Administrator Coordinator

ANNOUNCEMENT OF EMPLOYMENT OPPORTUNITY

Administrative Coordinator

Community Development Department

Hiring Range: $26.26 to $32.82

FLSA Status: Non-exempt (eligible for overtime)

Pay Grade: 110

Pay Range: $26.26 to $39.38

Deadline to Apply: 03/28/2025

Major Benefits For Full-Time Regular Employees

• A diverse range of complimentary mental health and wellness services is available, including an Employee Assistance Program, a free subscription to Calm, and health coaching.
• Paid time off up to 20 days in first year of employment
• 10 paid holidays and 1 floating holiday per year
• Free employee only coverage for medical, dental, vision, short-term disability, and life insurance
• Free family coverage for select medical and dental plans
• Pension and long-term disability through Arizona State Retirement System, click here for more details
• Supplemental benefits such as deferred compensation plans and additional life insurance
  
  

Position Summary

Administrative Coordinators are front line administrative or customer service support personnel. This position contributes to the day-to-day operation of the Community Development Department. This position performs moderately complex administrative assignments involving a wide variety of independently performed tasks.

Essential Duties

• Creates work orders; closes and reviews work orders.
• Provides customer service to both staff and the public.
• Maintains databases and performs data entry into management software.
• Schedules conference rooms and coordinates meetings.
• Makes travel and training arrangements for employees.
• Collects data, analyzes, and produces reports.
• Composes, types, edits, and prepares various correspondence such as memos, letters, presentations, and other documents/reports.
• Provides analysis to staff and others as requested.
• Coordinates repair and maintenance of facilities.
• Generates purchase orders and purchase requisitions.
• Coordinates and researches departmental grants to support the ongoing needs and mission of the organization by the following: research available grant opportunities, facilitate the application process by preparing, writing, reviewing, and submitting application materials; and ensure compliance with applicable grants.
• Assists with processing and reconciling invoices.
• Reconciles P-Cards for assigned area.
• Monitors related contracts; obtains W-9s from vendors to send to Finance.
• Enters payables requests into accounts payable system.
• Researches and resolves disputes for invoices; enters and pays invoices through accounts payable system.
• Maintains complex sets of records, files, and other official documents.
• Creates forms and templates as requested.
• Orders and maintains office supplies; orders and maintains fuel cards.
• Answers phones and assists callers; collects, receives, and distributes mail.
• Keeps current on operational knowledge of a variety of office equipment.
• Train and supervise administrative staff, including evaluation of performance
• Performs other duties as assigned.
  
  

Qualifications

Education/Experience

High school diploma or equivalent; three (3) years of full-time computer and administrative experience, experience in providing public relations and customer service and/or experience in performing basic accounting or business practices; 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 and types at least 50 words per minute (wpm).

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: Act with Integrity, Work as a Team, Have Personal Commitment and Loyalty, Solve Problems, Take Pride In Excellent Results, High Level of Productivity and Being Nice.

Knowledge, Skill And Abilities

• Knowledge of municipal government, code, and policy.
• Knowledge of assigned department rules and regulations along with applicable federal, state, and local laws and ordinances.
• Knowledge of common office practices and procedures.
• Knowledge of Microsoft applications including Word and Excel.
• Knowledge of general office equipment.
• Knowledge of public relations and customer service principles.
• Knowledge of principles and techniques of research and analysis.
• Skill in communicating, both orally and in writing.
• Skill in typing at least 50 wpm.
• Skill in using proper business English.
• Skill in spelling.
• Skill in using basic arithmetic.
• Skill in using computers and applicable software.
• Skill in preparing management reports and other written communications for administrative and technical purposes.
• Ability to format and make simple computations and tabulations with speed and accuracy
• Ability to understand and follow oral and written instructions.
• Ability to establish and maintain effective working relationships with all City employees, other government facilities, and the public.
• Ability to deal tactfully and courteously with customers.
• Ability to readily learn assigned tasks.
• Ability to adhere to prescribed routines.
• Ability to maintain confidentiality.
• Ability to operate a variety of office equipment, including telephone, 10-key, and/and or calculator.
  
  

Physical And Visual Ability

• Work is performed in a normal City office environment
• Safely operates a City vehicle and variety of standard office equipment including a computer terminal, telephone, 10-key calculator, copier, and fax machine requiring continuous and repetitive arm, hand, and eye movement.
• Work is performed in a relatively safe, secure, and stable work environment.
  
  

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

• Drug screening
• Motor vehicle records check
• Criminal background screening
  
  

City of Prescott Contact Information

201 S. Cortez St.

Prescott, AZ 86303

Email: hr@prescott-az.gov

Website: www.prescott-az.gov

Phone: 928-777-1410 / Fax: 928-832-1222

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.

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