Administrative Assistant - Finance Department

Come join our team! The City of Sedona is now accepting resumes for the position of Administrative Assistant - Finance Department .

THE POSITION

The Finance Department's Administrative Assistant provides administrative assistance to an upper-level supervisor or administrator, performs a wide variety of responsible administrative and secretarial work in support of the department, and develops new systems or improves existing systems and procedures to increase department efficiency.

ESSENTIAL FUNCTIONS:
1. Maintains the calendar of the Director of Financial Services and other supervisors; provides reminders of scheduled appointments; coordinates meetings and locations; maintains a calendar of activities, meetings and events for assigned department.
2. Deals tactfully and courteously with the public, responding to and resolving difficult and sensitive citizen/customer inquiries and complaints.
3. Provides support services; monitors workload, work activities, priorities and deadlines, including tracking of performance measurements.
4. Participates in the implementation of goals, objectives, policies, and priorities related to duties.
5. Prepares departmental purchase orders and budget adjustments when appropriate; reviews and codes departmental invoices.
6. Prepares, distributes, and posts meeting agendas; attends meetings and takes minutes; assists with the preparation and distribution of comprehensive staff reports; conducts surveys; prepares a variety of reports related to assigned departmental functions.
7. Organizes and maintains accurate and current filing system including scanning and uploading of paper records as electronic records; coordinates and facilitates departmental record retention requirements.
8. Gathers and manages records for public records requests and other various records requests.
9. Coordinates and facilitates contracts, gathering needed signatures and required documents.
10. Prepares, types, processes and proofreads a variety of documents including general correspondence, agendas, reports, memoranda and statistical charts from rough draft or verbal instruction.
11. Coordinates and facilitates printing and distribution of a variety of reports.
12. Coordinates and facilitates large mailings including working with post office for bulk mailings.
13. Assists in the development and administration of the departmental budget; forecasts funds needed for materials, equipment and supplies; monitors and approves expenditures as appropriate.
14. Works in organized team efforts and assists in problem-solving work-related issues for continuous improvement in work efforts.
15. Operates, maintains and orders office supplies.
16. Answers department phones and assists internal and external customers.
17. Provides support to City-related commissions and committees as required.
18. Supports City projects and assists with grant procurement.
19. Opens and distributes mail to appropriate people in department.
20. In the absence of cashiering staff, receives and processes cash from all City departments and customers. Maintains records for cash receipts, cash deposits, and accounts receivable.
21. Delivers deposits to the bank weekly or more frequently if needed.
22. In the absence of Accounting Technician, performs Accounting Technician responsibilities if necessary.
23. Provides administrative support to Director and other Financial Services staff.
24. Provides customer services to internal and external customers.
25. Maintains or performs website content function within assigned role.
26. Performs other duties as assigned.

QUALIFICATIONS

Knowledge of:
• Operations, services, and activities of the department. Also general knowledge of other departments in order to correctly direct phone inquiries/customers.
• Basic principles and practices of fiscal, statistical, and administrative data collection and report preparation.
• Modern office procedures, methods, computer equipment, and database software programs.
• Microsoft Office and Adobe Acrobat DC.
• Public relations methods and techniques.
• Pertinent rules, regulations, office policies and procedures related to assigned duties.
• Principles of training, supervision, and performance evaluation.
• Principles and practices of meeting and agenda preparation.
• Principles and procedures of record keeping and business letter writing.
• English usage, spelling, grammar, and punctuation.
• Principles of mathematics, accounting, and statistics.

Ability to:
• Work in organized team efforts and assist in problem-solving work-related issues for continuous improvement in work efforts.
• Encourage and facilitate environment for building team efforts and problem solving of work-related issues by employees.
• Ensure necessary training and other technical support for building an environment that encourages teams and continuous improvement.
• Perform responsible administrative work involving the use of independent judgment and personal initiative.
• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Independently prepare correspondence and memoranda.
• Perform general clerical work including the maintenance of appropriate records and compiling information for reports.
• Respond to requests and inquiries from the general public.
• Type at a speed necessary for successful job performance.
• Interpret and apply administrative and departmental polices and procedures.
• Work independently in the absence of supervision.
• Operate and use modern office equipment including a computer.
• Maintain confidential data and information.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain cooperative work relationships with those contacted in the course of work.
• Maintain mental capacity, which allows for effective interaction and communication with others.
• Maintain effective audio/visual discrimination and perception to the degree necessary for the successful performance of assigned duties.
• Maintain physical condition appropriate to the performance of assigned duties and responsibilities.

Experience:
Three years of responsible secretarial and clerical experience.

Training:
Equivalent to the completion of the twelfth grade supplemented by additional specialized secretarial training.

WORKING CONDITIONS: Environmental Conditions:

Office environment with occasional exposure to outside elements during times of special events.

Physical Conditions:

Essential and other important responsibilities and duties may require maintaining physical condition necessary for sitting for prolonged periods of time and working closely with others; general manual dexterity. Some lifting required for file storage and stocking paper products.

To apply for this outstanding job opportunity, please click here .

The City of Sedona offers a competitive benefit package that includes:
• Arizona State Retirement System with matching employer contributions

• 100% City-paid health options, dental, and vision coverage for employee

• Substantial contributions to health, dental and vision coverage for dependents

• HSA health plans available with generous City allowances provided

• City provided $50,000 group term life insurance

• Short-term disability

• 96 hours of PTO time

• Generous monthly vacation accruals

• Eleven paid holidays

• Deferred compensation plans - Optional IRS 457 plans

...and 4/10 work schedule - 3-day weekends!

Apply Now!

CONTACT INFORMATION
City of Sedona
Human Resources
102 Roadrunner Drive
Sedona, AZ 86336
928-203-5038 or 928-203-5189

HumanResources@SedonaAZ.gov

The City of Sedona is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at the City are based on business needs; job requirements; individual qualifications, without regard to race, color, religion or belief, national, social or ethnic origin, age, physical, mental or sensory disability, HIV status, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status; past or present military service; or any other status protected by law or regulation.

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Sedona, Arizona United States View Map