Administrative Assistant en City of San Luis, AZ
City of San Luis, AZ · San Luis, Estados Unidos De América · Onsite
- Professional
- Oficina en San Luis
About the Department
Join one of the fastest-growing cities in Arizona and the youngest in Yuma County!
Under close supervision of the Risk Manager, performs basic office support activities for Risk Management Division under the Human Resources department.
As the Administrative Assistant, you will:- Provide general administrative support services for management personnel, departments, divisions, and/or programs; prepare a wide range of reports and documents from written material or machine transcription using a computer or other office equipment.
- Assist in maintaining databases and records related to risk assessments, incidents, and insurance claims.
- Assist in preparing documentation for audits, inspections, and regulatory reviews.
- Assist with coordinating training sessions or workshops related to risk awareness and safety protocols. This could involve scheduling sessions, preparing materials, and tracking attendance.
- Maintain records related to insurance policies, claims, risk assessments, and safety protocols. This includes organizing and updating files to ensure easy access and compliance with regulatory requirements.
- Collaborate with the Risk Manager or Safety Officer to conduct risk assessments in different areas of the organization. Help gather data, prepare reports, and document findings to identify potential risks and recommend mitigation strategies.
- Participate in regular meetings or discussions with the risk management team to evaluate current practices and propose enhancements to mitigate risks more effectively.
- Format documents, charts, reports and forms using standard (MS Office) and specialized applications; edit for punctuation and spelling; proofread for accuracy and consistency; may independently compose and prepare reports, letters and/or memoranda.
- Perform general secretarial work; receive and screen visitors, callers and mail, and direct to appropriate individual or office; take and transmit messages; make appointments; greet and assist customers in person, on the phone, on the computer or through other means of communication.
- Provide and gather general information to/from a variety of sources; makes travel arrangements; identify customer needs; search for, receive and explains information regarding rules, regulations, policies, procedures and technical office operations.
- Research, compile, maintain and process general statistical, financial and/or numerical data related to departmental personnel, payroll, purchasing, inventory, budget and/or other functions; verify and make entries and notations.
- Maintain specialized records of departmental operational activities (e.g., invoices, purchase orders, payments, permits, citations, equipment inventories, time and attendance records, personnel records, grant submittals, inspections, financial/budget information, travel/training request, etc.
- Coordinate and monitor departmental and/or program specific activities, arrange visitor tours, and maintain a calendar of pertinent meetings and events; work with City personnel and/or outside agencies to coordinate departmental programs and projects and monitors activities.
- Assist in the preparation of departmental budget and monitors department/division expenditures; coordinate purchase cards; prepare purchase requisitions; maintain petty cash.
- Train or review the work of others; may provide lead or technical assistance as part of a training program.
- Attend meetings with City personnel and/or outside agencies and record/transcribe meeting minutes.
- Assist with Human Resources front desk duties as needed.
- Assist with Special Programs as needed.
- Perform related duties as assigned.
Position Duties
Will possess knowledge of:
- Standard office practices, procedures, and equipment.
- Project/program coordination and implementation.
- Applications of automated information systems.
- Applicable laws, regulations, statutes, policies, and procedures (Federal/State/City) applicable to work unit.
- Business English, spelling, grammar, punctuation, and arithmetic calculations.
- Manual and/or automated filing procedures and file maintenance.
- Canva Graphic Design Tool and MS Office (Word, Excel, PowerPoint, Publisher).
- Basic risk management principles, insurance terminology, and regulatory requirements relevant to the organization.
Possess the ability to:
- Utilize a variety of office procedures and equipment.
- Follow oral and written directions.
- Establish and maintain effective working relationships with others.
- Communicate effectively with others.
- Deliver exceptional service and exceeding customer service expectations.
- Write clearly and legibly; perform basic arithmetical operations.
- Maintain complex and sophisticated filing systems.
- Use specialized software programs.
- Understand the importance of confidentiality when handling sensitive information.
- Take initiative in handling tasks and contributing to improving administrative processes within the Risk Management division.
- Work effectively in a team environment, support colleagues, and assist in cross-functional projects or initiatives related to the department.
- Read, write, and speak English and Spanish.
Minimum Qualifications
Education, Training and Experience:
- A High school diploma or GED equivalent AND
- Three (3) years of clerical experience performing increasingly responsible secretarial and administrative tasks.
- Depending upon the needs of the City, some incumbents of the class may be required to demonstrate fluency in both Spanish and English as a condition of employment.
Licenses and Certificates:
All Licenses and Certifications required must be maintained throughout employment.
- A valid Arizona Driver's License will be required at the time of appointment and must be maintained throughout employment.
Special Requirements:
- Residency within 25 miles of San Luis and within the US.
Desired/Preferred:
- Bilingual in Spanish.
- San Luis residency.
Other Qualifications
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, the employee is regularly required to sit, walk and stand; talk and hear; 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. Employees must be physically capable of operating City vehicles, for job-related purposes, safely. Specific vision abilities required for this job include close vision and the ability to adjust focus.
Mental Demands
While performing the duties of this class, an employee uses written and oral communication skills; reads and interprets data, information and documents; analyzes and solves problems; uses math and mathematical reasoning; performs highly detailed work; deals with multiple concurrent tasks; and interacts with others encountered in the course of work, including frequent contact with customers and/or the public and dissatisfied individuals.
Work Environment:
The employee works in an office environment where the noise level is usually quiet. Certain positions within the classification may require availability to work flexible schedule.
APPLICATION PROCESS:
To be considered, online applications MUST include all required documents listed under the Minimum Requirements section of the Job Posting. All documents should be uploaded as attachments.
Please note:
- The online application must be completed in full.
- Resumes will not be accepted in lieu of a completed application.
- Incomplete applications will not be considered.
