Administrative Assistant (Parks)

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We're looking for an Administrative Assistant to support our Parks & Recreation team. In this role, you will be responsible for managing projects, coordinating planning processes, and providing information and assistance as needed. You will also answer telephones, process mail, assist customers, research information, maintain records, and support various department functions.

About You

If you are able to work independently, communicate effectively, and remain composed in high-stress situations, we want to hear from you. We’re looking for someone who is an effective communicator, detail-oriented, and comfortable navigating complex situations while maintaining strong professional relationships.

• Graduation from a high school or GED, supplemented by the equivalent of two years of college-level training.
• Four (4) years of related experience.
• Or any equivalent combination of education and progressively responsible experience which provides the knowledge, skills and abilities necessary to perform the work.

SPECIAL REQUIREMENTS

• Valid Arizona Driver’s License or ability to obtain within 6 months of hire. 
• Ability to accurately read and write the English language.
• Ability to be bondable and may be required to become a notary public.

NECESSARY KNOWLEDGE, SKILLS AND ABILITIES

Knowledge: Departmental policies and procedures; Applicable City, State and Federal policies, laws, and regulations. Record keeping practices and procedures; Customer service procedures and techniques; Standard office practices and procedures; Budget monitoring and tracking; English spelling, grammar and punctuation; General bookkeeping practices and cash handling processes.   

Skills: Reading and interpreting data, manuals and specifications; Assessing and prioritizing multiple tasks, projects and demands; Maintaining department records management; Reconcile budgets and purchases; Taking and transcribing accurate minutes of meetings; Proofread materials; Establishing and maintaining effective working relationships with co-workers and the public; Operating listed tools and equipment; Troubleshooting problems; Maintaining and handling applicable equipment; Working in a team environment; Providing customer service; Utilizing a computer and relevant software applications; Demonstrate proficiency to prepare work orders, documents, spreadsheets, databases, presentations, email and timesheets; Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.

Abilities: Ability to establish and maintain effective and accurate records and filing systems; Maintain effective and accurate accounting procedures; Gather, research and interpret data; Carry out assigned projects to their completion and perform multi-tasks with numerous interruptions; Communicate effectively verbally and in writing; Work requires the ability to write memoranda, correspondence, reports and produce written documents with clearly organized thoughts using proper English sentence construction, punctuation, and grammar; Interpret rules, regulations, and policies and make decisions based upon them; Maintain confidentiality of information; Establish and maintain effective working relationships with employees, supervisors, vendors and the public. Adapt to changing work priorities; Perform basic mathematical calculations; Work independently and to complete daily activities according to work schedule; Participate in teamwork productively; Read manuals and specifications and apply knowledge; Use equipment and tools properly and safely.

Administrative Support (35%):  Plans, coordinates, and schedules meetings, and business travel arrangements. Performs a variety of administrative duties, such as planning, scheduling and coordinating various events. Manages the department calendars and/or calendars of assigned staff. Responds to varied and often complex requests or complaints from employees or the general public. Assists department with special projects and activities, presentations, operational and strategic plans, and customer requests for information. Assists management staff with follow up on work assignments within the department. 

Financial Management & Procurement (25%): Performs general financial and accounting procedures for the entire Department. Maintains budget files, tracks, monitors, and reconciles divisional or program budget accounts, expenditures, transactions, financial statements and reports; investigates discrepancies; may assist in estimating expenditures for a program or division. May be responsible for reviews of bids for supplies and office equipment and make necessary recommendations based on lowest and best bids, competency of vendors and consultants, and the selection criteria. 

Meeting and records management (20%): Taking and recording minutes at meetings, preparing meeting agendas, knowledgeable in Arizona open meeting law and apply to meetings, follows up on committee assignments; responds to requests for information, processing incoming and outgoing mail, drafts of letters and memoranda. Assists department with records management by establishing, organizing and maintaining filing system; scans and indexes records into electronic document management systems; performs records retention and destruction report preparation. 

Public Relations, Communication and Teamwork (20%): Formats, edits, updates, and maintains division or department Intranet or Internet webpages. Composes, edits and proofreads a variety of documents including letters, memos, notices, flyers, forms, brochures, newsletters, and other materials for internal and external use. Serves on City teams as assigned by attending meetings, performing assigned tasks, and working in cooperation with other City employees for a common goal. Communicates and acts in a professional manner with the public, co-workers, and work contacts. 

BE PART OF SOMETHING GREAT - BUILD YOUR FUTUER IN KINGMAN
The City of Kingman is located in Mohave County approximately 100 miles southeast of Las Vegas and 195 miles northwest of Phoenix nestled between the beautiful Cerbat and Hualapai mountain ranges along historic Route 66. In 2019, Reader’s Digest named Kingman one of the “Nicest Places in Arizona” for its thoughtful residents and spirit of generosity. In addition to its small-town look and feel, the area also offers a wide range of recreational activities that include hiking, bike and ATV trails, camping, golf, beautiful parks, historical attractions, nearby lakes and the Colorado River.

With more than 400 full and part-time employees across 30 divisions, the City of Kingman provides exceptional public services to over 30,000 residents. Our focus on high-quality customer service, safety and teamwork underpins our efforts to foster an atmosphere where citizens and businesses can thrive.

For more information about the City of Kingman, please see our Open Finance Portal, Choose Kingman Economic Development page and our Go Kingman tourism page for more information.  

WORK ENVIRONMENT
The work environment characteristics attached to the job description are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. See Physical Demands.

COMMITMENT TO SAFETY & WELLNESS
It is the policy of the City of Kingman to ensure a safe, healthful workplace for all its employees. It requires that every person in the organization assumes the responsibility of individual and organizational safety. Injury and illness losses from incidents are costly and preventable.  The City of Kingman will employ an effective accident and illness prevention program and a comprehensive wellness program that involves all its employees in the effort to eliminate workplace hazards and promote employee health and wellness. All employees are expected and encouraged to participate in safety and wellness program activities including the following: reporting hazards, unsafe work practices and accidents immediately to their supervisors or a safety committee representative; wearing required personal protective equipment; and participating in and supporting safety committee activities.  

DISCLAIMER
The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position.  They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel in this position.  This job description is subject to change as the needs and requirements of the position changes.