Administrative Assistant

Positions assigned to this class perform a variety of administrative and clerical support duties involved in the day-to-day operations of a department. Assists in the preparation and administration of the annual budget and time and attendance processing. Provides service to the public and office support as needed. Specific tasks vary depending on the area of assignment. May supervise or lead lower-level personnel.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 a variety of support services to a department or division; compose and prepare correspondence, schedule meetings, maintain administrative files for staff; perform data entry and file maintenance.
• Review, research and complete department or division requests and assignments; compose reports and statistical summaries.
• Receive, collect and report on departmental fiscal data; research products and vendors for best pricing; order and maintain supply levels.
• Participate in budget preparation and administration; procure goods and services; process check requests; track expenditures; assist with grant management; oversee and participate in accounts payable and accounts receivable activities.
• Perform and oversee public or employee interactions; greet and assist walk-in customers; answer and direct phone calls; respond to requests and inquiries.
• May develop, monitor, and coordinate reports and presentations to City Council, outside agencies, boards, commissions, contractors, and service providers.
• May assist with time and attendance processing; verify approval of timesheets and correct documentation of hours; adjust any discrepancies; input leave and time-off requests.
• May assist with selecting, training, and supervising assigned support staff; may manage office and workflow by assigning and monitoring work activities of office support personnel.
• May work with departments, residents, or outside agencies.
• May process and distribute city-wide or department mail.
• May act as a notary verifying identities, witnessing signatures, administering oaths, and maintaining accurate records of notarial acts, ensuring the integrity of legal and financial transactions.
• Support the city’s policies, goals and objectives and work with management and other staff to ethically achieve such goals and objectives; ensure compliance with safety procedures. 

Depending on area of assignment (animal control):

• Serve as the primary front-desk representative for the animal shelter.
• Assist the public and respond to phone, email, and in-person inquiries.
• Provide information regarding shelter services, animals, and available resources.
• Coordinate animal adoptions and intakes and process related paperwork and payments.
• Provide professional and compassionate customer service, including during sensitive or challenging situations.
• Maintain accurate animal, owner, adoption, medical, treatment, and public-interaction records.
• Enter and update case notes, meeting minutes, and other administrative documentation.
• Manage calendars, appointments, staff schedules, and administrative records.
• Maintain confidentiality and ensure records are complete, organized, and current.
• Monitor office and animal care supplies and coordinate inventory needs.
• Assist with public communications, social media content, outreach activities, and events.
• Communicate operational information to staff, volunteers, partner organizations, and the public.

Education and Experience
Graduation from a college or university accredited by an agency recognized by the U.S. Secretary of Education or Council for Higher Education Accreditation (CHEA) with an associate’s degree and one (1) year paid full-time clerical or administrative support experience or an equivalent combination of education and experience.Knowledge 

• City and department procedures, policies, and guidelines; Arizona Revised Statutes.
• Principles and practices of accounting, bookkeeping, and budget preparation.
• Research and analysis methods and techniques.
• Principles and procedures of recordkeeping, reporting and record 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.
• Assessing, prioritizing and completing multiple tasks and demands simultaneously.
• Creating various financial reports; accurate data entry.
• Creative writing and business correspondence.

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.

Physical Demands and Working 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 evenings, weekends and holiday work may be required.

Depending on area of assignment (animal control):
May perform duties in both indoor and outdoor kennel area. May require frequent standing, walking, bending, stooping and operation of a personal computer. May be required to perform a full range of motion with lifting and/or carrying items weighing up to 50 pounds. May be subject to animal bites and/or scratches and cleaning chemicals.