Senior Office Specialist

The Town of Oro Valley Town Clerk’s Office is seeking a highly motivated candidate with excellent customer service skills to join the Town Clerk’s Office. This position will be the lead for answering a multi-line phone system, greeting and directing customers, scanning projects and updating procedure manuals. The ideal candidate should possess excellent time management skills and the ability to work under their own initiative.  This position will also perform a variety of administrative, skilled and technical work including:

• Posts Town Council and Board/Commission agendas and Notice of Quorums as required under state law
• Assists with preparation for Town Council meetings
• Attends Town Council Study Sessions and/or other Council meetings in the absence of the Deputy Town Clerk and performs Recording Secretary duties at those meetings, including taking minutes
• Processes, tracks and files approved ordinances, resolutions and agreements from Council meetings
• May assist with tracking and routing agenda items in AgendaQuick
• May attend all bid openings and prepare minutes of bid openings in the absence of the Deputy Clerk; and processes unsuccessful bids
• May assist with processing and responding to public record requests in AgendaQuick
• Electronically records agreements with the Pima County Recorder’s Office
• Provides notary services

• Provides higher-level administrative and secretarial assistance and support to Directors and Administrators.
• Responds to customer requests for Department information.
• Provides confidential support to the Department
• Assists in the development, implementation and administration of Departmental budget.
• Prepares reports and documents other than basic correspondence.
• Processes cash and check payments, performs tasks relative to keeping financial and statistical records and accounts and monitors monthly expenditures.
• Assists in the maintenance of the calendar of events and activities for the Department.
• Oversees, trains and participates in coordinating events and projects.
• Coordinates contracts for office equipment and supplies.
• Assists management in the analysis of departmental data and operations.
• Estimates expense costs for events and maintains budget.
• Assists in and operates office equipment.
• May supervise support staff, perform employee evaluations and approve requests for sick and annual leave.
• Plans, organizes, prioritizes, assigns and reviews tasks given to support staff for accuracy and completeness.
• Analyzes work related situations and makes independent decisions.
• Develops and maintains files and records and provides personnel copies of files requested.
• Assists in implementing and communicating policies and procedures.
• Answers, screens and directs telephone calls and receives, reads and sorts mail.
• Attends and participates in meetings and prepares and posts agendas.
• Prepares, copies and distributes meeting materials and transcribes minutes.
• Assists other departmental personnel in resolving information technology issues.
• Maintains regular and reliable attendance.
• Other duties as assigned.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:
 

• Ability to communicate effectively both verbally and in written communication.
• Ability to establish and maintain effective working relationships.
• Ability to interpret and apply relevant Town, State and Federal statutes, ordinances, codes, rules and regulations, and other governing rules and regulations.
• Ability to organize work, set priorities, meet critical deadlines and follow up on work assignments with minimal supervision.
• Knowledge of event planning techniques and methods.
• Knowledge of management and/or supervision principles and possession of strong leadership skills.
• Knowledge of personal computer hardware and software.
• Knowledge of research and report preparation techniques.
• Knowledge of, or ability to learn, Town and Department policies and procedures.
• Skill in ensuring accuracy of all work performed.

• A high school diploma or GED.
• Four (4) years’ experience in office administration.
• An equivalent combination of education and experience may be considered.

 PREFERRED QUALIFICATIONS: 

• Some college preferred.
• Experience in providing leadership to clerical staff.
• Records Management experience.

• Work is performed in an indoor environment.
• Must be able to lift or move up to twenty-five (25) pounds.
• Regular, daily attendance is an essential function for this position.

Salary : $44,779 - $49,000