Administrative Specialist - Street Operations

Hiring Range: $21.27 to $26.59 per hour
Full Pay Range: $21.27 to $31.91 per hour
FLSA Status: Non-Exempt

Benefits

• Complimentary mental health and wellness services, including an Employee Assistance Program, a free subscription to Calm, and health coaching
• Paid time off up to 25 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
• Pension and long-term disability through Arizona State Retirement System
• Supplemental benefits such as deferred compensation plans and additional life insurance

About the role

Performs clerical, technical, and diversified administrative support; helps maintain a variety of programs and activities, including computer maintenance management system, payroll, financials, records retention, training and safety records, regulatory reports, and other associated programs within assigned department.

Responsibilities

• Performs high level office support duties and provides specialized program support for assigned area.
• Answers, screens, and directs incoming calls; gathers essential information and provides general assistance to callers/visitors; 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 and related activities depending on department assignment.
• Processes invoices, PCards, and credit card transactions.
• Provides purchasing and payroll support.
• Organizes record retention schedules; organizes paper and electronic files; manages record control, records retention schedules, and regulatory reports and records.
• Serves as primary contact for scheduling purposes; schedules appointments and maintains calendars; and schedules conference rooms.
• Acts as the liaison for the Division 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.
• Serves as the Division purchasing agent; orders supplies and equipment; and maintains inventory.
• Arranges for the repair and servicing of office (and field in some cases) equipment.
• Maintains various paper 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, and maintains divisional safety records.
• Maintains various computer files and databases; collects and tracks data.
• Requests, collects and maintains division training records.
• Identifies and applies for grants related to operations, training, and administrative functions within the Division; 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.
• Assists other employees/crews with research needs or other tasks.
• Dispatches crews, depending on assigned department.
• Performs other duties as assigned.

Requirements

• High school diploma or equivalent
• Three (3) years of full-time administrative work experience, including customer service in an office environment and proficiency in computer programs utilizing Windows computer applications; or any equivalent combination of education, experience and training which provides the knowledge and abilities necessary to perform the essential functions of the position
• Possess a valid Arizona driver's license

Skills

• Knowledge of public relations/customer service principles, practices, and techniques
• Knowledge of a variety of computer software for word processing, databases, financial systems, and spreadsheet applications, including Microsoft Office products for Windows and Adobe PDF
• Knowledge of modern office methods, practices, procedures, and proper phone etiquette
• Knowledge of principles and techniques of record keeping and filing
• Knowledge of accounting and/or business practices and methods
• Knowledge of the City's governmental organization, policies, and procedures
• Knowledge of rules and regulations related to assigned functions
• Knowledge of occupational hazards and safety precautions
• Skill in using a variety of computer software for assigned department, such as word processing, database, spreadsheet, and meeting applications, preferably Microsoft Office products for Windows: Word, Excel, PowerPoint, Access, Outlook, and Lucity
• Skill in using a variety of office equipment including computers, phones, 10-key and/or calculators, printers, copiers, scanners, etc.
• Skill in typing, word-processing; preparing and maintaining accurate records, reports, and files
• Skill in organizing
• Skill in communicating, both verbally and in writing
• Skill in applying math to assigned functions
• Skill in utilizing public relations techniques in responding to inquiries and complaints
• Skill in preparing presentation materials
• Skill in handling and prioritizing multiple projects
• Ability to maintain confidentiality of records and information
• Ability to type at least 50 words per minute (wpm)
• Ability to establish and maintain effective working relationships with City residents, department heads, employees, elected officials, business and professional groups, and the general public
• Ability to understand and follow oral and written directions
• Ability to operate personal computers and operate two-way radios
• Ability to respond to public/employee inquiries, complaints, and emergencies in a professional and pleasant manner
• Ability to format and make computations and tabulations with speed and accuracy

Physical Demands and Working Conditions

• Work is performed in a normal, but fast paced, City office environment.
• Safely operates a City vehicle and variety of standard office equipment including a computer terminal, telephone, two-way radio, 10-key calculator, copier, and fax machine requiring continuous and repetitive arm, hand, and eye movement.
• Clearly, concisely, and effectively communicates both in person and over the telephone.
• Possesses physical and visual abilities sufficient to effectively and safely perform required duties.
• Safely lifts 50 pounds without assistance; performs repetitive bending, twisting, and walking.
• Work is performed in a dynamic environment that requires sensitivity to change and responsiveness to changing goals, priorities, and needs.

Successful candidate will receive a post-offer, pre-employment background screening to include: drug screening, motor vehicle records check, and criminal background screening.