Water Resources Administrative Assistant I

Job Description:

Water Resources Administrative Assistant I

Description

Position Scope

APPLICANT REVIEW, INTERVIEWS, AND CANDIDATE SELECTION MAY OCCUR PRIOR TO CLOSING

Salary range is the entire compensation range for the position classification.

Embrace the New - Do Right - Lend a Hand - Find a Way - Enjoy our Work - Celebrate Uniqueness

GENERAL PURPOSE: Under close supervision, performs a variety of administrative, office support, and records management functions in support of the Water Resources department.

Primary Duties and Responsibilities

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Manages the front reception area and answers multiple phone lines; provides information and assistance to customers and vendors; resolves routine problems and customer service inquiries within scope of authority.
• Monitors and maintains all office equipment and supplies to ensure adequate inventory and proper functionality.
• Maintains calendars: schedules meetings and appointments; prioritizes and resolves meeting requests; coordinates travel accommodations and paperwork; organizes meeting agendas, sets-up catering, and takes minutes.
• Creates, updates, and edits various documents using Microsoft Office products such as, memos, letters, presentations, emails, etc.
• Serves as a record retention coordinator; maintains electronic and paper files, creates and maintains file tracking system; manages the destruction of files in accordance with City of Buckeye Record Retention policies.
• Conducts and assists with various projects as assigned; maintains project tracking in Microsoft Teams; works with other departments to complete project tasks.
• Interacts with employees, contractors, consultants, representatives, other government agencies, elected officials, senior management and members of the community in an attentive, responsive, and professional manner.
• Prepares and processes purchase orders, pay requests, and check requests; maintains and reconciles backup documentation.
• Performs other duties as assigned or required.

Minimum Qualifications & Position Requirements

Education and Experience:

High School diploma or GED equivalent, and three (3) years administrative support experience; OR an equivalent combination of education and experience.

Experience in a government setting preferred (i.e., state, county, city government).

Necessary Knowledge, Skills and Abilities:

Knowledge of:

• Basic record retention, government policies & procedures, and accounting functions.
• City organization, operations, policies and procedures.

Skill in & Ability to:

• Microsoft Word, Excel, Outlook, Explorer, PowerPoint, Teams, and Adobe Acrobat.
• Effective written and verbal communication.
• Follow oral and written directions.
• Perform work in a timely manner.
• Prioritize and complete tasks within established deadlines.
• Work independently and in a team environment.
• Operate a City vehicle within established policy.
• Establish and maintain positive, effective working relationships with those contacted in the performance of work.

12-Month Goals:

• Learn and understand the Citywide Mission, Vision, Values, and the Water Resource Department Mission and Vision statements. Success will be evident by demonstration to the supervisor.
• Learn the City of Buckeye and Water Resources Department’s recruitment rules and processes. Success will be demonstrated by proper administration of the recruitment program.
• Learn the City of Buckeye Records Retention rules and processes. Success will be demonstrated by proper administration of the department’s electronic and hard copy files.
• Learn the City of Buckeye and Water Resources Department’s rules and processes for assigned financial transactions (P-Card reconciliation, Invoice Payment, Boot Vouchers, Travel Requests, Requisitions and Purchase Orders, Supply Orders, Car Wash Tags, etc.). Success will be demonstrated by accurate execution of these tasks.
• Become acquainted with administrative staff in other departments in order to forge positive working relationships. Success will be demonstrated by completion of personal introductions.
• Become familiar with City of Buckeye policies and Water Resources Department procedures. Success will be demonstrated by completion of policy and procedure review.
• Become familiar with Water Resources Department operations and business unit functions. Success will be demonstrated by completion of meetings, shadowing, or tours with each business unit within the department.

Additional Information

Special Requirements: Valid Arizona Driver’s License
Physical Demands / Work Environment: Work in standard office environment and may include occasional weekends and evenings.
Reports To: Water Resources Management Assistant
Supervision Exercised: None
FLSA Status: Non-Exempt

EQUAL EMPLOYMENT OPPORTUNITY: It is the policy of the city to provide employment opportunities to all persons based solely on ability, regardless of race, color, religion, sex, national origin, age, sexual orientation, gender identity or disability.

Employee Benefits & Wellness

The City offers a comprehensive benefits package to full-time classified and management employees. Part-time classified employees may be eligible for select benefits where defined.

For complete Benefit Plan & Wellness Information, please visit the City website at:
Benefits & Wellness

City benefit plans are subject to change at any time.

Closing Date/Time: 11/29/2024 11:59 PM Mountain

Salary:

$41,641.60 - $62,462.40 Annually