Senior Administrative Assistant

(Anticipated Hiring Range: $23.85 - $25.06/hour)

Positions assigned to this class assist with research, analysis, budget, and reporting on a variety of topics. Provides advanced and complex administrative assistance to department staff. Assists in planning, organizing, and implementing the overall administrative activities and operations of the assigned department.

The following is intended to describe core work functions of this classification. While the level and broad nature of essential duties may not change, specific work tasks may vary over time depending on the City’s needs.

• Assist with a variety of activities and special projects related to department administration and management; support projects or activities that expand or improve services. May involve work with City department directors, City Council/Water District Board of Directors and other government agencies and local businesses.

• Manage accounts payable activities; receive bills; generate check requests; process accounts payable batch for Finance.
• Prepare and assist in the preparation of contracts, agreements, requests for proposal, bid documents and other legal documents.
• Maintain physical and electronic administrative files and records; file, scan and archive records; purge as necessary.
• Organize meetings and appointments; maintain schedules; prepare meeting agendas; may assist in the preparation of materials and set up.
• Review and respond to citizen complaints or requests for information; oversee the preparation of public reports and similar materials.
• Monitor and analyze work products, methods, procedures, functions, processes and requirements; recommend operational controls, procedures and guidelines to achieve operational objectives.
• Conduct management studies in the areas of policy development and organizational, budget and financial analysis; prepare and present staff reports and other necessary correspondence; recommend courses of action based on research and analysis.
• May order and maintain office supplies and equipment.
• May assist with time and attendance processing, verify approval of timesheets and edit any discrepancies, input department approved leave requests.
• Support the City’s policies, goals and objectives and work with management and other staff to ethically achieve such goals and objectives; ensures compliance with safety procedures.

Graduation from a college or university accredited by an agency recognized by the U.S. Secretary of Education or Council for Higher Education Accreditation (CHEA) with a Bachelor’s degree and two (2) years paid fulltime administrative support experience; OR an equivalent combination of education and experience.

• City and Department procedures, policies and guidelines;
  Arizona Revised Statutes;
  State and Federal regulations relating to records retention and destruction.
• Principles and practices of accounting, payroll and budget preparation.
• Research and analysis methods and techniques.
• Principles and procedures of recordkeeping, reporting and retention.

• Establishing and maintaining cooperative working relationships with coworkers and other individuals in contact during the course of work; communicating clearly and concisely.
• Operating a personal computer utilizing standard software such as Microsoft Office and some specialized software and applications; functioning standard equipment.
• Assessing, prioritizing and completing multiple tasks and demands simultaneously.
• Creative writing and business correspondence.
• Creating various financial reports; accurate data entry.

Candidates who are selected for appointment may be required to be fingerprinted, if 18 or older; successfully complete a background investigation, employment verification and may be subject to a drug/alcohol test, medical, polygraph and/or psychological evaluation. Candidates who are appointed will be required to possess a valid driver’s license to operate a vehicle in Arizona, or meet the transportation needs of the position.

Work is performed in a standard office environment. May require frequent sitting and continuous operation of a personal computer. May be required to perform a full range of motion with lifting and/or carrying items weighing up to 25 pounds.