Administrative Specialist Wastewater Full Time Temporary

Hiring Range: $21.02 to $26.28 Per Hour

Pay Grade: 105

Full Pay Range: $21.02 to $31.54 Per Hour

FLSA Status: Non-Exempt

Deadline to Apply: 04/24/26

* Please Note: Not eligible for all benefits will accrue paid sick time. Position will work a fixed schedule for a limited duration of time.

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 the Utilities Division of Public Works.

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.
• Respond to routine and emergency calls and dispatch utility crews.
• Perform accurate data entry in asset management system including but not limited to work orders training asset entry and tracking.
• 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 Division 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.
• 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.
• Performs other duties as assigned.

Qualifications:

High School Diploma or General Equivalency Diploma 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.

Employee 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: Acting with Integrity Working as a Team Being Accountable Practicing Innovative Problem Solving Take Pride in Excellent Results Focusing on Our Community and Being Nice

Knowledge Skill 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 303

Prescott AZ 86301

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