Administrative Specialist - Public Works

ANNOUNCEMENT OF EMPLOYMENT OPPORTUNITYAdministrative SpecialistPublic Works DepartmentHiring Range: $21.02 to $26.28 Per Hour FLSA Status: Non-ExemptPay Grade: 105Full Pay Range: $21.02 to $31.53 Per Hour Deadline to Apply: 11/11/2025Benefits Summary:Major Benefits for Full-Time Regular Employees:A diverse range of complimentary mental health and wellness services is available, including an Employee Assistance Program, a free subscription to Calm, and health coachingPaid time off up to 20 days in first year of employment10 paid holidays and 1 floating holiday per yearFree employee only coverage for medical, dental, vision, short-term disability, and life insuranceFree family coverage for select medical and dental plansPension and long-term disability through Arizona State Retirement System, click here for more detailsSupplemental benefits such as deferred compensation plans and additional life insurancePosition Summary:Performs clerical, technical, and diversified administrative support; helps maintain a variety of digital programs, databases, and systems, including computer maintenance management system, payroll, financials, records retention, training and safety records, regulatory reports, and other associated programs within assigned department.Essential Duties:Performs high level office support duties and provides specialized technical and program support for assigned areas.Answers, screens, and directs incoming calls; gathers essential information and provides general assistance to callers/visitor; 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, invoices, PCards, and credit card transactions, and related activities depending on department assignment.Assists with asset management software tracking and data updates. Serves as primary contact for scheduling purposes; schedules appointments and maintains calendars; and schedules conference rooms. Acts as the liaison for the Department 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. Supports the Department purchasing agent; submits account transfers; refunds deposits; orders supplies and equipment; and maintains inventory. Arranges for the repair and servicing of office (and field in some cases) equipment. Maintains various paper and electronic 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 requestedCollects, stores, maintains departmental safety records and collects and maintains departmental training records. Maintains various computer files and databases; collects and tracks data. Organizes paper and electronic files; manages record control, records retention schedules, and regulatory reports and records. Identifies and applies for grants related to operations, training, and administrative functions within the Department; 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. Performs other duties as assigned.Qualifications:Education and/or Experience: High school diploma or equivalent required. Three (3) years of full-time administrative work experience, including customer service in an office environment and proficiency with computer systems, databases and modern office technology; or any equivalent combination of education, experience and training which provides the knowledge and abilities necessary to perform the essential functions of the position.Licensing, Certification, and Other Requirements:Possess a valid Arizona driver's license.Employee Core BeliefsCity of Prescott employees should seek to uphold the City's core beliefs throughout their day-to-day business and with every customer they come in contact with, both internal and external. Our core beliefs are: Act with Integrity, Work as a Team, Have Personal Commitment and Loyalty, Solve Problems, Take Pride In Excellent Results, High Level of Productivity and Being Nice.Knowledge, Skill and Abilities:Knowledge of public relations/customer service principles, practices, and techniquesKnowledge of a variety of computer software for word processing, databases, financial systems, and spreadsheet applications, including Microsoft Office products for Windows and Adobe PDFKnowledge of modern office methods, practices, procedures, and proper phone etiquetteKnowledge of principles and techniques of record keeping and filingKnowledge of accounting and/or business practices and methodsKnowledge of the City's governmental organization, policies, and proceduresKnowledge of rules and regulations related to assigned functionsKnowledge of occupational hazards and safety precautionsSkill 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, Power Point, Access, Outlook, and LucitySkill in performing data analysis, producing digital reports and using a variety of computer software for assigned department, such as word processing, database, spreadsheet, and meeting applications, preferably Word, Excel, Power Point, Outlook, Sharepoint, Canva 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 filesSkill in organizingSkill in communicating, both verbally and in writingSkill in applying math to assigned functionsSkill in utilizing public relations techniques in responding to inquiries and complaintsSkill in preparing presentation materialsSkill in handling and prioritizing multiple projectsAbility to maintain confidentiality of records and informationAbility 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 publicAbility to understand and follow oral and written directionsAbility to operate personal computers and operate two-way radiosAbility to respond to public/employee inquiries, complaints, and emergencies in a professional and pleasant mannerAbility to format and make computations and tabulations with speed and accuracyPhysical Demands And Working Conditions:Work is performed in a normal, but fast paced, City office environmentSafely operates a City vehicle and variety of standard office equipment including a computer terminal, telephone, two-way radio, 10-key calculator, and copier, requiring continuous and repetitive arm, hand, and eye movementClearly, concisely, and effectively communicates both in person and over the telephonePossesses physical and visual abilities sufficient to effectively and safely perform required dutiesSafely lifts 50 pounds without assistance; performs repetitive bending, twisting, and walkingWork is performed in a dynamic environment that requires sensitivity to change and responsiveness to changing goals, priorities, and needsSuccessful candidate will receive a post-offer, pre-employment background screening to include:Drug screeningMotor vehicle records checkCriminal background screening City of Prescott Contact Information201 N. Montezuma Street, Suite 207Prescott, AZ 86301Email: Website: Phone: / Fax: When advised, reasonable accommodations will be made in order for an "otherwise qualified applicant" with a disability to participate in any phase of the selection process. In accordance with A.R.S. 23 - 493, this position has been identified as "Safety Sensitive". The City of Prescott is an Equal Employment Opportunity employer.Admin, Administrative, Research, Statistics, DataJob Posted by ApplicantPro

Created: 2025-11-07