Administrative Assistant

Salary : $36,358.40 Annually

Location : San Luis, AZ

Job Type : Full-time

Job Number : 2024-00064

Department : Public Works

Division : Administration

Opening Date : 01 / 23 / 2025

Closing Date : Continuous

ABOUT THE POSITION

Under close supervision, performs basic office support activities for the Public Works Department

DISTINGUISHING CHARACTERISTICS :

This is the journey-level classification in the administrative support field. This classification is

distinguished from Administrative Coordinator in that the latter classification is the highest

administrative classification performing the most complex work and often supervising the work of

lower level clerical, administrative, and technical staff.

ESSENTIAL FUNCTIONS :

The duties listed below represent the various types of work that may be performed. This is not a comprehensive listing of all functions and duties performed by incumbents. The omission of specific statements of duties does not exclude them if the work is related or a logical assignment to this class. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following :

• Provides general administrative support services for management personnel, departments, divisions, and / or programs; prepares a wide range of reports and documents from written material or machine transcription using a computer or other office equipment.
• Formats documents, charts, reports, and forms using standard (MS Office) and specialized applications; edits for punctuation and spelling; proofreads for accuracy and consistency; may independently compose and prepare reports, letters, and / or memoranda.
• Performs general secretarial work; receives and screens visitors, callers, and mail, and directs to appropriate individual or office; takes and transmits messages; makes appointments; greets and assists customers in person, on the phone, on the computer, or through other means of communication.
• Provides and gathers general information to / from a variety of sources; makes travel arrangements; identifies customer needs; searches for, receives, and explains information regarding rules, regulations, policies, procedures, and technical office operations.
• Processes and maintains information related to departmental operations, including information of a moderately technical, specialized, or sensitive nature; codes, files, and retrieves documents and records using standard alphabetical, numerical, coded, and computerized filing systems.
• Researches, compiles, maintains, and processes general statistical, financial, and / or numerical data related to departmental personnel, payroll, purchasing, inventory, budget, and / or other functions; verifies and makes entries and notations.
• Reviews material for completeness and accuracy; performs basic computations and calculations; may compute, collect, and receipt monies and fees; may maintain basic ledgers and accounts; may process accounts receivable, perform billing operations, and / or make deposits; may develop and maintain spreadsheets and databases, either by hand or computer.
• Maintains specialized records of departmental operational activities (e.g., invoices, purchase orders, payments, permits, citations, equipment inventories, time and attendance records, personnel records, grant submittals, inspections, financial / budget information, travel / training requests, etc.
• Coordinates and monitors departmental and / or program-specific activities, arranges visitor tours, and maintains a calendar of pertinent meetings and events; works with City personnel and / or outside agencies to coordinate departmental programs and projects and monitors activities.
• Assists in the preparation of departmental budget and monitors department / division expenditures; coordinates purchase cards; prepares purchase requisitions; maintains petty cash.
• Serves at meetings of City boards and committees; arranges and coordinates meetings for boards, commissions, and outside agencies; assists in preparing and distributing agenda packets and correspondence; attends meetings and takes, transcribes, and assures proper distribution of minutes and verbatim transcripts.
• May train or review the work of others; may provide lead or technical assistance as part of a training program.
• May issue certificates, permits, licenses, citations, police reports, and other documents; provides customer service in a calm, helpful, and effective manner.
• May attend meetings with City personnel and / or outside agencies and record / transcribe meeting minutes.
• Depending on department assignment, may receive or transmit emergency or public assistance calls as required.
• Performs related duties as assigned.

IDEAL CANDIDATE

Knowledge of :

Ability to :

MINIMUM REQUIREMENTS

Required :

Desired / Preferred :

SUPPLEMENTAL INFORMATION

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. 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 / abusive 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.

The City of San Luis is committed to Professional Growth and Career Development.

Review of applications will begin 10 days after the posting date and if a pool of qualified applicants is determined, interviews will be conducted. If you are interested in this position, please apply promptly."

The City of San Luis offers the following benefits to all full-time City employees :

MEDICAL / DENTAL / VISION INSURANCE - The City of San Luis is proud to provide medical, dental and vision insurance for it's employees which is administered by 90Degree Benefits. Dependent premiums are paid one month in advance and are pre-taxed. Additional information regarding medical, dental and vision benefits may be requested from the Human Resources Department.

ARIZONA STATE RETIREMENT SYSTEM (ASRS) - City employees are required to enroll in the Arizona State Retirement System.

Employer Contribution - 12.03%

ARIZONA STATE RETIREMENT SYSTEM (ASRS) - LONG TERM DISABILITY (LTD)

Employer Contribution - .014%

SOCIAL SECURITY AND MEDICARE-

FICA (Social Security Tax) - Employee Contribution- 6.20%

Medicare - Employee Contribution - 1.4500%.

PAID TIME OFF (PTO) -

Vacation Leave Accruals (Based on years of service and accrued on bi-weekly basis)

6 - 11 years - 4.62 hrs.

11 years or more - 6.16 hrs.

Sick Leave - 3.69 hrs.

LIFE INSURANCE - The City provides eligible employees with a Life Insurance and Accidental Death and Dismemberment (AD&D) benefit. This plan is administered by Standard.

Basic Life Benefit - $50,000.00

AD&D Benefit - $50,000.00

DISABILITY INSURANCE - Disability insurance is available to all employees who work 30 or more hours per week.

Short-Term Disability - Coverage begins on the 15th day of injury or sickness.

Duration of Benefits - 180 days

Benefits Percentage- 66.67%

Waiting Period - 14 days

Maximum Weekly Benefit : $2,000.00

WORKER'S COMP - Insurance coverage for medical expenses and loss of income due to an on-the-job injury is provided by the City of San Luis for all employees.

Do you live in the United States and within 25 miles from the City of San Luis?

Do you have an active Arizona's Drivers License?

What is your highest level of education?

How many years of experience do you have in clerical, secretarial, and admirative task?

Are you fluent in English and Spanish?

Are you a veteran?

The information provided in your application must support your selected answers in the supplemental questions. The information you provide will be verified and documentation may be required. Please be as honest and accurate as possible. You may be asked to demonstrate your knowledge and skills in a work sample or during an interview. By completing this supplemental questionnaire, you are attesting that the information you have provided is accurate. Any misstatements, omissions, or falsification of information may eliminate you from consideration or result in dismissal.

Required Question

Salary : $36,358 - $50,000