City of Prescott · 5 days ago
Administrative Specialist - Public Works
Prescott,AZ,US
Full-time
Onsite
Mid Level
$21.02/hr - $26.28/hr
3+ years expCity of Prescott is seeking an Administrative Specialist for their Public Works Department. The role involves providing high-level administrative support, managing schedules, processing financial transactions, and maintaining departmental databases.
Financial ServicesRetirementWealth Management
Responsibilities
Provides high-level administrative and office support, including specialized program support for assigned departments or functions
Serves as the primary point of contact by answering, screening, and directing phone calls; greeting and assisting visitors; responding to general inquiries and complaints; and referring matters as appropriate
Manages scheduling and coordination, including maintaining calendars, scheduling appointments, and reserving conference rooms
Prepares, types, proofreads, and finalizes a variety of documents, including correspondence, reports, forms, work orders, requisitions, invoices, bids, and training materials
Conducts research and prepares reports, spreadsheets, and other supporting documentation
Processes financial and administrative transactions, including billings, invoices, P-Cards, credit card transactions, purchasing, deposits, and refunds, depending on department assignment
Provides payroll support by reviewing time records for accuracy and responding to basic payroll and policy questions
Serves as department purchasing support by ordering supplies and office equipment, maintaining inventory, and coordinating equipment repair and servicing
Organizes, maintains, and retrieves paper and electronic records; assists with records retention schedules; assists with public records requests; and assists with preparing regulatory reports as needed
Maintains departmental databases and files; collects, tracks, and reports data; and manages safety and training records
Provides administrative support to management, assigned projects, and special programs
Assists employees and crews with research, information requests, travel arrangements, and other administrative needs
Opens, sorts, and distributes incoming mail
Attends required meetings and performs other duties as assigned
Qualification
Required
High school diploma or equivalent
Three (3) years of full-time administrative work experience, including customer service in an office environment
Proficiency in computer programs utilizing Windows computer applications
Possess a valid Arizona driver's license
Knowledge of public relations and customer service principles, practices, and techniques
Knowledge of modern office methods, practices, procedures, and recordkeeping principles
Knowledge of accounting, business practices, and basic financial processes
Knowledge of the City's governmental organization, policies, procedures, and applicable rules and regulations
Knowledge of occupational hazards and safety precautions related to assigned duties
Skill in using a variety of computer software and applications, including word processing, spreadsheets, databases, financial systems, and presentation tools, preferably Microsoft Office (Word, Excel, PowerPoint, Access, Outlook), Adobe PDF, and Lucity
Skill in operating standard office equipment, including computers, phones, calculators/10-key, printers, copiers, scanners, and two-way radios
Skill in typing, word processing, organizing, and maintaining accurate records, reports, and files
Skill in verbal and written communication, including responding professionally to inquiries and complaints
Skill in applying basic mathematical concepts and preparing computations, tabulations, and reports with accuracy
Skill in organizing work, prioritizing tasks, and managing multiple projects
Ability to maintain confidentiality of records and sensitive information
Ability to type at least 50 words per minute (wpm)
Ability to establish and maintain effective working relationships with City residents, elected officials, department heads, employees, business and professional groups, and the general public
Ability to understand and follow oral and written instructions and to exercise judgment in completing assigned tasks
Benefits
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
Supplemental benefits such as deferred compensation plans and additional life insurance
Company
City of Prescott
From personal quality of life to thriving economics, business development, and more, take a look through our profile and see what makes the City of Prescott such a wonderful place to work, live, and play.
501-1000 employees
Funding
Current Stage
Late StageLeadership Team
Elizabeth Boawn
HR Business Partner
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