Hybrid Administrative Assistant I na Town of Gilbert, AZ

About the Department

With every job we fill, our focus is on providing best in class service to our citizens while offering the opportunity for professional growth in a rewarding and innovative work environment.  Team Gilbert has an exciting opportunity for a highly motivated professional to fill the position of Administrative Assistant I serving the Finance and Management Utilities Division.
 
The incumbent provides administrative support to the assigned department.  Exhibits a customer focused service orientation towards internal and external customers by building and maintaining positive working relationships while displaying a high degree of professionalism.  This classification requires knowledge of basic clerical functions, computer skills, data and document processing and customer service principles.  Based upon assignment, incumbents may be responsible for providing first line customer services, composing routine correspondence, filing, faxing, scanning, copying, distributing mail, monitoring and ordering office supplies, reviewing invoices, data entry and other duties as assigned.  Other duties may include completing related tasks as assigned. 
 

• Provides first line customer service to internal and external customers, greets, receives, screens and refers visitors and customers , assists customers at a public counter and/or by telephone; provides general information; responds to routine-to-moderately difficult inquiries, requests or complaints from customers and the public; refers complex inquiries, requests or complaints to appropriate staff.
• Composes routine correspondence and proofreads/edits documents; updates and maintains spreadsheets, databases, and reports. Tracks and logs data for the department, division, and or employees. Assists with reviewing invoices, purchase orders and requests for payments.
• Picks up, sorts, copies and distributes a variety of correspondence, deliveries, and mail; opens, logs and routes office mail; stuffs, sorts and prepares outgoing mail and documents for pickup; retrieves, delivers and sends faxes.
• Creates and maintains filing and record systems with a variety of subject matter to provide easy access to records and information. Provides retention of records as needed and/or requested, and assists with records requests as needed.
• Maintains, monitors, and assists with supplies and inventories, which may include ordering, stocking, and distributing of supplies.
• Makes appointments and maintains/coordinates calendars and meetings.
• Actively participates and accomplishes organizational, departmental and workgroup goals and objectives.
• As assigned, researches, responds to, and resolves inquiries for assigned area;
• As assigned, updates, maintains, and retrieves information from electronic files and automated information systems;
• Other duties as assigned.

Position Duties

You are someone who effectively exceeds customer needs by building productive relationships and taking responsibility for customer satisfaction and loyalty.  You actively participate as a member of a team to move the team toward the completion of goals and produce quality outcomes.  You are committed to our safety philosophy, and you take great pride in proactively managing time and resources to ensure that work is completed efficiently while accomplishing objectives and achieving goals beyond what is required.
 
 At Team Gilbert, we hire innovative, forward-thinking problem-solvers who love what they do!  In addition to possessing the ability to live out our core and functional values daily, candidates must possess the following requirements:

• Knowledge of applicable programs or services; basic data entry techniques and use of automated information systems; basic mathematical aptitude, and basic bill reconciliation; management and storage techniques and practices using good organization; basic electronic records management systems; modern office equipment;
• Skilled in basic prioritization of workload and making adjustments as needed; in common sense solutions to complex issues;
• Ability to build positive working relationships with all levels in the organization; handle confidential and sensitive information while using good judgment; communicate effectively through verbal and written means;  multiple priorities at once, as well as attention to detail.

Minimum Qualifications

Gilbert’s Mission: Anticipate. Create. Help People
Our Values: DRIVEN, KIND, BOLD, HUMBLE
Awards: We are proud of these achievements and continue to work hard to make Gilbert the best place to live, work and play.

Other Qualifications

Gilbert is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. If any reasonable accommodation is needed while participating in the application and interviewing process, please contact our People Team (Human Resources) at 480-503-6823. Requests should be made as early as possible to allow time to arrange the accommodation.

Gilbert provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.