Administrative Assistant

Administrative Support Specialist

The purpose of this position is to perform a wide variety of administrative, clerical, and technical support functions for the County's two landfill facilities. This position is responsible for coordinating administrative operations, maintaining regulatory records, preparing reports, verifying payroll information, tracking landfill tonnage and operational data, and providing administrative support to landfill management.

Essential duties and responsibilities include maintaining landfill operational records to ensure compliance with all federal, state, and local regulations; verifying employee timecards, payroll information, overtime, leave balances, and other payroll-related documentation prior to submission; tracking and reconciling daily landfill tonnage reports, scale tickets, customer receipts, and disposal records; maintaining electronic and paper filing systems for permits, inspections, environmental records, contracts, invoices, and operational documents; assisting with budget tracking, purchase requisitions, purchase orders, invoices, and vendor payments; generating reports using landfill management software, spreadsheets, databases, and county financial systems; responding to inquiries from employees, contractors, vendors, regulatory agencies, and the public; preparing, compiling, and submitting required reports to the Arizona Department of Environmental Quality (ADEQ) and other regulatory agencies; coordinating correspondence, schedules, meetings, and calendars for landfill management; assisting with document preparation for Board presentations, capital improvement projects, and operational reports; monitoring permit renewals, inspection schedules, training records, and compliance deadlines; maintaining confidential personnel and payroll records; assisting with record retention and document management in accordance with county policies; and performing other duties as assigned.

This position does not supervise other employees, has no responsibility over any types of budget, and does not have project responsibilities. This position explains County procedures or processes and participates in and conducts meetings. This position creates or edits documents, internal memos, emails and ordinances for public release. Work related messages by phone and e-mail. Interacts extensively with employees, customers, the general public, vendors, regulatory bodies, and other groups and/or individuals and Institutions over the telephone, by email, and/or in person. Frequently (More than 25% but less than 40% in a year) interacts specifically with customers.

Minimum education required is a high school diploma or GED. Minimum years of directly related experience required is four (4) years directly related experience; or equivalent combination of education, training and experience. Must possess and maintain a valid Driver's License if position duties require. Knowledge required includes clerical; customer and personal service; English language and composition; mathematics; accounting; standard office software and spreadsheet applications. Skills required include active learning; reading; communicating diplomatically; customer service; presentation (small to medium groups); time management; multi-tasking; typing and data entry. Abilities required include solve problems using deductive reasoning; categorize and group data; perform mathematical operations; focus; read and write at professional level. Physical demands occasionally stand to attend to customers. Constantly sit to complete reports, operate computers and complete a program. Constantly lift under 10 lbs., regularly lift up to 25 lbs. Constantly require dexterity for keyboard operation, occasionally require dexterity for special gadgets. Incumbents in this position may be required to bend and twist to complete tasks. Work environment constantly work in an office environment; may occasionally spend time in construction areas, may routinely spend time in automobile; occasionally spends time in lobby environment. Work is performed in an office or lobby environment where the physical demands require sitting for extended periods of time; frequent use of computers and standard office equipment; may work under stress of deadlines and with members of the public. Safety risk exposure may occasionally be exposed to telephone or in person verbal abuse, be exposed to chemical hazards, blood borne pathogens, communicable diseases, fire hazards, explosives, respiratory hazards, extreme temperatures, noise and vibration, and wetness or humidity. Protective gear & safety manuals are required to constantly follow written safety procedures and manuals relevant to the division or department. May be required to wear hard hat, eye protection devices on rare occasions. Consequences of error can cause inconveniences to other employees, and/or delays in related work areas. Delays of services are possible.