Administrative Assistant - Community Development

Under general supervision, performs a variety of secretarial, technical, organizational, and administrative activities to support the functions of the assigned Department, including public boards and commissions; duties may vary according to work assignment.The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only to provide a summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Exercises initiative and independent judgment in performing administrative functions; makes decisions within limits of delegated authority.
• Provides prompt and courteous customer services to constituents, visitors and others having business with the City; explains nature of programs, policies, procedures and services; explains the proper use and completion of forms and documents; screens and routes calls to appropriate individuals, and takes and delivers messages; accepts and returns application material, and collects and processes fees for services.
• May assist with sales of cemetery plots including the sale and coordination of headstone placements, and other cemetery-related job duties.
• Maintains absolute confidentiality of work-related issues, records and City information; responds to requests for information within the scope of authority; refers matters requiring policy interpretation to supervisor for resolution. 
• Conducts and coordinates assigned projects and research studies; identifies and resolves problems; assures proper resolution of customer service issues; serves as Notary Public.
• Maintains calendars, schedules meetings and appointments; prioritizes and resolves meeting schedules; coordinates meeting resources; takes meeting minutes.
• Composes correspondence and other documents on subjects requiring knowledge of City procedures and policies; creates, edits and processes memorandum, legal and technical documents and other communications.
• Maintains department files and library; collects and compiles statistical data; develops and creates a variety of technical and statistical reports; updates manual and computer records and tracking systems; creates management reports.
• Processes and reviews general, payroll, financial, and/or purchasing functions and entries, which may include processing timekeeping, accounts payable, assisting with requisitions, service orders, invoices, purchase orders, credit card reconciliations, and collecting money from customers.
• Performs other duties as assigned or required. 

• Knowledge of City organization, operations, policies and procedures.
• Knowledge of administrative regulations, policies and procedures.
• Knowledge of professional standards for business correspondence, writing, spelling and grammar.
• Knowledge of fundamental principles of government accounting and budgeting.
• Knowledge of principles of record keeping, case files and records management.
• Knowledge of customer service principles and methods.
• Knowledge of business and personal computers, and spreadsheet software applications.
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  • Skill in reading, understanding, and applying relevant City, state and Federal statutes, rules, ordinances, codes, regulations, administrative orders, and other governing regulations.  
  • Skill in planning, prioritizing and completing assignments with minimum supervision.
  • Skill in conducting research, and preparing reports, technical documents and correspondence.
  • Skill in planning, organizing, managing, and controlling complex administrative services.
  • Skill in communicating effectively, and using discretion and sound judgment.
  • Skill in maintaining accurate records, and entering information into a computer system with speed and accuracy.
  • Skill in operating a personal computer utilizing a variety of business software.
  • Skill in establishing and maintaining effective working relationships with City staff, officials, employees, community organizations, service providers and the public.

High School diploma or GED equivalent, AND three (3) year’s administrative support experience; OR an equivalent combination of education and experience.  Associates Degree in Business or Public Administration is preferred.

Must maintain a valid State of Arizona driver’s license.  May be required to pass a background investigation and pre-employment testing.