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Community Services Administrative Assistant

Community Services Administrative Assistant

Government JobsFountain Hills, AZ, US
13 days ago
Job type
  • Full-time
Job description

Administrative Assistant

The Town of Fountain Hills has an excellent full-time job opportunity available as the Administrative Assistant in the Community Services Department. This position reports directly to the Community Services Director and is based on-site. Remote work is not available for this role.

The Community Services Department is the Town's "Fun Department," bringing energy to Fountain Hills through events like the July 4th at the Fountain Celebration, Music Festival, Turkey Trot, Spooky Blast, and Breakfast with Santa. The department also keeps our parks well-managed and operates the Community Center as a hub for recreation. The Administrative Assistant helps keep it all running smoothly from events and parks to the community center and more.

This position provides support services and administrative assistance for the Director and Division Supervisors of the department by performing highly responsible secretarial, clerical, and administrative duties. The Administrative Assistant also serves as a budget clerk, handling entry, filing, and routine monitoring for all divisions of the department, coordinates Commission meetings by preparing packets, postings, and minutes, and assists with Commission recruitment processes and interviews.

Position will remain open until filled with a weekly review of applications anticipated.

Examples of duties include :

  • Providing administrative support to Department management in preparing budget materials and routine reports. Assists with bidding processes and maintains related contract files. Provides general support to managers and supervisors on projects through reporting, file management, and document coordination.
  • Preparing and distributing Commission Meeting packets and postings; secures meeting rooms, attends Commission meetings, transcribes Commission minutes. Prepares all paperwork pertaining to Commission recruitment and attends recruitment interviews.
  • Providing administrative support in the day-to-day operations of the department. Reviews incoming mail, distributes it accordingly, and responds to correspondence as directed.
  • Preparing requisitions and receiving products on purchase orders using the ERP (Enterprise Resource Planning system) system. Maintains a department purchase card and codes purchases. Monitors and orders departmental supplies. Calls for equipment repair when necessary. Monitors and stocks the department's brochures and flyers in kiosks.
  • Providing support for the Town Hall CSRs (Customer Service Representatives); assists in participant registration and park facility booking, and other areas as needed.
  • Conducting research, and accomplishing special projects. Responds to requests for information from staff and the general public in a timely manner to achieve satisfactory resolutions.
  • Maintaining records / documents for the department. Adheres to the records retention requirements.
  • Performing other related duties as assigned.

Typical qualifications include :

  • Knowledge of a specific vocational, administrative, or technical nature, which may be obtained with six months / one year of advanced study or training past the high school equivalency. Junior college, vocational, business, technical or correspondence schools are likely sources. Appropriate certification may be awarded upon satisfactory completion of advanced study or training. Must be literate in Microsoft Word, Excel, PowerPoint, and Microsoft Outlook.
  • Minimum three years in progressively responsible administrative work.
  • Possess a valid driver's license for a minimum of two years with a good driving record.
  • Equivalent combination of experience and training that meet the minimum qualifications may be substituted.
  • Ability to read and understand reports, letters, correspondence, schedules, budget material and purchase orders.
  • Ability to perform general math calculations such as addition, subtraction, multiplication and division.
  • Ability to write reports, letters, correspondence, schedules and purchase orders.
  • Attention to detail, accuracy, and the ability to follow established procedures.
  • Regular contact with other Town staff, vendors, suppliers, and external agencies.
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    Administrative Assistant • Fountain Hills, AZ, US