Administrative Support Assistant II

City of Mesa · Mesa, AZ · 1 wk ago

Administrative$53k–$73k/yrFull-time

Description/Duties

This recruitment will be used to fill one (1) full-time vacancy in the City Attorney Department. This recruitment will also be used to establish a Citywide list to fill possible future vacancies in other assignment areas.

An Administrative Support Assistant II performs highly responsible, journey-level work involving a wide variety of independently performed skilled, administrative support tasks requiring: word processing and database management; public contact; and related activities in support of a unit, department, or the City Council. Responsibilities include:

Managing an office
Providing staff assistance to a supervisor in the exercise of administrative responsibilities
Maintaining proper controls to ensure efficient flow of work, systems, and procedures
Making decisions on operating problems for a designated sphere of activity and assuming personal responsibility for the effect of such decisions
Compiling data for administrative analysis
Preparing reports or summaries of data from complex records
Analyzing records or systems to assist the supervisor with administrative tasks

Duties also include:

Using word processing software to produce typed documents
Meting and giving information to the public to clearly communicate department/unit policies and procedures, and coordinate program functions or activities
Compiling and maintaining complex records to provide accurate documentation of work performed or information that can be easily retrieved
Creating and maintaining complex filing systems or databases with a variety of subject matter to provide easy access to records and information
Composing correspondence to communicate unit information by determining appropriate content, format, tone, and organization
Entering payroll information into a personal computer (PC)
Coding and processing personnel forms, Invoices for Payment (IFPs), Limited Purchase Orders (LPOs), and petty cash vouchers
Maintaining and/or coordinating calendars and making meeting, facility, and travel arrangements

In addition, employees:

Supervise clerical and/or administrative support staff in order to efficiently complete work projects by instructing staff regarding work procedures, assignments, and standards, monitor work in progress, and evaluate performance
Use database programs to create and document records of activities and produce summary reports
Use spreadsheet programs to record, tabulate, make computations for, and print tables of numerical information
Take minutes at advisory or policy board meetings, and prepare and distribute minutes, agendas, packets, and other materials
Transcribe dictation from tape
Assist in social media posts
Coordinate and electronically distribute the department newsletter
Update content on the department website
Marketing collateral

This class performs related duties as required.

Qualifications & Requirements

Employee Values: All employees of the City of Mesa are expected to uphold and exhibit the City's shared employee values of Knowledge, Respect, and Integrity.

Minimum Qualifications Required: Graduation from high school or GED
Extensive (5+ years) experience in a clerical/administrative support capacity
A minimum typing speed of 35 - 45 net words per minute (wpm) is also required and will be verified prior to employment or promotion to this class (by assignment)

Special Requirements: Must possess a valid Class D Arizona Driver’s License by hire or promotion date (by assignment). Because of the confidential, sensitive nature of information handled, successful completion of a background investigation is required (Police Department Assignment).
Special Requirements: Substance Abuse Testing. Due to the safety and/or security sensitive nature of the assignment, individuals in this classification shall be subject to pre-employment or pre-placement alcohol, drug and/or controlled substance testing as outlined in City policy and procedures (Police Department Assignment).

Link to Job Description

http://apps.mesaaz.gov/JobDescriptions/Documents/JobDescriptions/cs3871.pdf

A Summary of City of Mesa Benefits

https://www.mesaaz.gov/Pages/default.aspx

Instructions

Please refer to the link below for the full job description and additional information regarding assignments, preferred qualifications, and essential functions.