Office Assistant- Recording Division

Office Assistant

The Office Assistant in our Recording Division plays a key role in keeping daily operations running smoothly by providing a wide range of administrative and clerical support, including front desk and reception duties as needed. This position is ideal for someone who is equally comfortable working independently and collaborating with a team. We're looking for a detail-oriented professional with experience in specialized office support who can quickly learn department-specific procedures, forms, and workflows with minimal training. This role also offers opportunities for internal growth and advancement within the department.

Salary Range: R6/S4 $16.39 Hours: 8am-5pm, Monday through Friday Options for 4/10 schedule after training has been completed

Special Job Requirements:

• Must possess a valid driver's license for operation of motor vehicles on Arizona roads - Must maintain said license while employed in this position.
• Provide acceptable driving history at no cost to the County.

Proud To Offer:

Paid Time Off (PTO): • 11 Paid Holidays. • End of Year PTO Buyback (optional).

Retirement Benefits: • Enrollment in Arizona State Retirement System (ASRS) -Contribution rate of 11.98% with 100% Employer Match starting on first day -Deferred Compensations Programs (optional)

Comprehensive Wellness Program: • Low-cost, high-value health care plans for you and your family that include Medical, Dental, Vision • 24/7 Virtual Care including Onsite Health Screening Events • Marketplace Discount • Onsite Gyms • Employee Assistance Program • Employee Wellness Program • Basic Life, Supplemental Life/AD&D Insurances - Additional voluntary benefits include Accident, Critical Illness, and Hospital Indemnity Plans. • Health Savings Account (HSA) or Flexible Spending Accounts (FSA-includes Dependent Care).

Essential Job Functions

Duties may include, but are not limited to, the following:

• Meets and greets the public.
• Receives phone calls and responds to questions concerning department procedures or directs query to an individual or department as appropriate.
• May talk with individuals to gather preliminary information or verify information for various County programs or activities.
• As requested, review work of other staff for conformance to regulations.
• Understands and interprets procedures and practices related to various departmental and assigned programs.
• Assists an office superior by performing routine administrative details including but not limited to: sorting and routing department mail, making copies, scanning documents, filing, alphabetizing documents and date stamping incoming documents, maintaining waiting lists for services, maintain program specific databases and spreadsheets.
• Contacts vendors to obtain prices and purchases various supplies and materials.
• Maintains and establishes associated files to include entering information and documents into filing and data systems ensuring completeness and accuracy.
• Types forms, letters, reports and file cards from draft, or rough copy.
• Prepares follow-up correspondence or calls to obtain additional information or to respond to inquiries.
• Prepares standardized reports and statements.
• Processes payments in the database.
• Records attendance and documents notes at required meetings.
• Collects, compiles and submits data for use in statistical reports, internal operating studies or policy formulation.
• Meets established deadlines and informs concerned parties of deadlines and appointments.
• Maintains an inventory of materials on-hand and notifies the supervisor when supplies are needed. May order supplies as required.
• Maintain a high level of confidentiality of information.
• Present and conduct themselves in a professional manner at all times.
• Communicate in a courteous and helpful manner as well as clear and concise manner at all times.
• Resolve complaints within scope of information and authority, and/or refer to chain-of-command as appropriate.

Secondary Job Functions

• Performs special assignments as requested.

• Performs related work as required.

• Exercise regular, predictable attendance & punctuality in accordance with Mohave County Personnel Policies & Procedures.

Minimum Qualifications

• High School diploma/ GED (General Education Degree).
• Two (2) years minimum of progressive office support and clerical training.
• An equivalent combination of education, experience, and training which provides the required knowledge, skills and abilities may be considered in meeting the minimum qualifications.

Knowledge, Skills & Abilities

• Modern office practices and records management/maintenance procedures.
• English grammar and spelling.
• Basic mathematics required to calculate and perform general accounting procedures.
• Filing and information systems, including EXCEL spreadsheets and Microsoft Word.
• Mohave County Personnel Policies & Procedures and Department Regulations.
• Effectively operating personal computers, calculators and peripheral hardware and software products to provide guidance on the maintenance and implementation of developmental procedures of department to which assigned.
• Communicate clearly and concisely, both orally and in writing with all people.
• Use databases and other forms of electronic data storage.
• Maintain accurate and up-to-date records and documentation.
• Establish and maintain cooperative working relationships with those contacted in the course of work.
• Obtain data from the computer during on-line operations, including interpreting technical and departmental information encountered in the performance of responsibilities.
• Maintain a high standard of confidentiality.
• Understand brief, written or oral directions and grasp ideas quickly in order to carry out instructions, solve problems with initiative and exercise good judgment.
• Organize workload to ensure determinations are made on a time basis.
• Act in a professional manner and professional in communication with others.
• Comply with Mohave County Personnel Policies & Procedures and Department Regulations.
• Perform the essential functions of the job with or without a reasonable accommodation.

Benefits

Mohave County has an extensive benefits package with exceptional health, wellness, and work/life balance offerings, financial & retirement benefits, comprehensive leave program, and more. Check out our Benefits Guide for full details!