Job Summary
Mohave County Development Services Department is currently recruiting for an Office Assistant Senior in the Kingman, AZ location. This is one classification in a progressive series of Office Administration positions which performs intermediate to advanced level administrative support and clerical work. Work includes concentrated technical or specialized work assignments that cannot be learned in a brief instruction period. This knowledge requires particular training and/or work experience in the specific division/department assigned or comparable agency. This classification is distinguished by the complexity of work allotted, knowledge required and level of responsibility.
REPORTS TO Work is performed under general supervision and direction of a higher level of authority. Work is reviewed through observations and evaluation of work performance and tasks completed by the incumbent.
SUPERVISION EXERCISED Oversees technical work and /or provides training of assigned personnel.
Essential Job Functions
Duties may include, but are not limited to, the following:
- As assigned, assigns, trains, oversees or directly supervises and reviews the work of subordinate clerical and office employees. May assist in interviewing and screening applicants and recommending disciplinary actions.
- Establishes work procedures and priorities.
- Assists the public in person and/or on phone; records complaints, takes messages and routes calls to appropriate personnel.
- Establishes and maintains standards, procedures, and techniques for efficiency of work.
- Researches and remains up to date with state directives and statues applicable to the assigned department /division using appropriate resources.
- Compose letters, routine correspondence and all documents in following up previous work, responding to inquiries, obtaining and updating information and making notifications.
- Coordinates meetings and takes minutes.
- Establishes and maintains filing, indexing and cross-referencing systems.
- Review incoming and outgoing computer data for accuracy, completeness and quality.
- Scans and faxes related documents.
- Designs and creates documents, brochures and/or newsletters in the course of business using a variety of computer software including Excel, Microsoft Word, Power Point, etc.
- Maintains purchasing records or reports, allocates expenses and prepares expense reports.
- As required, pays invoices, tracks budget, and prepares change orders and payment applications.
- Receives and processes routing requisitions for department. Allocates items to a variety of accounts according to prescribed classifications.
- Verifies and checks work for completeness and accuracy, and resolves errors and omissions.
- Processes departmental time sheets and paychecks, routing personnel transactions, invoices, checks, vouchers or other records.
- Enters and/or records data in appropriate systems. Compiles and computes data from files and other sources in preparing reports.
- Prepares submittals for review and tracks assigned projects.
- Gathers and prepares material for special reports, forms, policy formulation and summaries at the request of superiors.
- Performs assigned research for the delegated area.
- Operates common office machines to include computer keyboards and related peripheral equipment.
- Present and conduct themselves in a professional manner at all times.
- Communicate in a courteous and helpful manner as well as clear and concise manner at all times.
- Resolve complaints within scope of information and authority, and/or refer to chain-of-command as appropriate.
As assigned to Flood Control and Public Works: (may include any and/or all of the essential functions above)
- Administrative support to division staff as assigned, including but not limited to, ordering, membership processing, document reporting and distribution, mail processing, and division email management.
- Credit card and Claims processing.
- Records management to include setting up files, tracking flow of records, distributing records as needed, maintaining archives in electronic version and hard copy as needed, and updating established databases.
SECONDARY JOB FUNCTIONS - Performs related work as required.
- Performs special assignments as requested.
- Exercise regular and predictable attendance and punctuality in accordance with Mohave County Personnel Policies and Procedures.
Minimum Qualifications
REQUIRED MINIMUM EDUCATION, EXPERIENCE AND TRAINING - High School Diploma/GED (General Education Degree).
- Minimum of Three (3) years of progressively responsible administrative support experience with which;
- Two (2) of the three (3) years performing specialized support in the assigned department/division or comparable agency/organization.
- OR an acceptable combination of education, experience, knowledge, skills, abilities and training may be considered in meeting the minimum requirements.
SPECIAL JOB REQUIREMENT - May be required to obtain a notary certification for the State of Arizona.
- Must possess a valid driver's license for operation of motor vehicles on Arizona roads at the start of employment and maintain said license while employed in this position.
- External hires must provide acceptable driving history at no cost to the County.
Knowledge, Skills & Abilities
Knowledge of:- Procedures, terminology, equipment accepted or common practices, and policies of the assigned specialized work and the department/area to which assigned.
- English grammar, spelling and basic math.
- Standard office practices, procedures and equipment.
- Computers and software programs to include use of electronic spreadsheet and word processing applications.
- Knowledge of PowerPoint operations, both fixed and portable.
- Thorough knowledge of office administration functions.
Skill in:- Operating and utilizing modern office machines as necessary to include copiers, fax transmittal machines, calculator and the use of computer keyboards and related software and peripheral equipment.
- Communicating and maintaining professionalism with the public, co-workers, and work contacts.
Ability to:- Effectively perform the responsibilities of the specialty field and the position.
- Create and maintain efficient filing and indexing, referencing and case management systems.
- Use good judgment in applying established guidelines to solve work problems.
- Organize and prioritize assignments, cope with varying demands and work under pressure with frequent interruptions.
- Analyze information and interpret and apply technical, legal and departmental information encountered in the performance of responsibilities.
- Ability to use computer terminals to input data and obtain data from the computer during on-line operations.
- Exercise courtesy, tact and conducting professional rapport in dealing with the public and public and maintain confidentiality.
- Work independently in completed assigned tasks accurately and in maintaining standard correspondence, files, and reports of the office.
- Work and communicate effectively with all people contacted in the course of work.
- Understand and carry out complex written and oral instructions.
- Type accurately and at a speed necessary to fulfill job responsibilities.
- Perform the essential functions of the job specifications with or without a reasonable accommodation.
- Comply with Mohave County Personnel Policies and Procedures, and Department Regulations.
