
• Assist with election-related duties as assigned.
• Process mail, distribute within departments.
• Support policies and ensure safety compliance.

Skills

Customer service

Data entry

Notary

Communication

Office equipment

Education

High school diploma or GED

1 year clerical experience

Tools

Microsoft Office

Job description

(Anticipated Hiring Range: $20.02 - $21.03/hour)

Positions assigned to this class perform a broad range of clerical support duties which may include problem solving assignments, independent research and customer service. Performs complex and sensitive duties of a specialized nature depending on area of assignment. The following are intended to describe core work functions of this classification. While the level and broad nature of essential duties may not change, specific work tasks may vary over time depending on the City's needs.

• Provide receptionist duties; greet and assist department visitors; answer phones; maintain appointment schedules and calendars; operate a variety of standard office equipment.
• Process check requests; order and maintain office supplies; maintain cash drawer and petty cash funds; prepare daily bank deposit and revenue report.
• Provide basic bookkeeping functions and routine clerical tasks.
• Input and retrieve data; file archive and purge documents as necessary; may prepare certified documents; may act as notary.
• Provide clerical support to boards, commissions, or City Council as assigned by department; prepare agendas and assemble background materials; transcribe minutes of meetings; perform various related support services.
• Type and proofread a variety of publications, reports, letters and memos; compose correspondence related to assigned responsibilities.
• Participate in special projects as assigned; compile and analyze data.
• Depending on area of assignment may assist with various duties involved in the election process.
• May process incoming and outgoing mail for the city including but not limited to bulk mailings; distribute mail throughout departments as needed.
• Support the City's policies, goals and objectives and work with management and other staff to ethically achieve such goals and objectives; ensures compliance with safety procedures.

Education and Experience

Must possess a high school diploma or GED, and one (1) year of paid full-time office clerical experience.

Knowledge

• City and Department procedures, policies and guidelines; Arizona Revised Statutes; applicable State and local procedures and laws.
• Entry level bookkeeping and or accounting principles; standard filing and accounting systems.
• Principles and procedures of recordkeeping, reporting and retention.

Skills

• Establishing and maintaining cooperative working relationships with coworkers and other individuals in contact during the course of work; communicating clearly and concisely.
• Operating a personal computer utilizing standard software such as Microsoft Office and some specialized software; functioning standard equipment.
• Providing quality customer service.
• Accessing City Code, and other resources necessary to complete tasks.

Pre-employment Requirements

Candidates who are selected for appointment may be fingerprinted, if 18 or older; successfully complete a background investigation, employment verification and may be subject to a drug/alcohol test, medical, polygraph and/or psychological evaluation. Candidates who are appointed will be required to possess a valid driver's license to operate a vehicle in Arizona or meet the transportation needs of the position.

License/Certification

Depending on area of assignment, may require Municipal Election Official Certification.

Physical Demands and Work Environment

Work is performed in a standard office environment. May require frequent sitting and continuous operation of a personal computer. May be required to perform a full range of motion with lifting and/or carrying items weighing up to 25 pounds. Some evening, weekend, and holiday work may be required.