Administrative Specialist



Job Details

Administrative Specialist
Employer

City of Yuma

Salary

$43,969.95 - $57,161.10 Annually

Location

City of Yuma, AZ

Job Type

Full-time

Job Number

1345 ju

Department

Human Resources

Opening Date

01/25/2007

Closing Date

Continuous

Summary

SUMMARY: Under general supervision, performs a variety of secretarial and administrative functions in support of a department director.

Job Duties

ESSENTIAL FUNCTIONS: (Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills and other characteristics. This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by incumbents of this class.)

DUTIES AND RESPONSIBILITIES:

Ÿ Provides secretarial support including composing and proofreading correspondence, reports, and memoranda, recording and transcribing minutes of meetings and confidential documents, sorting, logging and distributing staff mail, and processing Petty Cash Vouchers;

Ÿ Coordinates and processes travel arrangements, schedules and calendars activities and appointments, answers and routes phone calls, and greets and directs visitors;

Ÿ Monitors compliance with regulations in the reporting and tracking of information provided to regulatory, workers' compensation, insurance, procurement and employment entities;

Ÿ Monitors and schedules janitorial, security, maintenance and repair of facilities and equipment in area of assignment;

Ÿ Tracks, compiles and circulate performance evaluations; maintains confidentiality and personnel files and records as assigned;

Ÿ Acts as Department Purchasing Liaison, including processing of purchase card statements, purchase requisitions, ordering and maintaining inventory of office supplies, monitoring accounting accuracy and budget expenditures and preparing Request for Proposals in area of assignment;

Ÿ Prepares, distributes, collects and inputs timesheet data for payroll in assigned area;

Ÿ Assists in preliminary and final budget document preparation as assigned;

Ÿ Coordinates arrangements for meeting rooms, presentation materials and recording of minutes;

Ÿ Manages file and record maintenance and updating;

Ÿ Provides courteous, high level customer service;

Ÿ Resolves routine complex problems encountered in performance of work assignments;

Ÿ Performs other related duties as assigned.

KNOWLEDGE, SKILLS AND OTHER CHARACTERISTICS:

Knowledge of:

Ÿ Federal, State and City laws, rules, regulations, practices and procedures related to administration, budget preparation, purchasing and personnel issues in area of assignment;

Ÿ basic principles of supervision;

Ÿ business English, spelling, composition and formatting of letters, memoranda and reports;

Ÿ record and file management practices and procedures;

Ÿ standard office practices, procedures and equipment;

Ÿ computer hardware, software and peripherals to enter, retrieve, research and manage word processing, spreadsheet, calendar management and presentation software;

Ÿ common office software packages such as Microsoft Office;

Ÿ telephone, office and online etiquette;

Ÿ customer service methods, practices and procedures.

Skill in:

Ÿ understanding and following written and oral instructions;

Ÿ effective oral and written communications;

Ÿ utilizing discretion in maintaining confidentiality of information, files and records;

Ÿ preparing and proofreading department correspondence, documents and reports;

Ÿ entering, retrieving, researching, maintaining and updating automated computer databases;

Ÿ handling and prioritizing multiple projects and assignments;

Ÿ providing prompt, efficient and responsive service;

Ÿ assessing the customer's immediate needs and ensuring customer's receipt of needed services through personal service or referral;

Ÿ exercising appropriate judgment in answering questions and releasing information; analyzing and anticipating consequences of decisions and/or recommendations;

Ÿ establishing and maintaining effective working relationships with others.

Minimum Requirements

PHYSICAL REQUIREMENTS AND WORK ENVIRONMENT: Vision is required to perform and monitor essential functions, and to complete data entry. Occasional standing, bending, and stooping, lifting files and records weighing up to 30 pounds and driving is involved. Some assignments (or departments) may require working non-standard business hours, or require shift work. Work is performed in an office environment, but may sometimes require the safe use of a vehicle on City business.

