Salary: $14.35 Hourly Location : San Luis, AZ Job Type: Full-time Job Number: 2024-00036 Department: Development Services Opening Date: 07/29/2024 Closing Date: Continuous ABOUT THE POSITION Under close to general supervision, performs basic office support activities for a department or program. DISTINGUISHING CHARACTERISTICS: This is the entry level classification in the clerical/administrative support field. This classification is distinguished from the next higher class of Administrative Assistant in that the latter classification is the second level in the series and performs more complex clerical and administrative work, including training staff, developing procedures, and overseeing work of lower staff. ESSENTIAL FUNCTIONS:The duties listed below represent the various types of work that may be performed. This is not a comprehensive listing of all functions and duties performed by incumbents. The omission of specific statements of duties does not exclude them if the work is related or a logical assignment to this class. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:
- Performs a variety of clerical and receptionist duties in support of a department or program.
- Responds to informational inquiries, provides information, or refers questions to appropriate City staff.
- Greets visitors in accordance with established office protocol.
- Answers single or multi-line phones, routes calls, and records/distributes messages.
- Schedules and coordinates meetings, travel arrangements, and appointments as required.
- Prepares correspondence, memoranda, forms, and/or other materials.
- Participates in preparing and distributing agenda and/or meeting materials.
- Records, transcribes, and distributes meeting minutes.
- Prepares documentation and maintains specialized records of departmental operational activities (e.g., invoices, purchase orders, permits, citations, equipment inventories, time and attendance records, financial/budget information, etc.)
- Orders office/operational supplies as needed (e.g., janitorial supplies or automotive parts).
- Transports materials and supplies to and from the City and offsite locations, such as banks, the Post Office, City Hall, and Yuma as directed.
- Copies/collates documents and distributes to appropriate parties.
- Stamps, sorts, and distributes incoming mail and prepares outgoing mail.
- Locates and retrieves files or documents; performs data entry and routine file maintenance.
- Performs routine maintenance and service of office equipment and contacts repair personnel as required.
- May prepare work orders as required or assist the public in filling out various applications.
- May receive payments, issue receipts, and verify daily cash balances.
- May process and distribute business license applications to various departments, prepare billing statements for license fees, and maintain/monitor related records.
- May prepare and post notices for meetings, work sessions, public hearings, etc.
- Performs related duties as assigned.
IDEAL CANDIDATEKnowledge of:
- Standard office practices, procedures, and equipment.
- Manual and/or automated filing procedures and file maintenance.
- Data entry and verification procedures.
- Business English, punctuation, grammar, and spelling.
- Rules, regulations, policies, and procedures applicable within work unit.
Ability to:
- Interact with the public and providing professional customer service.
- Establish and maintaining effective working relationships and communicating effectively.
- Answer telephones and taking accurate messages.
- File documents and retrieve information.
- Record and transcribe minutes and dictation.
- Operate a variety of office equipment including typewriters, automated information systems, facsimile machines, photocopiers, and calculators.
MINIMUM REQUIREMENTSRequired:
- High school diploma or GED equivalent.
- At least one (1) year of clerical experience.
- Keyboard speed of at least 50 wpm.
- Excellent communication skills; reading, writing, and bilingual in Spanish.
- A valid Arizona driver's license at the time of appointment and must be maintained throughout employment.
- Residency within 25 miles of San Luis and within the US.
- Ability to pass an extensive background check including polygraph examination.
Desired/Preferred:
- Bilingual in Spanish.
- San Luis residency.
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. 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/abusive 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. Review of applications will begin 10 days after the posting date and if a pool of qualified applicants is determined, interviews will be conducted. If you are interested in this position, please apply promptly. Part-Time position not eligible for benefits. 01 Do you possess a high school or GED equivalent?
02 What's you're highest level of education?
- No Education
- High School Diploma or equivalent
- Associate's Degree
- Bachelor's Degree
- Master's Degree
03 How many years of experience do you posses in office administration?
- No Experience
- One (1) to Two (2)
- Three (3) to Four (4)
- Five (5) to Six (6)
- Over Seven (7) years
04 Are you fluent in both English and Spanish?
05 Do you live in the United States and within 25 miles from the City of San Luis?
- Yes
- No
- No, but I am willing to relocate
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.
- Yes, I understand and agree.
- No, I do not agree.
Required Question