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Administrative Specialist - Public Works
Administrative Specialist - Public WorksCity of Prescott • Prescott, AZ, US
Administrative Specialist - Public Works

Administrative Specialist - Public Works

City of Prescott • Prescott, AZ, US
3 days ago
Job type
  • Full-time
Job description

Job Description

Job Description

ANNOUNCEMENT OF EMPLOYMENT OPPORTUNITY

Administrative Specialist

Public Works Department

Hiring Range : $21.02 to $26.28 Per Hour

FLSA Status : Non-Exempt

Pay Grade : 105

Full Pay Range : $21.02 to $31.53 Per Hour

Deadline to Apply : 11 / 11 / 2025

Benefits Summary :

Major Benefits for Full-Time Regular Employees :

  • A diverse range of complimentary mental health and wellness services is available, including an Employee Assistance Program, a free subscription to Calm, and health coaching
  • Paid time off up to 20 days in first year of employment
  • 10 paid holidays and 1 floating holiday per year
  • Free employee only coverage for medical, dental, vision, short-term disability, and life insurance
  • Free family coverage for select medical and dental plans
  • Pension and long-term disability through Arizona State Retirement System, click here for more details
  • Supplemental benefits such as deferred compensation plans and additional life insurance

Position Summary :

Performs clerical, technical, and diversified administrative support; helps maintain a variety of digital programs, databases, and systems, including computer maintenance management system, payroll, financials, records retention, training and safety records, regulatory reports, and other associated programs within assigned department.

Essential Duties :

Performs high level office support duties and provides specialized technical and program support for assigned areas.

Answers, screens, and directs incoming calls; gathers essential information and provides general assistance to callers / visitor; takes complaints; answers basic questions; and refers to others for resolution.

Greets and directs visitors.

Conducts research; prepares statistical reports and spreadsheets; handles information requests; makes travel arrangements.

Processes billings, invoices, PCards, and credit card transactions, and related activities depending on department assignment.

Assists with asset management software tracking and data updates.

Serves as primary contact for scheduling purposes; schedules appointments and maintains calendars; and schedules conference rooms.

Acts as the liaison for the Department as assigned.

Types drafts; proofreads edited copy; prepares various final documents including letters, reports, forms, work orders, service orders, requests for bids, requisitions, invoices and training materials; and copies and collates materials for distribution and / or storage.

Opens, sorts, and distributes mail.

Assists with budget monitoring.

Supports the Department purchasing agent; submits account transfers; refunds deposits; orders supplies and equipment; and maintains inventory.

Arranges for the repair and servicing of office (and field in some cases) equipment.

Maintains various paper and electronic files; retrieves records, logs and files paper documents; assists with Public Record Requests; retrieves, revises, prints, and saves computer files; and prepares copies of documents as requested

Collects, stores, maintains departmental safety records and collects and maintains departmental training records.

Maintains various computer files and databases; collects and tracks data.

Organizes paper and electronic files; manages record control, records retention schedules, and regulatory reports and records.

Identifies and applies for grants related to operations, training, and administrative functions within the Department; maintains records and files reports with appropriate agencies related to grant performance periods; and builds and maintains relationships with governmental grant administrators and partner agencies.

Provides support to assigned projects or programs.

Assists management with administrative needs.

Assists with permitting, depending on assigned department.

Attends required meetings.

Provides payroll support; tracks / updates employee information; reviews employee time for accuracy; and answers basic employee questions about paychecks and policies.

Performs other duties as assigned.

Qualifications :

Education and / or Experience :

High school diploma or equivalent required. Three (3) years of full-time administrative work experience, including customer service in an office environment and proficiency with computer systems, databases and modern office technology; or any equivalent combination of education, experience and training which provides the knowledge and abilities necessary to perform the essential functions of the position.

Licensing, Certification, and Other Requirements :

Possess a valid Arizona driver's license.

Employee Core Beliefs

City of Prescott employees should seek to uphold the City's core beliefs throughout their day-to-day business and with every customer they come in contact with, both internal and external. Our core beliefs are : Act with Integrity, Work as a Team, Have Personal Commitment and Loyalty, Solve Problems, Take Pride In Excellent Results, High Level of Productivity and Being Nice.

Knowledge, Skill and Abilities :

  • Knowledge of public relations / customer service principles, practices, and techniques
  • Knowledge of a variety of computer software for word processing, databases, financial systems, and spreadsheet applications, including Microsoft Office products for Windows and Adobe PDF
  • Knowledge of modern office methods, practices, procedures, and proper phone etiquette
  • Knowledge of principles and techniques of record keeping and filing
  • Knowledge of accounting and / or business practices and methods
  • Knowledge of the City's governmental organization, policies, and procedures
  • Knowledge of rules and regulations related to assigned functions
  • Knowledge of occupational hazards and safety precautions
  • Skill in using a variety of computer software for assigned department, such as word processing, database, spreadsheet, and meeting applications, preferably Microsoft Office products for windows : Word, Excel, Power Point, Access, Outlook, and Lucity
  • Skill in performing data analysis, producing digital reports and using a variety of computer software for assigned department, such as word processing, database, spreadsheet, and meeting applications, preferably Word, Excel, Power Point, Outlook, Sharepoint, Canva and Lucity.
  • Skill in using a variety of office equipment including computers, phones, 10-key and / or calculators, printers, copiers, scanners, etc.
  • Skill in typing, word-processing; preparing and maintaining accurate records, reports, and files
  • Skill in organizing
  • Skill in communicating, both verbally and in writing
  • Skill in applying math to assigned functions
  • Skill in utilizing public relations techniques in responding to inquiries and complaints
  • Skill in preparing presentation materials
  • Skill in handling and prioritizing multiple projects
  • Ability to maintain confidentiality of records and information
  • Ability to type at least 50 words per minute (wpm)
  • Ability to establish and maintain effective working relationships with City residents, department heads, employees, elected officials, business and professional groups, and the general public
  • Ability to understand and follow oral and written directions
  • Ability to operate personal computers and operate two-way radios
  • Ability to respond to public / employee inquiries, complaints, and emergencies in a professional and pleasant manner
  • Ability to format and make computations and tabulations with speed and accuracy

    • Physical Demands And Working Conditions :

  • Work is performed in a normal, but fast paced, City office environment
  • Safely operates a City vehicle and variety of standard office equipment including a computer terminal, telephone, two-way radio, 10-key calculator, and copier, requiring continuous and repetitive arm, hand, and eye movement
  • Clearly, concisely, and effectively communicates both in person and over the telephone
  • Possesses physical and visual abilities sufficient to effectively and safely perform required duties
  • Safely lifts 50 pounds without assistance; performs repetitive bending, twisting, and walking
  • Work is performed in a dynamic environment that requires sensitivity to change and responsiveness to changing goals, priorities, and needs

    • Successful candidate will receive a post-offer, pre-employment background screening to include :

  • Drug screening
  • Motor vehicle records check
  • Criminal background screening

    • City of Prescott Contact Information

    201 N. Montezuma Street, Suite 207

    Prescott, AZ 86301

    Email : hr@prescott-az.gov

    Website : www.prescott-az.gov

    Phone : 928-777-1410 / Fax : 928-777-1213

    When advised, reasonable accommodations will be made in order for an "otherwise qualified applicant" with a disability to participate in any phase of the selection process. In accordance with A.R.S. 23 - 493, this position has been identified as "Safety Sensitive". The City of Prescott is an Equal Employment Opportunity employer.

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    Administrative Specialist • Prescott, AZ, US