Administrative Assistant

Salary : $18.59 Hourly

Location : Fernando Padilla City Building, AZ

Job Type : Full-time

Job Number : 2025-00067

Department : Human Resources

Division : Risk Management

Opening Date : 10 / 27 / 2025

Closing Date : Continuous

ABOUT THE POSITION

YOUR FUTURE BEGINS HERE!

Join one of the fastest-growing cities in Arizona and the youngest in Yuma County!

Under close supervision of the Risk Manager, performs basic office support activities for Risk Management Division under the Human Resources department.

As the Administrative Assistant, you will :

• Provide general administrative support services for management personnel, departments, divisions, and / or programs; prepare a wide range of reports and documents from written material or machine transcription using a computer or other office equipment.
• Assist in maintaining databases and records related to risk assessments, incidents, and insurance claims.
• Assist in preparing documentation for audits, inspections, and regulatory reviews.
• Assist with coordinating training sessions or workshops related to risk awareness and safety protocols. This could involve scheduling sessions, preparing materials, and tracking attendance.
• Maintain records related to insurance policies, claims, risk assessments, and safety protocols. This includes organizing and updating files to ensure easy access and compliance with regulatory requirements.
• Collaborate with the Risk Manager or Safety Officer to conduct risk assessments in different areas of the organization. Help gather data, prepare reports, and document findings to identify potential risks and recommend mitigation strategies.
• Participate in regular meetings or discussions with the risk management team to evaluate current practices and propose enhancements to mitigate risks more effectively.
• Format documents, charts, reports and forms using standard (MS Office) and specialized applications; edit for punctuation and spelling; proofread for accuracy and consistency; may independently compose and prepare reports, letters and / or memoranda.
• Perform general secretarial work; receive and screen visitors, callers and mail, and direct to appropriate individual or office; take and transmit messages; make appointments; greet and assist customers in person, on the phone, on the computer or through other means of communication.
• Provide and gather general information to / from a variety of sources; makes travel arrangements; identify customer needs; search for, receive and explains information regarding rules, regulations, policies, procedures and technical office operations.
• Research, compile, maintain and process general statistical, financial and / or numerical data related to departmental personnel, payroll, purchasing, inventory, budget and / or other functions; verify and make entries and notations.
• Maintain specialized records of departmental operational activities (e.g., invoices, purchase orders, payments, permits, citations, equipment inventories, time and attendance records, personnel records, grant submittals, inspections, financial / budget information, travel / training request, etc.
• Coordinate and monitor departmental and / or program specific activities, arrange visitor tours, and maintain a calendar of pertinent meetings and events; work with City personnel and / or outside agencies to coordinate departmental programs and projects and monitors activities.
• Assist in the preparation of departmental budget and monitors department / division expenditures; coordinate purchase cards; prepare purchase requisitions; maintain petty cash.
• Train or review the work of others; may provide lead or technical assistance as part of a training program.
• Attend meetings with City personnel and / or outside agencies and record / transcribe meeting minutes.
• Assist with Human Resources front desk duties as needed.
• Assist with Special Programs as needed.
• Perform related duties as assigned.

IDEAL CANDIDATE

Will possess knowledge of :

Possess the ability to :

MINIMUM REQUIREMENTS

Education, Training and Experience :

Licenses and Certificates :

All Licenses and Certifications required must be maintained throughout employment.

Special Requirements :

Desired / Preferred :

SUPPLEMENTAL INFORMATION

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

While performing the duties of this job, the employee is regularly required to sit, walk and stand; talk and hear; use hands to finger, handle, feel or operate objects, tools or controls; reach with hands and arms; and perform repetitive movements of hands or wrists. The employee is frequently required to lift up to 30 pounds unaided. Employees must be physically capable of operating City vehicles, for job-related purposes, safely. Specific vision abilities required for this job include close vision and the ability to adjust focus.

Mental Demands

While performing the duties of this class, an employee uses written and oral communication skills; reads and interprets data, information and documents; analyzes and solves problems; uses math and mathematical reasoning; performs highly detailed work; deals with multiple concurrent tasks; and interacts with others encountered in the course of work, including frequent contact with customers and / or the public and dissatisfied individuals.

Work Environment :

The employee works in an office environment where the noise level is usually quiet. Certain positions within the classification may require availability to work flexible schedule.

The City of San Luis is committed to Professional Growth and Career Development -

Current employees may be given preferred consideration if they meet the position's minimum requirements.

OPEN UNTIL FILLED

Applications will be reviewed 10 days after the posting date, and interviews will be conducted if a pool of qualified applicants is determined.Interested incumbents are encouraged to apply promptly.

Candidates with the most relevant backgrounds will be invited to participate in the interview / assessment process.

APPLICATION PROCESS :

To be considered, online applications MUST include all required documents listed under the Minimum Requirements section of the Job Posting. All documents should be uploaded as attachments

Please note :

The City of San Luis offers the following benefits to all full-time City employees :

MEDICAL / DENTAL / VISION INSURANCE - The City of San Luis is proud to provide medical, dental and vision insurance for it's employees which is administered by Personify. Dependent premiums are paid one month in advance and are pre-taxed. Additional information regarding medical, dental and vision benefits may be requested from the Human Resources Department.

ARIZONA STATE RETIREMENT SYSTEM (ASRS) - City employees are required to enroll in the Arizona State Retirement System.

ARIZONA STATE RETIREMENT SYSTEM (ASRS) - LONG TERM DISABILITY (LTD)

SOCIAL SECURITY AND MEDICARE-

FICA (Social Security Tax) - Employee Contribution- 6.20%

Medicare - Employee Contribution - 1.4500%.

PAID TIME OFF (PTO) -

Vacation Leave Accruals (Based on years of service and accrued on bi-weekly basis)

Sick Leave - 3.69 hrs.

LIFE INSURANCE - The City provides eligible employees with a Life Insurance and Accidental Death and Dismemberment (AD&D) benefit. This plan is administered by Standard.

Basic Life Benefit - $50,000.00

AD&D Benefit - $50,000.00

DISABILITY INSURANCE - Disability insurance is available to all employees who work 30 or more hours per week.

Short-Term Disability - Coverage begins on the 15th day of injury or sickness.

Duration of Benefits - 180 days

Benefits Percentage- 66.67%

Waiting Period - 14 days

Maximum Weekly Benefit : $2,000.00

WORKER'S COMP - Insurance coverage for medical expenses and loss of income due to an on-the-job injury is provided by the City of San Luis for all employees.

01

Do you possess a High School or GED equivalency?

02

Do you have a minimum of three (3) years of experience performing responsible secretarial and administrative duties?

03

Do you have an active Arizona Driver's License?

04

Do you live in the United States and within 25 miles from the City of San Luis?

05

Are you a Veteran?

06

The information provided in your application must support your selected answers in the supplemental questions. The information you provide will be verified and documentation may be required. Please be as honest and accurate as possible. You may be asked to demonstrate your knowledge and skills in a work sample or during an interview. By completing this supplemental questionnaire, you are attesting that the information you have provided is accurate. Any misstatements, omissions, or falsification of information may eliminate you from consideration or result in dismissal.

Required Question