Administrative Specialist - Part Time Temporary

ANNOUNCEMENT OF EMPLOYMENT OPPORTUNITY

Administrative Specialist

Prescott Regional Airport

Part Time Temporary

Hiring Pay Range: $21.02 to $26.28

Pay Grade: 105

FLSA Status: Non-Exempt

Full Pay Range: $21.02 to $31.54

Deadline to Apply: 07/31/2025

Benefits for Part-Time Temporary Employees:

• Paid sick time
• A diverse range of complimentary mental health and wellness services including an Employee Assistance Program a free subscription to Calm and health coaching (depending on eligibility).

Position Summary:

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.

Work Schedule:

• 19 hour per week position
• This position has a very specific schedule:

Monday & Tuesday 1:30 pm to 5:00 pm

Wednesday & Thursday 1:00 pm to 5:00 pm

Friday 8:00 am to 12:00 pm

Essential Duties:

• 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/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 and related activities depending on department assignment.
• Processes invoices PCards and credit card transactions.
• Provides purchasing and payroll support.
• Organizes record retention schedules.
• 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.
• Manages reservations; handles cash sends out invoices; and reconciles deposits depending on assigned area.
• Serves as 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 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 departmental safety records.
• Maintains various computer files and databases; collects and tracks data.
• Requests collects and maintains departmental training records
• 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.
• Processes and tracks applications for new/repaired meters; collects readings depending on assigned area.
• 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.

Qualifications:

Education and/or Experience:

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.

Licensing Certification and Other Requirements:

Possess a valid Arizona drivers license.

City Core Beliefs

City of Prescott employees should seek to uphold the Citys 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 Skills and Abilities:

• 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 Citys 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 Power Point 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
• Criminal background screening

City of Prescott Contact Information

201 N. Montezuma Street Suite 207

Prescott AZ 86301

Email:

Website:

Phone: / Fax: