Administrative Assistant

in Yuma County, AZ

Job Description

As an Administrative Assistant, you will:
Prepare a wide range of reports and documents from written material or machine transcription using a computer or
other office equipment.
Format documents, charts, reports, and forms using standard (MS Office) and specialized applications; edit for
punctuation and spelling; proofread for accuracy and consistency; may independently compose and prepare
reports, letters, and/or memoranda.
Perform general secretarial work; receive and screen visitors, callers, and mail, and direct to appropriate individual or
office; take and transmit messages; make appointments; greet and assist customer in person, on the phone, on the
computer or through other means of communication.
Provide and gather general information to/from a variety of sources; make travel arrangements; identify customer
needs; search for, receive, and explain information regarding rules, regulations, policies, procedures, and technical office
operations.
Process and maintain information related to departmental operations, including information on a moderately
technical, specialized, or sensitive nature; codes, files, and retrieves documents and records using standard alphabetical,
numerical, coded, and computerized filing systems.
Research, comply, maintain, and process general statistical, financial, and/or numerical data related to departmental
personnel, payroll, purchasing, inventory, budget, and/or other functions; verify and make entries and notations.
Review material for completeness and accuracy; perform basic computations and calculations; may
compute, collect, and receipt monies and fees; may maintain basic ledgers and accounts; may process accounts
receivable, perform billing operations, and/or make deposits; may develop and maintain spreadsheets and databases,
either by hand or computer.

Maintain specialized records of departmental operational activities (e.g., invoices, purchase orders, payments, permits,
citations, equipment inventories, time and attendance records, personnel records, grant submittals, inspections,
financial/budget information, travel/training requests, etc.
Coordinate and monitor departmental and/or program-specific activities, arrange visitor tours, and maintain a calendar
of pertinent meetings and events; work with City personnel and/or outside agencies to coordinate departmental
programs and projects and monitor activities.
Assist in the preparation of departmental budget and monitor department/division expenditures;
coordinate purchase cards; prepare purchase requisitions; and maintain petty cash.
Serve at meetings of City boards and committees; arrange and coordinate meetings for boards, commissions, and
outside agencies; assists in preparing and distributing agenda packets and correspondence; attends meetings and
takes, transcribes, and assures proper distribution of minutes and verbatim transcripts.
May train or review the work of others; may provide lead or technical assistance as part of a training program.
May issue certificates, permits, licenses, citations, police reports, and other documents; provide customer service in a
calm, helpful and effective manner.
May attend meetings with City personnel and/or outside agencies and record/transcribe meeting minutes.
Depending on department assignment may receive or transmit emergency or public assistance calls as required.
Perform related duties as assigned.

IDEAL CANDIDATE

Possess knowledge of:
Applicable laws, regulations, statutes, policies, and procedures (Federal/State/City) applicable to work unit.
Standard office methods, procedures, and practices.
Correct business English, spelling, grammar, punctuation, and arithmetic calculations.
Manual and/or automated filing procedures and file maintenance.
Fluency using standard office software such as Microsoft Office Suite – Office 365 (Word, Excel, PowerPoint, Publisher,
teams, etc.).
Possess the ability to:
Use standard office equipment.
Use standard word processing and related computer software packages.
Perform basic arithmetic functions, along with the ability to respond to basic routine inquiries and explain standard
policies and procedures to others.
Apply independent judgment, discretion, and initiative to address issues and develop practical, thorough, and at times,
creative solutions.
Multitask and meet deadlines in a fast-paced environment.
Work with a diverse group of people.
Establish and maintain effective working relationships with others.
Communicate effectively both orally and in writing.
Read, write, and speak English and Spanish.