Administrative Specialist - Community Development

ANNOUNCEMENT OF EMPLOYMENT OPPORTUNITY

Administrative Specialist

Community Development

Hiring Range: $21.27 to $26.59 Per Hour

FLSA Status: Non-Exempt

Pay Grade: 105

Full Pay Range: $21.27 to $31.91 Per Hour

Deadline to Apply: 09/30/2026

Benefits 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 coaching

- Paid time off up to 25 days in first year of employment

- 10 paid holidays and 1 floating holiday per year

- Free employee only coverage for medical, dental, vision, short-term disability, and life insurance

- Pension and long-term disability through Arizona State Retirement System, click here for more details (https://www.azasrs.gov/content/new-and-prospective-members)

- Supplemental benefits such as deferred compensation plans and additional life insurance

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.

Essential Duties:

- Performs high level office support duties and provides specialized program support for assigned area.

- Assist with answering, screening, and directing incoming calls; gathers essential information and provides general assistance to callers/visitor; takes complaints; answers basic questions; and refers to others for resolution.

- May assist with greeting and directing 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.

- Processes customer mailings for multiple divisions in the department.

- 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, meeting minutes, 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.

- May assist with grant related activities.

- Provides support to assigned projects or programs.

- Assists management with administrative needs.

- Assists with permitting,.

- 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:

Education and/or Experience:

High school diploma or equivalent; t hree (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 driver's license.

Employee Core Beliefs

City 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: 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 City's 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 o perate 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: [email protected]

Website: www.prescott-az.gov

Phone: 928-777-1410 / Fax: 1-928-832-1222

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.