Office Assistant Senior

Job Summary

The Office Assistant Senior is responsible for general team support including answering the main line for the Facilities division to filter work order calls from sales calls. The position is also responsible for receipt of packages and data entry. It is a fast-paced environment working under project and budget-related deadlines.

About the Role

Mohave County Public Works-Facilities Division is looking to hire an Office Assistant Senior. We are located at 3715 Sunshine Drive, Kingman, AZ. Our Mission is to provide ongoing maintenance, repair, and janitorial services of County owned and leased buildings and grounds. The key objectives are to achieve maximum facility life, facility efficiency, minimum cost of ownership, and to provide a suitable environment for employees to deliver services to the Public.

Essential Job Functions

• As assigned, assigns, trains, oversees, or directly supervises and reviews the work of subordinate clerical and office employees.
• May assist in interviewing and screening applicants and recommending disciplinary actions.
• Establishes work procedures and priorities.
• Affords assistance to the public in person and/or on phone; records complaints, takes messages and routes calls to appropriate personnel.
• Establishes and maintains standards, procedures, and techniques for efficiency of work.
• Researches and remains up to date with state directives and statues applicable to the assigned department /division using appropriate resources.
• Composes letters, routine correspondence and all documents in following up previous work, responding to inquiries, obtaining and updating information and making notifications.
• Collaborates and coordinates meetings and takes minutes.
• Establishes and maintains filing, indexing and cross-referencing systems.
• Reviews incoming and outgoing computer data for accuracy, completeness and quality.
• Scans and faxes related documents.
• Designs and creates documents, brochures and/or newsletters in the course of business using a variety of computer software including Excel, Microsoft Word, Power Point, etc.
• Maintains purchasing records or reports, allocates expenses and prepares expense reports.
• Processes departmental time sheets and paychecks, routing personnel transactions, invoices, checks, vouchers or other records.
• Enters and/or records data in appropriate systems. Compiles and computes data from files and other sources in preparing reports.
• Prepares submittals for review and tracks assigned projects.
• Gathers and prepares material for special reports, forms, policy formulation and summaries at the request of superiors.
• Performs assigned research for the delegated area.
• Operates common office machines to include computer keyboards and related peripheral equipment.
• Presents and conducts themselves in a professional manner at all times.
• Communicates in a courteous and helpful manner as well as clear and concise manner at all times.
• Resolves complaints within scope of information and authority, and/or refers to chain-of-command as appropriate.

Minimum Qualifications

• High School Diploma/GED (General Education Degree).
• Minimum of Three (3) years of progressively responsible administrative support experience.
• Two (2) of the three (3) years performing specialized support in the assigned department/division or comparable agency/organization.

Knowledge, Skills & Abilities

• Procedures, terminology, equipment accepted or common practices, and policies of the assigned specialized work and the department/area to which assigned.
• English grammar, spelling and basic math.
• Standard office practices, procedures and equipment.
• Computers and software programs to include use of electronic spreadsheet and word processing applications.
• Knowledge of PowerPoint operations, both fixed and portable.
• Thorough knowledge of office administration functions.
• Operating and utilizing modern office machines as necessary to include copiers, fax transmittal machines, calculator and the use of computer keyboards and related software and peripheral equipment.
• Communicating and maintaining professionalism with the public, co-workers, and work contacts.
• Effectively perform the responsibilities of the specialty field and the position.
• Create and maintain efficient filing and indexing, referencing and case management systems.
• Use good judgment in applying established guidelines to solve work problems.
• Organize and prioritize assignments, cope with varying demands and work under pressure with frequent interruptions.
• Analyze information and interpret and apply technical, legal and departmental information encountered in the performance of responsibilities.
• Ability to use computer terminals to input data and obtain data from the computer during on-line operations.
• Exercise courtesy, tact and conducting professional rapport in dealing with the public and public and maintain confidentiality.
• Work independently in completed assigned tasks accurately and in maintaining standard correspondence, files, and reports of the office.
• Work and communicate effectively with all people contacted in the course of work.
• Understand and carry out complex written and oral instructions.
• Type accurately and at a speed necessary to fulfill job responsibilities.

Equal Opportunity Employer

Mohave County is an Equal Opportunity Employer. It is the policy of Mohave County to provide equal opportunity in employment to all job applicants and employees. The County shall not discriminate against any person in recruitment, examination, appointment, training, pay promotion, retention, discipline or any other aspect of personnel administration, term or condition of employment, due to race, color, religion, sex (including pregnancy), national origin, genetic information or disability, age (40 or older).

Application Instructions

To apply for this position, please visit our website and complete the online application process. No phone calls please.