PART TIME ADMINISTRATIVE SECRETARY - PROCUREMENT

DRUG FREE WORKPLACE

Applicants for employment and volunteer opportunities should be aware of the City of Sierra Vista's policies concerning the use of drugs and alcohol. These policies have not been altered by the passage of proposition 207. The use of recreational marijuana is a violation of the City's Drug Free Workplace Policy. All positions within the City are required to submit to a pre-employment drug test. A positive result for drugs tested under the policy, including recreational marijuana, may be grounds for withdrawal of an offer of employment or volunteer opportunity. The examination process may vary if determined necessary.

Definition & Essential Functions

This position shall work no more than 19.5 hours per week.
Under limited supervision, performs a variety of secretarial and routine administrative functions in the Procurement Division.

FLSA status: Non-Exempt.

Essential functions included in the job description may include tasks, knowledge, skills, and other characteristics. The list of tasks is illustrative only and is not a comprehensive listing of all functions and tasks performed by positions in this class.

Tasks

Prepares, composes, and types a variety of documents for the City Clerk's Office; reviews and responds to routine inquiries not requiring supervisory attention; answers questions and provides general and detailed information regarding department and City operations, policies, and procedures; researches and provides a variety of special reports; prepares materials for a variety of meetings; screens incoming telephone calls, letters, and visitors.

Assists with coordination of procurement-related invoicing, receiving, billing, and expediting. Researches, prepares, attains appropriate approvals processes, and files incoming invoices; matches invoices with back-up documentation, inputs data into computer, and distributes payments to appropriate vendors; researches and verifies incoming invoices for payment history, receipt of items, and negotiated prices.

Maintains and organizes department operation and project files and records; schedules appointments; arranges meetings and coordinates travel requirements, including air, hotel/motel, and car arrangements; completes and files a variety of standard reports.

Provides secretarial support to Procurement staff to include preparation of correspondence and documents, transcription of letters, memos, and other documents; file maintenance; and administrative duties for the Chief Procurement Officer.

Knowledges, Skills & Other Characteristics

Knowledges, Skills & Other Characteristics Knowledge of:
City procurement & financial procedures and practices.
Experience using Tyler Technologies Munis software or similar preferred.
Office management and administrative support practices and procedures.
City operations and functions.
General bookkeeping practices and procedures.
A variety of computer software, including word processing, spread sheet, and presentation applications. Department goals, objectives, policies, procedures, codes, and regulations.

Skill in:
Researching, compiling, and preparing reports and related information.
Operating a variety of office equipment, including personal computer, computer terminal, calculator, telephone, copier, and FAX.
Establishing and maintaining effective working relationships with City staff, outside agencies, and the public. Preparing a variety of reports, documents and correspondence using appropriate formats.
Maintaining files and records.
Analyzing and interpreting policies and procedures.
Handlingroutineadministrativematterstoconservethetimeofsuperior.
English usage, spelling, grammar, and punctuation.

Qualifications

High school diploma or equivalent
Three (3) years experience in secretarial work.
Arizona Driver license required upon hire

ADDITIONAL INFORMATION
The City of Sierra Vista provides an equal employment opportunity (EEO) for all persons regardless of race, color, sex (to include lesbian, gay, bi-sexual, or transgendered (LGBT)), age, religion, national origin, disability, marital status, or genetic information. The City of Sierra Vista complies with applicable local,state and federal laws governing nondiscrimination in all employment activities.

The City of Sierra Vista complies with the American’s with Disabilities Act (ADA) and will provide reasonable accommodation for qualified individuals with disabilities. Requests for reasonable accommodation during the recruitment or hiring process must be sent to the Human Resources Department.