Hiring Pay Range:$15.86 to $19.82

Pay Grade: 102

Full Pay Range: $15.86 to $23.79

FLSA Status: Non-exempt

Deadline to Apply: 05/16/2023

Position Summary:

Performs secretarial and clerical functions in support of activities of the Public Works department. Serves as the department receptionist; supports daily operations and maintenance tasks; performs multiple other tasks; and provides customer service.

Distinguishing Characteristics:

This position has no supervisory responsibilities. Under general direction, this job class is expected to exercise some judgment within established guidelines in the disposition of daily activities.

Essential Duties:

• Serves as receptionist; greets/directs visitors as required; answers, screens, and directs telephone calls and/or dispatches staff to routine/emergency calls; gathers information and provides general assistance to callers/visitors while providing exceptional customer service; records and distributes materials, documents, and payments received from visitors to appropriate department personnel; and opens, sorts, and distributes mail
• Performs day-to-day activities including activities pertaining to customer service requests
• Transcribes and/or creates drafts and final correspondence; proofreads and edits for correct grammar, sentence structure, and desired intent or significance; and prepares various final documents including letters, reports, orders, forms, work orders, and other materials for distribution, and/or records storage
• Maintains various computerized and paper files; devises, revises, or maintains records, files, and bibliographic material; retrieves, records, logs, and re-files paper documents; retrieves, revises, prints, and saves computer files; and prepares copies of documents as requested
• Assists in the processing of records requests made by the general public and/or other City departments, in person and electronically, with appropriate areas. Assists in the processing of financial assurances
• Processes PCards relating to Department
• Provides information requiring some knowledge of departmental policies and procedures.
• Operates a variety of office equipment
• Assists in the logistics of training and travel
• Substitutes for office staff during absence
• Enters employee time and processes payroll batches
• Orders supplies and equipment; stocks supplies; maintains inventory; and arranges for the repair and servicing of office equipment
• Cross-trains and performs similar secretarial tasks for other divisions as needed
• Copies and collates materials for distribution and/or records storage
• Posts entries to ledgers, logs, or spreadsheets to account for expenditures or receipts; prepares copies of documents as requested
• Performs other duties as assigned

Qualifications:

Education and/or Experience:

High school diploma or equivalent; three (3) years of secretarial/clerical work, which includes contact with the public and customer service both by phone and in person; or any equivalent combination of education, experience, and training which provides the knowledge and abilities necessary to perform the essential functions of the position.

Licensing, Certification, and Other Requirements:

Possess a valid Arizona driver's license. Pass a pre-employment drug test, polygraph exam, and fingerprint and background investigations. Pass a typing and general office skills test.

City Core Beliefs:

City of Prescott employees should seek to uphold the City's core beliefs throughout their day-to-day business and with every customer they come in contact with, both internal and external. Our core beliefs are: Act with Integrity, Work as a Team, Have Personal Commitment and Loyalty, Solve Problems, Take Pride In Excellent Results, High Level of Productivity and Being Nice.

Knowledge, Skills and Abilities:

• Knowledge of the City's governmental organization, policies, and procedures
• Knowledge of basic accounting or business practices and methods
• Knowledge of the theories, methods, and practices of municipal budgeting
• Knowledge of office procedures and equipment, including computers and various software applications including financial applications software and Microsoft Office
• Knowledge of business English, punctuation, spelling, and written communications
• Knowledge of public relations/customer service principles, practices, and techniques
• Knowledge of effective public contact techniques
• Knowledge of general office procedures, methods, and equipment
• Skill in using a variety of computer software, including word processing and database (Lucity) applications and Microsoft Office Suite products for Windows
• Skill in typing (50 words per minute) and word-processing
• Skill in preparing and maintaining accurate records, reports, and files
• Skill in handling and prioritizing multiple projects
• Skill in interpreting, developing, and applying rules, policies, and procedures
• Skill in assisting in annual budget preparation and financial reporting,
• Skill in assisting with grants and contracts
• Skill in organizing
• Skill in utilizing public relations techniques in responding to inquiries and complaints
• Skill in communicating, both verbally and in writing
• Ability to understand and follow oral and written directions
• Ability to maintain conference room calendars and schedule group meetings as necessary
• Ability to assist with creation and distribution of bid packets
• Ability to process invoices for payment
• Ability to establish and maintain effective working relationships with City management, City employees and their representatives, volunteers, elected officials, other agencies, business and professional groups, vendors, and the general public
• Ability to pay attention to details
• Ability to deal with difficult customers

Physical Demands and Working Conditions:

• Work is performed in a standard City office environment
• Safely operates a City vehicle and variety of standard office equipment including a computer terminal, telephone, 10-key calculator, copier, requiring continuous and repetitive arm, hand, and eye movement
• Clearly, concisely, and effectively communicate, both in person and over the telephone
• Safely lifts 30 pounds without assistance; perform repetitive bending, twisting, and walking
• Work is performed in a safe and secure work environment that may periodically have unpredicted requirements or demands

Successful candidate will receive a post-offer, pre-employment background screening to include:

• Drug screening

• Motor vehicle records check

• Criminal background screening

City of Prescott Contact Information

201 N. Montezuma Street, Suite 207

Prescott, AZ 86301

Email: hr@prescott-az.gov

Website: www.prescott-az.gov

Phone: 928-777-1410 / Fax: 928-777-1213