Administrative Assistant (Parks)

Administrative Assistant I

The City of Kingman is looking for an Administrative Assistant to support our Parks & Recreation team. In this role, you will be responsible for managing projects, coordinating planning processes, and providing information and assistance as needed. You will also answer telephones, process mail, assist customers, research information, maintain records, and support various department functions.

If you are able to work independently, communicate effectively, and remain composed in high-stress situations, we want to hear from you. We're looking for someone who is an effective communicator, detail-oriented, and comfortable navigating complex situations while maintaining strong professional relationships.

Administrative Support (35%): Plans, coordinates, and schedules meetings, and business travel arrangements. Performs a variety of administrative duties, such as planning, scheduling and coordinating various events. Manages the department calendars and/or calendars of assigned staff. Responds to varied and often complex requests or complaints from employees or the general public. Assists department with special projects and activities, presentations, operational and strategic plans, and customer requests for information. Assists management staff with follow up on work assignments within the department.

Financial Management & Procurement (25%): Performs general financial and accounting procedures for the entire Department. Maintains budget files, tracks, monitors, and reconciles divisional or program budget accounts, expenditures, transactions, financial statements and reports; investigates discrepancies; may assist in estimating expenditures for a program or division. May be responsible for reviews of bids for supplies and office equipment and make necessary recommendations based on lowest and best bids, competency of vendors and consultants, and the selection criteria.

Meeting and records management (20%): Taking and recording minutes at meetings, preparing meeting agendas, knowledgeable in Arizona open meeting law and apply to meetings, follows up on committee assignments; responds to requests for information, processing incoming and outgoing mail, drafts of letters and memoranda. Assists department with records management by establishing, organizing and maintaining filing system; scans and indexes records into electronic document management systems; performs records retention and destruction report preparation.

Public Relations, Communication and Teamwork (20%): Formats, edits, updates, and maintains division or department Intranet or Internet webpages. Composes, edits and proofreads a variety of documents including letters, memos, notices, flyers, forms, brochures, newsletters, and other materials for internal and external use. Serves on City teams as assigned by attending meetings, performing assigned tasks, and working in cooperation with other City employees for a common goal. Communicates and acts in a professional manner with the public, co-workers, and work contacts.