Office Assistant; Agency-wide Talent Pool

Overview

Under direct supervision, Office Assistants provide clerical support to administrative units, divisions and/or departments. Depending on the assignment, typical duties may include the following:

• Perform a variety of clerical and receptionist duties in support of a department or program.
• Respond to informational inquiries, provide information, or refer questions to appropriate City staff.
• Answer single or multi-line phones, route calls, and record/distribute messages.
• Schedule and coordinate meetings, travel arrangements, and appointments as required.
• Prepare correspondence, memoranda, forms, and/or other materials.
• Participate in preparing and distributing agenda and/or other meeting materials.
• Prepare documentation and maintain specialized records of departmental operational activities (e.g., invoices, purchase orders, permits, citations, equipment inventories, time and attendance records, financial/budget information, etc.).
• Order office/operational supplies as needed (e.g., janitorial supplies or automotive parts).
• Transport materials and supplies to and from City and offsite locations, such as banks, the Post Office, City Hall and Yuma as directed.
• Copy/collate documents and distribute to appropriate parties.
• Stamp, sort, and distribute incoming mail and prepare outgoing mail.
• Locate and retrieve files or documents; perform data entry and routine file maintenance.
• Perform routine maintenance and service of office equipment and contact repair personnel as required.
• Prepare work orders as required or assist the public in filling out various applications.
• Possibly receive payments, issue receipts, and verify daily cash balances.
• Process and distribute business license applications to various departments, prepare billing statements for license fees, and maintain/monitor related records.
• Prepare and post notices for meetings, work sessions, public hearings, etc.
• Performs related duties as assigned.

• Knowledge of manual and/or automated filing procedures and file maintenance.
• Business English, punctuation, grammar, and spelling.
• Rules, regulations, policies, and procedures applicable within work unit.

• Standard office practices, procedures, and equipment.
• Data entry and verification procedures.

• Interact with the public and provide professional customer service.
• Establish and maintain effective working relationships and communicate effectively.
• Answer telephones and take accurate messages.
• File documents and retrieve information.
• Record and transcribe minutes and dictation.
• Operate a variety of office equipment including typewriters, automated information systems, facsimile machines, photocopiers, and calculators.
• Type at least 50 wpm.
• Excellent communication skills; reading, writing, and bilingual in Spanish.
• Pass an extensive background check.

• High school diploma or GED equivalent.
• One (1) year of clerical experience.

All Licenses and Certifications required must be maintained throughout employment.

• A valid Arizona driver’s license at the time of appointment.

• Residency in the United States and within 25 miles of the City of San Luis.

• San Luis residency.
• Bilingual in Spanish.

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands — While performing the duties of this job, there is a need to sit, stand, and move; use hands to finger, handle, feel or operate objects, tools or controls; reach with hands and arms; and perform repetitive movements of hands or wrists. The employee is frequently required to lift up to 30 pounds unaided and to operate City vehicles for job-related purposes.

Specific vision abilities required include close vision and the ability to adjust focus.

Mental Demands — The role requires written and oral communication, reading and interpreting data, information and documents; problem solving; numerical reasoning; highly detailed work; managing multiple tasks; and frequent interaction with customers and the public, including dissatisfied individuals.

Work Environment — The employee works in an office environment where the noise level is usually quiet. Some positions may require a flexible schedule.