Administrative Specialist - Recreation Services

ANNOUNCEMENT OF EMPLOYMENT OPPORTUNITY

Recreation Services Department

Under direction of the Recreation Services Administrative Supervisor, serves as administrative support for the Recreation Services Department.

• 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/visitors; takes complaints; answers basic questions; and refers to others for resolution.
• Communicating verbally and in writing to answer inquiries and provide information
• Greeting and directing visitors and clients for various related business
• Manages, performs intake and tracks contracts and purchase orders for the department ensuring compliance
• Submits for account transfers and refund deposits
• Tracks payments from contracts that require payments to the City of Prescott Processes invoices, P-Cards, and credit card transactions.
• Assisting Management with special projects, arranging staff one-to-one appointments with Director and preparing and managing correspondence, reports and documents.
• 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.
• Assists with identification and applications 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 other employees/crews with research needs or other tasks.
• Opens, sorts, and distributes mail.
• Prepares budget and related reports
• Performs other Duties as assigned

Education and/or Experience:

High School Diploma or General Equivalency Diploma and three (3) years full-time administrative work, including customer service in an office environment and proficiency in computer programs utilizing all Windows computer applications. The selected candidate must have the desire and initiative to provide exceptional customer service, administrative support and support for team relations.

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 of municipal government, code and policy;
• Knowledge of common office practices and procedures;
• Knowledge of Microsoft applications including Word and Excel;
• Knowledge of general office equipment
• Knowledge of public relations and customer service principles
• Skill in communicating both orally and at college level to include proper use of business English, spelling and arithmetic and typing at least 50 wpm
• Ability to format and make simple computations and tabulations with speed and accuracy
• Ability to understand and follow oral and written instructions
• Ability to create and maintain effective working relationships, deal tactfully and courteously with customers and readily learn assigned tasks
• Ability to adhere to prescribed routines, maintaining confidentiality
• Ability to operate a variety of office equipment, including telephone, 10-key and/and or calculator and advanced level computer applications

Physical Demands And Working Conditions:

• Work is performed in a normal City office environment
• Safely operate a city vehicle and variety of standard office equipment including a computer terminal, telephone, 10-key calculator, copy and fax machine requiring continuous and repetitive arm, hand and eye movement

Successful candidate will receive a post-offer, pre-employment background screening to include:

• Drug screening
• Motor vehicle records check
• Extensive background screening by Prescott Police Department

City of Prescott Contact Information

201 N. Montezuma St., Suite 207

Prescott, AZ 86301

Email: hr@prescott-az.gov

Website: www.prescott-az.gov

Phone: 928-777-1410 / Fax: 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.