Office Assistant (Agency-wide Talent Pool)

Office Assistant

YOUR FUTURE BEGINS HERE! Join one of the fastest-growing cities in Arizona and the youngest in Yuma County! 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:

• Perform a variety of clerical and receptionist duties in support of a department or program.
• Respond to informational inquiries, provide information, or refer questions to appropriate City staff.
• Answer single or multi-line phones, route calls, and record/distribute messages.
• Schedule and coordinate meetings, travel arrangements, and appointments as required.
• Prepare correspondence, memoranda, forms, and/or other materials.
• Participate in preparing and distributing agenda and/or other meeting materials.
• Prepare documentation and maintain specialized records of departmental operational activities (e.g., invoices, purchase orders, permits, citations, equipment inventories, time and attendance records, financial/budget information, etc.)
• Order office/operational supplies as needed (e.g., janitorial supplies or automotive parts).
• Transport materials and supplies to and from City and offsite locations, such as banks, the Post Office, City Hall and Yuma as directed.
• Copy/collate documents and distributes to appropriate parties.
• Stamp, sort, and distribute incoming mail and prepares outgoing mail.
• Locate and retrieve files or documents; perform data entry and routine file maintenance.
• Perform routine maintenance and service of office equipment and contacts repair personnel as required.
• At times prepare work orders as required or assist the public in filling out various applications.
• Possibly receive payments, issue receipts, and verify daily cash balances.
• At times, process and distribute business license applications to various departments, prepare billing statements for license fees, and maintain/monitor related records.
• Prepare and post notices for meetings, work sessions, public hearings, etc.
• Performs related duties as assigned.

IDEAL CANDIDATE

Possess the knowledge of:

• Manual and/or automated filing procedures and file maintenance.
• Business English, punctuation, grammar, and spelling.
• Rules, regulations, policies, and procedures applicable within work unit

Possess skills to:

• Standard office practices, procedures, and equipment.
• Data entry and verification procedures.

Possess the ability to:

• Interact with the public and providing professional customer service.
• Establish and maintaining effective working relationships and communicating effectively.
• Answer telephones and taking accurate messages.
• File documents and retrieve information.
• Record and transcribe minutes and dictation.
• Operate a variety of office equipment including typewriters, automated information systems, facsimile machines, photocopiers, and calculators.
• Type at least 50 wpm.
• Excellent communication skills; reading, writing, and bilingual in Spanish.
• Pass an extensive background check.

MINIMUM REQUIREMENTS

Education, Training, and Experience:

• High school diploma or GED equivalent
• One (1) year of Clerical experience

License and Certifications:

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

Special Requirements:

• Residency in the United States and within 25 miles of the City of San Luis.

Desired/Preferred:

• San Luis residency.
• Bilingual in Spanish

SUPPLEMENTAL INFORMATION

PHYSICAL AND MENTAL DEMANDS: The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands While performing the duties of this job, the employee is regularly required to sit, walk and stand; talk and hear; use hands to finger, handle, feel or operate objects, tools or controls; reach with hands and arms; and perform repetitive movements of hands or wrists. The employee is frequently required to lift up to 30 pounds unaided. Employees must be physically capable of operating City vehicles, for job-related purposes, safely. Specific vision abilities required for this job include close vision and the ability to adjust focus.

Mental Demands While performing the duties of this class, an employee uses written and oral communication skills; reads and interprets data, information and documents; analyzes and solves problems; uses math and mathematical reasoning; performs highly detailed work; deals with multiple concurrent tasks; and interacts with others encountered in the course of work, including frequent contact with customers and/or the public and dissatisfied individuals.

Work Environment The employee works in an office environment where the noise level is usually quiet. Certain positions within the classification may require availability to work flexible schedule.

The City of San Luis offers the following benefits to all full-time City employees: MEDICAL/ DENTAL/ VISION INSURANCE - The City of San Luis is proud to provide medical, dental and vision insurance for it's employees which is administered by Personify. Dependent premiums are paid one month in advance and are pre-taxed. Additional information regarding medical, dental and vision benefits may be requested from the Human Resources Department. ARIZONA STATE RETIREMENT SYSTEM (ASRS) - City employees are required to enroll in the Arizona State Retirement System.

• Employee Contribution - 11.86%
• Employer Contribution - 11.86%

ARIZONA STATE RETIREMENT SYSTEM (ASRS) - LONG TERM DISABILITY (LTD)

• Employee Contribution -.014%
• Employer Contribution -.014%

SOCIAL SECURITY AND MEDICARE- FICA (Social Security Tax) - Employee Contribution - 6.20% Medicare - Employee Contribution - 1.4500%. PAID TIME OFF (PTO) - Vacation Leave Accruals (Based on years of service and accrued on bi-weekly basis)

1. Less than 6 years - 3.08 hrs.
2. 6 - 11 years - 4.62 hrs.
3. 11 years or more - 6.16 hrs.

Sick Leave - 3.69 hrs. LIFE INSURANCE - The City provides eligible employees with a Life Insurance and Accidental Death and Dismemberment (AD&D) benefit. This plan is administered by Standard.

• Basic Life Benefit - $50,000.00 AD&D Benefit - $50,000.00

DISABILITY INSURANCE - Disability insurance is available to all employees who work 30 or more hours per week. Short-Term Disability - Coverage begins on the 15th day of injury or sickness. Duration of Benefits - 180 days Benefits Percentage- 66.67% Waiting Period - 14 days Maximum Weekly Benefit: $2,000.00 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 San Luis for all employees.