Supplemental Information

MINIMUM QUALIFICATIONS: A High School Diploma or G.E.D., and three (3) years responsible secretarial experience; or any equivalent combination of experience, additional education, and training which provides the knowledge, skills, and ability to perform this work. Must be able to type 48 WPM proficiently. Positions within the Police Department are required to pass a polygraph examination prior to appointment. Employee may be required to possess a valid Arizona Driver's License.

ADDITIONAL REQUIREMENT: An employee in this class is required to live within fifteen (15) miles of the City limits, and within the United States.

The City of Yuma offers the following benefits to Full-time City employees:

*ARIZONA STATE RETIREMENT SYSTEM (ASRS) - City employees are automatically enrolled in the Arizona State Retirement System. Employees contribute 12.12% (pre-tax) and the City contributes 12.12% of employee gross wages through automatic deduction. Should an employee terminate City employment, the ASRS funds may be withdrawn or remain until retirement.  Contributions to the ASRS are in addition to FICA (Social Security taxes).

*LONG TERM DISABILITY (LTD) - Included through the Arizona State Retirement System. Employees contribute .15% and the City contributes .15% of employee gross wages. LTD contributions are in addition to FICA (Social Security taxes).

*SOCIAL SECURITY & MEDICARE - Employees pay a contribution  into the Social Security & Medicare System.

*WORKER'S COMP. - Insurance coverage for medical expenses and loss of income due to an on-the-job injury is provided by the City of Yuma for all employees.

 

*UNEMPLOYMENT INSURANCE - Employees are covered by Unemployment Insurance.

*MEDICAL, DENTAL, and VISION INSURANCE - The City of Yuma is proud to provide medical, dental and vision insurance for its employees which is administered by the Yuma Area Benefit Consortium.  Employees may choose from two traditional PPO plans or a High Deductible Health Plan with a Health Savings Account. Dependent premiums are paid one month in advance and are pre-taxed (unless waived).  Additional information regarding medical, dental and vision benefits may be requested from the City's Human Resources Department.

 

*LIFE INSURANCE - The City provides a life insurance policy for employees in an amount that is equal to your annual salary. An Accidental Death and Dismemberment rider is also included for an equal amount. Employees may elect, at their cost, additional life insurance for up to 5X their annual salary. Various voluntary insurance policies are available at your cost and may be set up as an automatic payroll deduction. Information is available from the City's Human Resources Department.

*FLEXIBLE SPENDING ACCOUNT - The plan establishes a reimbursement account, which is designed to provide you with a means of paying for certain medical, dental, vision, and dependent care expenses with pre-tax dollars. The amount you designate is subtracted from your earnings before taxes and is deposited in your flexible spending account. As a new employee you have 30 days from your hire date to enroll.

*EMPLOYEE ASSISTANCE PROGRAM - Provides free counseling sessions for employees and family members, as well as a 24-hour crisis line for emergencies.

*COMPENSATORY LEAVE (COMP. TIME) - Paid leave that an employee has elected to accrue in lieu of overtime payment.

*GENERAL LEAVE - This leave is available for all regular full-time and regular part-time employees. General Leave is paid leave for an employee's personal time off. General Leave can normally be used 90 days after your hire date. General Leave accrual varies by the employee's years of service and employment status.

0 to 5 years =  6.14 hours per pay day or 153.5 hours annually

5 to 10 years = 7.74 hours per pay day or  193.5 hours annually

10 to 15 years = 8.06 hours per pay day or 201.5 hours annually

15 to 20 years = 8.7 hours per pay day or 217.5 hours annually

20+ years = 9.34 hours per pay day or 233.5 hours annually

*SICK LEAVE -  Employees are eligible to utilize paid sick leave immediately following 90 calendar days from their date of hire. July 1 of each year, employees will have 40 hours of sick leave added to their sick leave bank. New employees will have 40 hours of sick leave added to their sick leave bank on their date of hire.

*HOLIDAYS - The City recognizes 12 holidays per year. Holiday pay is at eight hours per holiday.

