Administrative Technician Part Time

Job Details: Job Location: Town Hall (TM, Fin, HR, Clerk)

• Chino Valley, AZ, Salary Range: $19.50 - $21.50, ADMINISTRATIVE TECHNICIAN TOWN HALL- PART TIME Department: Town Manager FLSA Status: Part Time Non-Exempt (24 hours per week, Monday-Thursday 8-2) Reports to: Executive Assistant Benefits: Prorated Vacation, sick and holiday, Arizona State Retirement System Hourly Rate: $19.50 -$21.50 DOE. GENERAL PURPOSE: Under limited supervision, provides staff support services to a supervisor, manager; provides services to the public. PRIMARY DUTIES AND 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. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties. Serves as the public face/voice of the town, Courteously and professionally greets the public via phone or in-person; receives and responds to questions; directs to the appropriate staff for additional assistance; escalates as necessary. Supports the relationship between the Town and the constituent population by demonstrating courteous and cooperative behavior when interacting with residents, visitors and Town staff; enthusiastically promotes the Town’s goals and priorities in compliance with all policies and procedures. Coordinates calendars and meeting schedules for the Mayor and Town Manager.
• Assists with routing requests from Mayor, Council and Town Manager. Maintains confidentiality regarding communication with various parties. Maintains the integrity, professionalism, values and goals of the Town by assuring that all rules and regulations are followed, and that accountability and public trust are preserved. Distributes incoming mail to Town Hall; provides outgoing shipping assistance. Reserves facilities for public body, staff, outside agencies, and stakeholders. Assists with routine meeting room preparation and support as well as preparing and distributing meeting materials. Posts town hall meeting room schedules. Help plan, coordinate and prepare for Employee Connection activities. Manages meeting invitations, confirmations and scheduling changes. Arranges travel accommodations and related logistics. Prepares per-diem requests to include the collection of supporting documentation. Coordinates conference, training and event registrations, including registration tracking deadlines, travel details and confirmations. Assists with event-day logistics and follow-up. Organizes monthly credit card reconciliation for the Administrative and Town’s Manager’s purchasing card, including the collection of receipts and supporting documentation for Finance. Performs various support activities, including document scanning, shredding, photocopying and faxing; operates presentation equipment. Performs work duties and provides staff support to departments or divisions. Prepares correspondence; prepares files; provides office organization for Town Hall departments. Works with outside parties in coordinating meeting rooms for either Town events or meetings, or coordination for meetings of external parties to be held on Town premises. Schedules Town vehicle(s) (garaged at Town Hall) for maintenance, fueling and cleaning. Schedules use of these vehicle(s) by Town employees/Council members. Maintains front lobby area, to include re-stocking brochures, business cards, informational material, workstation, and overall tidiness. Performs miscellaneous data entry and maintains various department documentation. Maintains confidentiality regarding communication with various parties. Maintains the integrity, professionalism, values and goals of the Town by assuring that all rules and regulations are followed, and that accountability and public trust are preserved. Performs related duties as required or assigned.

Qualifications

MINIMUM QUALIFICATIONS

Education and Experience

High school diploma or equivalent and one year of experience in general administrative support or an equivalent combination of education, training and experience. Required Licenses or Certifications: Possession of a valid driver’s license. Required Knowledge of: Customer service practices.

Modern office procedures, practices and equipment. Microsoft Office Suite skills including MS Word, Excel, PowerPoint & Outlook Basic principles and practices of bookkeeping, cash receipting, cashiering, data entry. Uses and applications of personal computers and various software applications. Required Ability to: Develop and maintain effective working relationships with Town staff, external organizations, elected officials, other public jurisdictions and the general public.

Provide excellent customer service. Establish and maintain various manual and automated records and filing systems. Maintain composure and work effectively under stressful conditions. Balance several distractions at one time in a thoughtful and considerate manner. Communicate effectively, both orally and in writing. Assess and prioritize multiple tasks, projects and demands.

Operate a personal computer utilizing a variety of business software. Maintain strict confidentiality. Physical Demands / Work Environment: Work is performed in a traditional office environment. May be required to perform a full range of motion with lifting and/or carrying supplies, materials, equipment and/or items weighing up to 20 pounds.

May operate a Town vehicle to run errands.