ADMINISTRATIVE ASSISTANT I

Position Scope

Our Vision: We aspire to be the community of limitless possibilities.

Our Mission is to provide exceptional services for a safe, thriving community, while honoring our history and innovating for the future.

Embrace the New - Do Right - Lend a Hand - Find a Way - Enjoy our Work - Celebrate Uniqueness

Our Benefits
The City of Buckeye provides an extensive benefits package designed to support the well-being of our employees. This includes health, dental, vision, life, pet insurance, as well as wellness incentives. Coverage begins the first day of the month following the start of your employment.

Vacation & Sick Leave

At the City of Buckeye, we understand the vital role that vacation time plays in supporting the mental, physical, and emotional well-being of our employees. Vacation and sick leave accruals begin on the first day of employment and may be used upon accrual. Additionally, employees receive credit towards vacation leave accruals for years of service with other public sector retirement systems nationwide (not including Federal service).

Holidays

The City of Buckeye observes eleven holidays per year: New Years Day, Martin Luther King Day, Presidents Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Veteran's Day, Thanksgiving and the day after Thanksgiving, and Christmas Day.

Retirement
This position participates in the Arizona State Retirement System (ASRS). Contribution is mandatory, and the current contribution rate is 12.27%, per fiscal year.

Primary Duties and Responsibilities

Position Scope: Under close supervision, the Administrative Assistant is responsible for providing comprehensive administrative support to ensure the smooth operation of the department. This role involves performing a variety of clerical, organizational, and operational tasks, including managing schedules, coordinating communications, preparing documents, and supporting team members with day-to-day functions.

Primary Duties & Responsibilities:

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. lncumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Maintains calendars, schedules meetings and appointments; prioritizes and resolves meeting schedules; coordinates meeting resources and travel.
• Prepares meeting agendas and presentation materials; takes and transcribes meeting minutes and prepares summaries for distribution.
• Conducts and coordinates assigned projects; identifies and resolves routine problems; may assign the work of office staff.
• Prepares correspondence and other documents on a wide variety of subjects requiring knowledge of the procedures and policies of the assigned Department, edits and processes memoranda, technical documents and other communications.
• Maintains department files; compiles statistical data; prepares a variety of technical and statistical reports; updates manual and computer records and tracking systems; compiles management reports; conducts research of files and computer databases.
• Resolves routine problems and customer service inquiries within scope of authority; screens and routes calls to appropriate individuals, takes and delivers messages.
• Performs all procurement and accounts payable duties within the department.
• Performs other duties as assigned or required.
• Operates American Public Works Association accreditation, OpenGov, Tyler Munis, and other department-specific software as needed.
• Provides customer support for solid waste services, including reports and other assigned tasks.
• Serves as the main point of contact for customer service support within the department.
• Manages the department’s PPE (Personal Protective Equipment) inventory program.

Minimum Qualifications & Position Requirements

Education and Experience:

High School diploma or GED equivalent, and three (3) years administrative support experience; OR an equivalent combination of education and experience.

Experience in a government setting preferred (i.e., state, county, city government).

Necessary Knowledge, Skills and Abilities:

Knowledge of:

• Basic record retention, government policies & procedures, and accounting functions.
• City organization, operations, policies and procedures.

Skill in & Ability to:

• Microsoft Word, Excel, Outlook, Explorer, PowerPoint, Teams, and Adobe Acrobat.
• Effective written and verbal communication.
• Follow oral and written directions.
• Perform work in a timely manner.
• Prioritize and complete tasks within established deadlines.
• Work independently and in a team environment.
• Operate a City vehicle within established policy.
• Establish and maintain positive, effective working relationships with those contacted in the performance of work.

12-Month Goals:

• Become proficient in department-specific software programs.
• Complete training and gain proficiency in accreditation software.
• Complete NIMS IS-100 and IS-700 training.
• Build and maintain strong working relationships within the department, other city departments, and with customers.
• Learn city policies, procedures, regulations, and agency-related updates.

Additional Information

This position will be filled in July 2025.

Special Requirements: Valid Arizonia driver’s license
Physical Demands / Work Environment: Work in standard office environment and may include occasional outdoor work, occasional weekends and evenings.
Reports To: Department Director
Supervision Exercised: None

FLSA Status: Non-exempt

EQUAL EMPLOYMENT OPPORTUNITY: It is the policy of the city to provide employment opportunities to all persons based solely on ability, regardless of race, color, religion, sex, national origin, age, sexual orientation, gender identity or disability.

Employee Benefits & Wellness

The City offers a comprehensive benefits package to full-time classified and management employees. Part-time classified employees may be eligible for select benefits where defined.

For complete Benefit Plan & Wellness Information, please visit the City website at:
Benefits & Wellness

City benefit plans are subject to change at any time.

Closing Date/Time: 6/4/2025 11:59 PM Mountain

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• City of Buckeye, AZ

• 623-349-6000

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