Community Services Administrative Assistant bei Town of Fountain Hills, AZ
Town of Fountain Hills, AZ · Fountain Hills, Vereinigte Staaten Von Amerika · Onsite
- Professional
- Optionales Büro in Fountain Hills
About the Department
The Town of Fountain Hills (fountainhillsaz.gov) has an excellent full-time job opportunity available as the Administrative Assistant in the Community Services Department. This position reports directly to the Community Services Director and is based on-site. Remote work is not available for this role.
The Community Services Department is the Town’s “Fun Department,” bringing energy to Fountain Hills through events like the July 4th at the Fountain Celebration, Music Festival, Turkey Trot, Spooky Blast, and Breakfast with Santa. The department also keeps our parks well-managed and operates the Community Center as a hub for recreation. The Administrative Assistant helps keep it all running smoothly — from events and parks to the community center and more.
This position provides support services and administrative assistance for the Director and Division Supervisors of the department by performing highly responsible secretarial, clerical, and administrative duties. The Administrative Assistant also serves as a budget clerk, handling entry, filing, and routine monitoring for all divisions of the department, coordinates Commission meetings by preparing packets, postings, and minutes, and assists with Commission recruitment processes and interviews.
Position will remain open until filled with a weekly review of applications anticipated.
Position Duties
| Provides administrative support to Department management in preparing budget materials and routine reports. Assists with bidding processes and maintains related contract files. Provides general support to managers and supervisors on projects through reporting, file management, and document coordination. |
| Prepares and distributes Commission Meeting packets and postings; secures meeting rooms, attends Commission meetings, transcribes Commission minutes. Prepares all paperwork pertaining to Commission recruitment and attends recruitment interviews. |
| Provides administrative support in the day-to-day operations of the department. Reviews incoming mail, distributes it accordingly, and responds to correspondence as directed. |
| Prepares requisitions and receives products on purchase orders using the ERP (Enterprise Resource Planning system) system. Maintains a department purchase card and codes purchases. Monitors and orders departmental supplies. Calls for equipment repair when necessary. Monitors and stocks the department’s brochures and flyers in kiosks. |
| Provides support for the Town Hall CSRs (Customer Service Representatives); assists in participant registration and park facility booking, and other areas as needed. |
| Conducts research, and accomplishes special projects. Responds to requests for information from staff and the general public in a timely manner to achieve satisfactory resolutions. |
| Maintains records/documents for the department. Adheres to the records retention requirements. |
| Performs other related duties as assigned. |
Minimum Qualifications
| Work requires knowledge of a specific vocational, administrative, or technical nature, which may be obtained with six months/one year of advanced study or training past the high school equivalency. Junior college, vocational, business, technical or correspondence schools are likely sources. Appropriate certification may be awarded upon satisfactory completion of advanced study or training. Must be literate in Microsoft Word, Excel, PowerPoint, and Microsoft Outlook. |
| Minimum three years in progressively responsible administrative work. |
| Possess a valid driver's license for a minimum of two years with a good driving record. |
| Equivalent combination of experience and training that meet the minimum qualifications may be substituted. |
| Work requires the ability to read and understand reports, letters, correspondence, schedules, budget material and purchase orders. |
| Work requires the ability to perform general math calculations such as addition, subtraction, multiplication and division. |
| Work requires the ability to write reports, letters, correspondence, schedules and purchase orders. |
| Work involves a variety of duties requiring attention to detail, accuracy, and the ability to follow established procedures. Tasks may involve selecting appropriate methods or approaches within clearly defined policies, standards, and guidelines. |
| The incumbent has regular contact with other Town staff, vendors, suppliers, and external agencies. These interactions may involve exchanging information, coordinating purchases or projects, and providing or receiving approvals. Occasional contact with professional organizations, customers, or sales representatives may also occur. |
