Job Description

About The Position

This position is advertised to establish a pool of qualified candidates for current and future vacancies agency-wide. Applications for this pool are accepted on an on-going basis. Qualified applicants will be kept active from January 1, 2025 through June 30, 2025. Assignments will vary in length from full-time regular to temporary full-time, part-time and seasonal positions. Job Summary: Under direct supervision, Office Assistants provide clerical support to administrative units, divisions and/or departments. Depending on the assignment, typical duties may include the following:

• Sets own priorities regularly and manage multiple work priorities. Incumbents may help set priorities for others but are primarily accountable for own work results.
• Performs assignments that are varied involving the regular use of judgment and discretion.
• Takes courses of action, which are guided by some interpretation of policies and procedures.
• Develops creative solutions to a variety of problems addressed.
• Responds to informational inquiries, provide information, or refer questions to appropriate City staff.
• Greets visitors following established office protocol.
• Answers single or multi-line phones, routes calls, and records/distributes messages.
• Schedules and coordinates meetings, travel arrangements, and appointments as required.
• Prepares correspondence, memoranda, forms, and/or other materials.
• Participates in preparing and distributing agendas and/or meeting materials.
• Records, transcribes, and distributes meeting minutes.
• Prepares documentation and maintains specialized records of departmental operational activities (e.g., invoices, purchase orders, permits, citations, equipment inventories, time and attendance records, financial/budget information, etc.)
• Orders office/operational supplies as needed (e.g., janitorial supplies or automotive parts).
• Transports materials and supplies to and from the City, and offsite locations, such as banks, the Post Office, City Hall, and Yuma as directed.
• Copies/collates documents and distributes them to appropriate parties.
• Stamps, sorts, and distributes incoming mail and prepares outgoing mail.
• Locates and retrieves files or documents; performs data entry and routine file maintenance.
• Monitors maintenance and service of office equipment and contacts repair personnel as required.
• May prepare and post notices for meetings, work sessions, public hearings, etc.
• Performs related duties as assigned.

Ideal Candidate

Possess knowledge of:

• Office methods, procedures and practices.
• Correct business English, grammar, spelling and punctuation.
• Fundamental writing skills to effectively communicate standards information.
• Manual and/or automated filing procedures and file maintenance.
• Data entry and verification procedures.
• Rules, regulations, policies, and procedures applicable within the department

Possess the ability to:

• Use standard office equipment, along with the ability to use standards software such as Microsoft Suite (Word, Excel, Outlook, PowerPoint, etc.)
• If typing/keystroke skills are required, a keystroke speed of 30 C.W.P.M. is necessary.
• Perform basic arithmetic functions.
• Respond to basic routine inquiries and explain standard policies and procedures to others.
• Establish and maintain effective working relationships in a diverse community.

Skilled in:

• Excellent communication skills both verbal and in writing.

Minimum Requirements

Required:

All requirements must be maintained throughout employment:

• Residency within 25 miles of San Luis within the US.
• Bilingual in English and Spanish.

Education, Training, and Experience:

• High school diploma or GED and a minimum of one (1) year of general office clerical experience; OR One (1) year of training and a Vocational School/College

A valid Arizona driver's license at the time of appointment.

Desired/Preferred:

• Associate degree.
• San Luis residency.

Supplemental Information

This is a talent pool application; When there is a vacancy in any department, most qualified applicants will be contacted Temporary/part-time/ seasonal positions are not eligible for benefits.

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