Administrative Assistant

Administrative Assistant

General Purpose: Under general supervision, performs a variety of secretarial, technical, organizational and administrative activities to support the functions of the assigned Department; duties may vary according to work assignment. Note: The current opening is at our City Clerk's Office but this recruitment may be used for future vacancies if they come open.

Essential Duties and Responsibilities

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.

• Maintains calendars, schedules meetings and appointments; prioritizes and resolves complex meeting schedules; coordinates meeting resources and travel.
• Prepares meeting agendas and presentation materials; takes and transcribes meeting minutes and prepares summaries for distribution.
• Conducts and coordinates assigned projects and research studies; identifies and resolves problems; may coordinate the work of office staff.
• Composes correspondence and other documents on a wide variety of subjects requiring knowledge of the procedures and policies of the assigned Department; creates, edits and processes memoranda, legal and technical documents and other communications.
• Maintains department files and library; collects and compiles statistical data; develops and creates a variety of technical and statistical reports; updates manual and computer records and tracking systems; creates management reports.
• Maintains personnel and payroll files; research files and computer databases; assures all administrative actions are in compliance with City policy, procedures and guidelines; utilizes the City computer systems to input, access, retrieve, and review confidential data. May assist in departmental budget and fee schedule development. May assist with departmental budget administration and monitoring.
• Resolves problems and customer service inquiries within scope of authority; screens and routes calls to appropriate individuals, takes and delivers messages.
• Provides advice and assistance to staff and customers on compliance with laws, rules and regulations.
• May supervise and review the work of Department staff.
• May serve as Notary Public.
• Performs other duties as assigned or required.

Minimum Requirements

Education and Experience: High School diploma or GED equivalent, and three (3) years of administrative support experience.

Supplemental Information

Necessary Knowledge and Skills: Knowledge of City policies and procedures. Personnel rules, accounting and budgeting systems. Basic principles of record keeping, case files and records management. Administrative regulations, policies and procedures. Skill in operating a personal computer, utilizing a variety of business software. Reading and understanding City, state and Federal rules and regulations. Assessing and prioritizing multiple tasks, projects and demands. Writing accurate reports, documents and correspondence. Creating and maintaining quality working relationships. Working independently and as a team member, maintaining composure, and working effectively in a high-pressure environment with changing priorities. Effectively communicating, both orally and in writing.

Special Requirements: None City Clerk's Office Supplemental Information The following duties and knowledge are specific to the Administrative Assistant position assigned to the City Clerk's Office and are intended to supplement the general Administrative Assistant job description:

• Maintains official records; research files and computer databases; assures all administrative actions are in compliance with City policy, procedures and guidelines; utilizes City computer systems to input, access, retrieve, and review confidential data. May assist in departmental budget and fee schedule development. May assist with departmental budget administration and monitoring.
• Assists with public records requests by locating, organizing, reviewing, processing, and distributing responsive records in accordance with applicable laws and City procedures.
• Assists with the planning and coordination of events and special functions overseen by the City Clerk's Office, including scheduling, timelines, meeting logistics, facilities, materials, communications, and other administrative arrangements.
• Serves as a Passport Acceptance Agent; accepts and processes passport applications in accordance with U.S. Department of State requirements, verifies required documentation, provides information and assistance to applicants, and maintains accurate records and supporting documentation.

Additional Knowledge: Confidentiality requirements and appropriate handling of sensitive information. Administrative procedures, office organization, and proficient customer service.

Physical Demands / Work Environment: Standard office environment. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as needed. The City does not hire at the top of the range. Candidate may start above the beginning of the range depending on qualifications.

Benefits

This is a general summary of benefits afforded City of Casa Grande employees. The information contained herein is not exhaustive, is not a contract, and is subject to change at any time without notice. Specific current benefit information is available from the Human Resources department. Questions about this information should also be addressed to the Human Resources department. This information generally applies to regular full and part time employees. HEALTH, DENTAL AND VISION INSURANCE: The first of the month following 30 days of employment, employees are eligible for insurance coverage. The cost of employee health, vision and dental insurance is paid by the City. Employees may cover eligible dependents with the City paying one-half of the expense and the employee paying one-half. LIFE INSURANCE: The city covers the cost of employee life insurance coverage. Employees earning more than $20,000 per year have a life insurance benefit of 50% of their annual salary. The basic employee life insurance benefit for employees earning less than $20,000 per year is $10,000. SUPPLEMENTAL INSURANCE: The City allows several types of supplemental insurance offered by companies to employees through payroll deduction. The City does not endorse these products, which include supplemental life, accident, short-term disability, cancer, intensive care, legal services and identity theft. WORKER'S COMPENSATION INSURANCE: All City employees are covered for on-the-job injuries through worker's compensation insurance. Premiums for this coverage is paid by the City and are based on payroll. COMMUTING INSURANCE: Employees are automatically covered when traveling to and from work in the event of catastrophic injuries resulting from an accident. RETIREMENT PLANS: City employees are assisted in planning for retirement in several ways. All employees, except firefighters, contribute a mandated percentage of their gross wages to the Social Security System and a Medicare tax, which is also matched by the City. In addition, all regular City employees are enrolled in a retirement plan, Public Safety Retirement for police officers and firefighters, and the Arizona State Retirement System for all others. The employee and City contribution rates are as follows: State Retirement 12.22% 12.22% Public Safety (Police) Depends on membership date into Retirement System Public Safety (Fire) Depends on membership date into Retirement System 457 DEFERRED COMPENSATION PLAN: The City also offers a voluntary 457 Deferred Compensation Plan through ICMA Retirement Corporation. The City does not match employee contributions. SHEAKLEY FLEXIBLE BENEFITS: Qualified expenses, such as dependent insurance premiums, dependent care and health care expenses can be deducted directly from your paycheck and claimed for reimbursement when used. These deductions are taken before taxes, reducing your taxable income. EMPLOYEE ASSISTANCE PROGRAM: The Employee Assistance Program (EAP) provides free, confidential counseling to employees and their immediate family members. LONG-TERM DISABILITY PROGRAM: Employees enrolled in the Arizona State Retirement System pay premiums to be covered by the System's Long-Term Disability Program (LTD). Benefits are provided to qualified members who are unable to work due to a disability after six months. HOLIDAYS: The City of Casa Grande observes ten holidays each year, including one floating holiday. PAID TIME OFF: All regular, full-time and eligible part-time employees will accrue/earn Paid Time Off (PTO) beginning on the employee's first day of employment with the City. Employees are eligible to utilize accrued/earned PTO immediately. There is an annual graduated accrual schedule, capping at 12 years. Regular part-time employees who work less than full-time but more than 1040 hours per year shall accrue PTO at a rate of 3.077 hours per pay period worked. FAMILY DEATH LEAVE: The City has a policy, which allows time away from work in the event of the death of a family member as defined by our Personnel Policy. MILITARY LEAVE: The City grants military leave in accordance with the provisions of State law. JURY LEAVE: Employees required to serve as a juror shall be entitled to leave according to the provisions of the Personnel Policy. FAMILY AND MEDICAL LEAVE ACT (FMLA): Eligible employees are granted up to 12 workweeks of unpaid leave during a 12-month period according to the law. PAYROLL DIRECT DEPOSIT: Employees may have their paychecks deposited directly into checking or savings accounts at their bank through the direct payroll deposit plan offered by the City. CREDIT UNIONS: City employees may participate in credit union membership through payroll deduction. Local credit unions have payroll deduction slots