ADMINISTRATIVE ASSISTANT - Lake Havasu City

JOB DESCRIPTION:

Performs routine administrative support work accessing and performing data entry, preparing and maintaining manual and computerized files and records, answering phones, opening and distributing mail, inventorying and ordering supplies, and related work as apparent or assigned. Work is performed under the limited supervision of the Department Director or equivalent, or designee.

The ideal candidate will possess good organizational skills, be detail oriented, exercise independent judgment, resolve routine problems, work within deadlines, and be able to multi-task. They will have knowledge of procurement processes and possess good communication skills. Critical thinking and problem-solving skills are highly recommended.

Qualified candidates will be required to participate in Online testing, which will consist of Basic Microsoft Word (2016) and Basic Microsoft Excel (2016). Candidates will receive separate testing notification via email or text messaging and must complete testing as instructed; no extensions of deadline will be given.

MINIMUM QUALIFICATIONS:

High School diploma or GED and moderate experience in an administrative support role, office operations, or equivalent combination of education and experience.

SPECIAL REQUIREMENTS:

National Incident Management Systems (NIMS) training based on assignment.

Must meet and maintain all training and education requirements for the position.

Valid Driver License of appropriate class.

ESSENTIAL FUNCTIONS:

The requirements listed below are representative of the knowledge, skill, and/or ability required and are subject to change as needs and job requirements change. Position assignments may vary. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions.
Performs general administrative duties, including but not limited to answering phones, performing data entry, processing and distributing incoming and outgoing mail.
Composes a variety of correspondence, reports, and other documents as requested.
Maintains filing systems by organizing, filing and pulling files. Copies records and reports as needed.
Answers routine questions regarding area of assignment; resolves routine problems.
Enters invoices and monitors payments; ensures timely payment to vendors.
Inventories and orders supplies for the department or office.
Answers phone calls and greets customers and visitors; provides customer assistance.
Performs data entry, maintains and updates databases.
Operates and maintains motor vehicles or other work-related equipment requiring a valid Arizona driver license.

KNOWLEDGE, SKILLS AND ABILITIES:

General knowledge of office administration practices and procedures; general knowledge of principles and practices of sound business communication; thorough knowledge of correct English usage, including spelling, grammar and punctuation; general knowledge of City organization, rules, policies and procedures applicable to assigned function; general knowledge of record keeping, filing and purchasing practices and procedures; general knowledge of administrative support procedures relating to the mission of the assigned department/division; some knowledge of financial terminology, methods, procedures, and equipment.

Skill in the use of personal computers, associated software packages, hardware, and peripheral equipment.

Ability to compose and prepare correspondence; ability to type accurately at a speed necessary to meet the requirements of the position; ability to set priorities and exercise sound judgment within areas of responsibility; ability to organize and maintain office and specialized files; ability to communicate effectively orally and in writing; ability to properly compose a variety of memoranda or letters; ability to compile fiscal, statistical, and other information and data; ability to use tact, discretion and diplomacy in dealing with sensitive or confidential issues; ability to establish and maintain effective working relationships with associates, contractors, other departments, supervisors, vendors, and the general public.

Applicants for employment opportunities should be aware of the Lake Havasu City policies concerning the use of drugs and alcohol. These policies have not been altered by the passage of Proposition 207. The use of recreational marijuana is a violation of the City's Drug Free Workplace Policy. All positions within the City are required to submit to a pre-employment drug test. A positive result for drugs tested under the policy, including recreational marijuana, may be grounds for withdrawal of an offer of employment.

The City reserves the right to consider only the most highly qualified applicants. The succeeding examination processes may be required: training and experience, testing, panel interview, employment eligibility verification (EEV) requirements, personnel evaluation profile (PEP), polygraph test, background investigation and alcohol/drug screening test. Appointment subject to successful background investigation and City paid post-employment medical examination after offer of employment has been made.