Office Assistant - Public Works

ANNOUNCEMENT OF EMPLOYMENT OPPORTUNITY Public Works Office Assistant Public Works Department Hiring Pay Range: $15.86 to $19.82 Pay Grade: 102 Full Pay Range: $15.86 to $23.79 FLSA Status: Non-exempt Deadline to Apply: 05/16/2023 Position Summary: Performs secretarial and clerical functions in support of activities of the Public Works department. Serves as the department receptionist; supports daily operations and maintenance tasks; performs multiple other tasks; and provides customer service. Distinguishing Characteristics: This position has no supervisory responsibilities. Under general direction, this job class is expected to exercise some judgment within established guidelines in the disposition of daily activities. Essential Duties: Serves as receptionist; greets/directs visitors as required; answers, screens, and directs telephone calls and/or dispatches staff to routine/emergency calls; gathers information and provides general assistance to callers/visitors while providing

exceptional customer service; records and distributes materials, documents, and payments received from visitors to appropriate department personnel; and opens, sorts, and distributes mail Performs day-to-day activities including activities pertaining to customer service requests Transcribes and/or creates drafts and final correspondence; proofreads and edits for correct grammar, sentence structure, and desired intent or significance; and prepares various final documents including letters, reports, orders, forms, work orders, and other materials for distribution, and/or records storage Maintains various computerized and paper files; devises, revises, or maintains records, files, and bibliographic material; retrieves, records, logs, and re-files paper documents; retrieves, revises, prints, and saves computer files; and prepares copies of documents as requested Assists in the processing of records requests made by the general public and/or other City departments, in person and electronically, with appropriate areas. Assists in the processing of financial assurances Processes PCards relating to Department Provides information requiring some knowledge of departmental policies and procedures. Operates a variety of office equipment Assists in the logistics of training and travel Substitutes for office staff during absence Enters employee time and processes payroll batches Orders supplies and equipment; stocks supplies; maintains inventory; and arranges for the repair and servicing of office equipment Cross-trains and performs similar secretarial tasks for other divisions as needed Copies and collates materials for distribution and/or records storage Posts entries to ledgers, logs, or spreadsheets to account for expenditures or receipts; prepares copies of documents as requested Performs other duties as assigned Qualifications: Education and/or Experience: High school diploma or equivalent; three (3) years of secretarial/clerical work, which includes contact with the public and customer service both by phone and in person; 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. Pass a pre-employment drug test, polygraph exam, and fingerprint and background investigations. Pass a typing and general office skills test. City 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: 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 the City's governmental organization, policies, and procedures Knowledge of basic accounting or business practices and methods Knowledge of the theories, methods, and practices of municipal budgeting Knowledge of office procedures and equipment, including computers and various software applications including financial applications software and Microsoft Office Knowledge of business English, punctuation, spelling, and written communications Knowledge of public relations/customer service principles, practices, and techniques Knowledge of effective public contact techniques Knowledge of general office procedures, methods, and equipment Skill in using a variety of computer software, including word processing and database (Lucity) applications and Microsoft Office Suite products for Windows Skill in typing (50 words per minute) and word-processing Skill in preparing and maintaining accurate records, reports, and files Skill in handling and prioritizing multiple projects Skill in interpreting, developing, and applying rules, policies, and procedures Skill in assisting in annual budget preparation and financial reporting, Skill in assisting with grants and contracts Skill in organizing Skill in utilizing public relations techniques in responding to inquiries and complaints Skill in communicating, both verbally and in writing Ability to understand and follow oral and written directions Ability to maintain conference room calendars and schedule group meetings as necessary Ability to assist with creation and distribution of bid packets Ability to process invoices for payment Ability to establish and maintain effective working relationships with City management, City employees and their representatives, volunteers, elected officials, other agencies, business and professional groups, vendors, and the general public Ability to pay attention to details Ability to deal with difficult customers Physical Demands and Working Conditions: Work is performed in a standard City office environment Safely operates a City vehicle and variety of standard office equipment including a computer terminal, telephone, 10-key calculator, copier, requiring continuous and repetitive arm, hand, and eye movement Clearly, concisely, and effectively communicate, both in person and over the telephone Safely lifts 30 pounds without assistance; perform repetitive bending, twisting, and walking Work is performed in a safe and secure work environment that may periodically have unpredicted requirements or demands 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: hr@prescott-az.gov Website: www.prescott-az.gov Phone: 928-777-1410 / Fax: 928-777-1213 Major Benefits For Full-Time Regular Employees: Paid time off; ten paid holidays; employee and/or family health and life insurance; short term and long term disability; Arizona State Retirement and Social Security contributions; other optional benefits such as deferred compensation plans and additional life insurance. PROBATION: Each employee must satisfactorily serve an established probationary period. NOTE: 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.