New Year's Day

Martin Luther King, Jr. Day (third Monday in January)

President's Day (third Monday in February)

Memorial Day (Last Monday in May)

Juneteenth

Independence Day

Labor Day (First Monday in September)

Veterans Day

Thanksgiving Day

Day After Thanksgiving

Christmas Day

Additional Day in conjunction with Christmas

*DEFERRED COMPENSATION - Employees may participate in a tax-sheltered Annuity Plan (457 Plan) through payroll deduction to provide additional retirement income.

 

*SMOKE-FREE WORK ENVIRONMENT - The City prohibits smoking in, and within a reasonable distance of, all buildings used by the City for the conduct of City business or buildings or facilities used or occupied as workspace by City employees. This includes City owned and operated vehicles. This policy applies to all City employees, volunteers, citizens, and other persons entering or using City owned or operated facilities and/or vehicles.

The City of Yuma offers the following benefits for Part-time

(20+ hours per week) employees:

*ARIZONA STATE RETIREMENT SYSTEM (ASRS) - City employees are automatically enrolled in the Arizona State Retirement System. Employees contribute 12.14% (pre-tax) and the City contributes 12.14% of employee gross wages through automatic deduction. Should an employee terminate City employment, the ASRS funds may be withdrawn or remain until retirement.  Contributions to the ASRS are in addition to FICA (Social Security taxes).

*LONG TERM DISABILITY (LTD) - Included through the Arizona State Retirement System. Employees contribute .15% and the City contributes .15% of employee gross wages. LTD contributions are in addition to FICA (Social Security taxes).

*SOCIAL SECURITY & MEDICARE - Employees pay a contribution into the Social Security & Medicare System.

 

*WORKER'S COMP. - Insurance coverage for medical expenses and loss of income due to an on-the-job injury is provided by the City of Yuma for all employees.

 

*UNEMPLOYMENT INSURANCE - Employees are covered by Unemployment Insurance.

*LIFE INSURANCE - The City provides a life insurance policy for employees in an amount that is equal to your annual salary. An Accidental Death and Dismemberment rider is also included for an equal amount. Employees may elect, at their cost, additional life insurance for up to 5X their annual salary. Various voluntary insurance policies are available at your cost and may be set up as an automatic payroll deduction. Information is available from the City's Human Resources Department.

*GENERAL LEAVE - Part-time employees (working year round positions) 20 hours or more per week will accrue general leave based on regularly scheduled hours, years of service and the accrual rate.

*SICK LEAVE -  Employees are eligible to utilize paid sick leave immediately following 90 calendar days from their date of hire. July 1 of each year, employees will have 40 hours of sick leave added to their sick leave bank. New employees will have 40 hours of sick leave added to their sick leave bank on their date of hire.

*HOLIDAYS - Part-time (regular or seasonal) employees who work the day of the City recognized holiday will be paid for the amount of hours worked on the actual holiday, up to eight hours. No holiday pay will be earned for days designated as "observed days". The following holidays are City-recognized holidays:

New Year's Day

Martin Luther King, Jr. Day (third Monday in January)

President's Day (third Monday in February)

Memorial Day (Last Monday in May)

Juneteenth

Independence Day

Labor Day (First Monday in September)

Veterans Day

Thanksgiving Day

Day After Thanksgiving

Christmas Day

Additional Day in conjunction with Christmas

*DEFERRED COMPENSATION - Employees may participate in a tax-sheltered Annuity Plan (457 Plan) through payroll deduction to provide additional retirement income.

*SMOKE-FREE WORK ENVIRONMENT - The City prohibits smoking in, and within a reasonable distance of, all buildings used by the City for the conduct of City business or buildings or facilities used or occupied as workspace by City employees. This includes City owned and operated vehicles. This policy applies to all City employees, volunteers, citizens, and other persons entering or using City owned or operated facilities and/or vehicles.

01
What software programs are you proficient in using?
  • MS Word
  • MS Excel
  • MS Access
  • MS Outlook
02
Describe your supervisory experience.
03
What software programs do you have one or more years of experience?
  • MS Word
  • MS Excell
  • MS Access
  • MS Outlook

* Required Question

Employer
City of Yuma
Address
One City Plaza
P.O. Box 13012
Yuma, Arizona, 85366-3012
Phone
928-373-5125

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