Administrative Assistant

Provides administrative support to assigned divisions or departments by handling a variety of situations involving administrative, data, and reporting functions. May assist with projects and public contact work of a specialized nature.

Supervision

This position may have supervisory responsibility. Creates a unifying workforce vision that brings team member development and performance management concepts together.

Responsibilities

• Plans, schedules, and coordinates meetings, training, and departmental activities for members of assigned departments.
• Performs secretarial duties to a single department head or a number of individuals within the department.
• Operates a variety of office machinery.
• Keeps informed of new practices, procedures, and policies pertinent to assigned departments and the Town.
• Maintains and updates databases and filing systems. Retrieves information as requested.
• Composes, designs, and types general correspondence, memos, charts, tables, presentations, etc. Proofreads for spelling, grammar, content, and layout making appropriate changes. Responsible for the accuracy, completeness, and clarity of the final copy.
• Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service.
• Works independently and within teams on special nonrecurring or ongoing projects. Acts as a project lead for special projects, including planning, coordinating, organizing, and disseminating information.
• May supervise, train, develop, coach, and evaluate staff as assigned.
• Organizes and prioritizes information and calls.
• Sorts, opens and distributes mail. Drafts written responses or replies by phone or email when necessary. Responds to regularly occurring requests for information.
• Assembles confidential and sensitive information.
• Assists in compiling and preparing annual departmental budgets, as well as fiscal and operational reports.
• Answers phones; taking messages or field/answering routine questions. May act as a Receptionist.
• Assists in the management of department real property and building maintenance.
• Inventories and monitors appropriate levels of office supplies to ensure efficient office operations. Requisitions and orders office supplies accordingly.
• Performs all other related duties, as assigned.

Requirements

• High school diploma or GED plus three (3) to five (5) years of progressively responsible administrative experience in an office environment.
• Post-high school coursework in Business Administration or Public Relations preferred.
• Must have and maintain a valid Arizona Driver’s License.

Skills

• Ability to type a minimum of 55 wpm with accuracy.
• Ability to read and comprehend instructions, correspondence, and memos.
• Ability to write routine reports and correspondence. Ability to conform writing to prescribed style format.
• Strong communication and interpersonal skills (both oral and in writing).
• Ability to effectively present information in one-on-one situations (i.e., callers) in a professional and friendly manner. Must have excellent customer service skills.
• Strong attention to detail and organization are required. Work requires continual attention to detail in composing, typing, and proofing materials, establishing priorities, and meeting deadlines.
• Some analytical ability is required in order to gather and summarize data for reports.
• Must have a high level of interpersonal skills to handle sensitive and confidential information and situations. The position requires demonstrated poise, tact, and diplomacy.
• Must be able to perform basic mathematical skills (i.e., addition, subtraction, multiplication, division).
• Strong ability to define problems, collect data, establish facts, and draw valid conclusions.
• Comfortable working under pressure with strict deadlines.
• Must be a self-starter, able to work independently as well as work effectively within teams of co-workers.
• Ability to establish and maintain effective working relationships with employees and the public.
• Ability to effectively plan, organize, and direct the activities and workflow of others.

Computer Skills

• Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Typing of 35 words per minute
• Internet (moderately proficient in using search engines)

Physical Demands

The physical demands described here are representative of those that an employee must meet to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

• While performing the duties of this job, the employee is regularly required to talk and hear.
• The employee is regularly required to stand, walk, and sit for long periods of time; use hand to finger, handle, or feel objects, tools, or controls; and reach with hands and arms.
• Employees may be required to carry and push/pull objects and materials up to 25 pounds.
• Specific vision abilities required by this job include close vision, the ability to adjust focus, and manual dexterity in combination with eye/hand coordination.
• The noise level in the work environment is usually moderately quiet.
• Standard office equipment such as personal computers, telephones, copy machines, 10-key calculators, and fax machines require continuous and repetitive arm or hand and eye movement.
• Employees must have sufficient clarity of speech and hearing to discern verbal instructions, use of telephone, and communications with others.
• Position requirements are primarily carried out in an office environment or meeting forum.