Administrative Assistant I - Public Works (Prescott)

Posting number: 202600245

Department: Public Works

Job classification: Administrative Assistant I

Posting type: Open

Categories: Administration, Administrative Assistant, Building & Safety, Clerical & Data Entry, Public Works, Records Management

Summary

Under general supervision, performs work of moderate difficulty assisting a manager or Director with a variety of administrative detailed work specific to the assigned department.

Under general supervision, performs work of moderate difficulty assisting a manager or Director with a variety of administrative detailed work specific to the assigned department.

Examples of duties

• Performs a variety of administrative tasks, including preparing reports, checking mathematical calculations, preparing correspondence, entering and retrieving data utilizing a computer data base program, taking and transcribing meeting minutes and scheduling.
• Performs accounting and/or purchasing tasks related to the department’s budget or assigned program.
• Maintains office records/files and database files of a routine to difficult and/or confidential or a sensitive nature.
• Conducts research and development.
• Communicates in person and by telephone with staff and public.
• Performs other job-related duties as assigned.

Qualifications

Education: 
High school diploma or equivalent.

Experience:  
A minimum of two (2) years of increasingly responsible clerical/administrative experience.

Additional Requirements:

Must possess a valid Arizona driver’s license.

Community Health Services 
Must possess a current fingerprint clearance card issued by the Arizona Department of Public Safety.

Supplemental information

Required Knowledge, Skills, and Abilities:  

Knowledge of:

• Departmental clerical and office procedures, including various internal programs.
• Business English, spelling, grammar, punctuation, and composition.
• Clerical office practices and procedures.
• Research techniques and report writing.
• Current Microsoft Office software.
• Filing and recordkeeping.

Skill in:

• Customer service.
• Communicating effectively verbally and in writing and communicating orally in a face-to-face setting and by telephone with public and employees.
• Establishing and maintaining effective working relationships with employees, other agencies, and the public.
• Organization and adherence to detail.

Ability to:

• Provide timely, accurate, professional, and confidential administrative support.
• Prepare correspondence, write reports, and design forms.
• Answer inquiries and questions.
• Make inferences from written materials.
• Multitask and prioritize autonomously.
• Develop and maintain effective working relationships with associates, employees of other departments, representatives of other organizations, County officials, and the public.
• Keep management informed of key operating issues affecting the department.
• Remain current in knowledge required to perform assigned duties.  
• Handle confidential matters and maintain discretion always.
• Act with courtesy, tact, and diplomacy.
  
  

Work Environment: 
The work environment is associated with an office. The work area is adequately lighted, heated or cooled and ventilated.

Physical Requirements: 
Ability to sit or stand for extended periods of time. Sufficient vision to read printed materials and a computer screen; hearing and speech ability to communicate effective in-person and telephonically. Capable of frequent repetitive movement of arms, fingers, and wrists. Ability to lift up to 30 pounds.

Additional Job Information:

FLSA: Non-Exempt 
Grade: 5 
Classification: Classified 
Safety Sensitive: No