Administrative Specialist - Public Works

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. T hree (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 :

Physical Demands And Working Conditions :

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

City of Prescott Contact Information

201 N. Montezuma Street, Suite 207

Prescott, AZ 86301

Email : Website :

Phone : / Fax :

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.

Admin, Administrative, Research, Statistics, Data

Job Posted by ApplicantPro