Salary : $34,361.60 Annually
Location : Sierra Vista, AZ
Job Type: FULL-TIME
Job Number: 03 29 23 REQ 1222
Department: PARKS & RECREATION
Opening Date: 06/28/2023
Closing Date: 7/12/2023 11:59 PM Arizona
Definition & Essential Functions
Under limited supervision, performs a variety of secretarial and routine administrative functions for a department director or designee of the department director.
FLSA status: Non-Exempt.
Essential functions included in the job description may include tasks, knowledge, skills, and other characteristics. The list of tasks is illustrative only and is not a comprehensive listing of all functions and tasks performed by positions in this class.
Tasks
Prepares, composes, and types a variety of correspondence, letters, and memoranda for an assigned department; reviews and responds to routine inquiries not requiring supervisory attention; answers questions and provides general and detailed information regarding department and City operations, policies, and procedures; researches and provides a variety of special reports and schedules; prepares materials for a variety of meetings; screens incoming telephone calls, opens and reads letters, and greets visitors.
Organizes and supports the work and processes of the Parks & Recreation Department’s professional, management and technical staff. Independently conducts major clerical projects, including proofreading, editing, and creating and maintaining spreadsheets, and prepares and submits documents to be posted on internal and external websites. Aids the public and other employees on technical information based on Parks & Recreation policies and procedures.
Maintains and organizes department operational and training files and records; tracks budget expenditures and prepares periodic reports of activity against budget; prepares and processes invoices, purchase orders, and requisitions to purchase equipment, supplies, and materials; schedules appointments; arranges meetings and coordinates travel requirements, including air, hotel/motel, and car arrangements; completes and files a variety of standard reports; attends meetings, takes notes, and transcribes into minutes.
Provides support to City Boards and Commissions.
Supports department special events.
Knowledges, Skills & Other Characteristics
Knowledge of:
Office management and administrative support practices and procedures.
City operations and functions.
General bookkeeping practices and procedures.
A variety of computer software, including word processing, spread sheet, and presentation applications.
Department goals, objectives, policies, procedures, codes, and regulations.
Skill in:
Researching, compiling, and preparing reports and related information.
Operating a variety of office equipment, including personal computer, computer terminal, calculator, telephone, copier, and FAX.
Establishing and maintaining effective working relationships with City staff, outside agencies, and the public.
Preparing a variety of records, reports, and correspondence using appropriate formats.
Maintaining files and records.
Analyzing and interpreting policies and procedures.
Handling routine administrative matters to conserve the time of superior.
Maintaining confidential information.
English usage, spelling, grammar, and punctuation.
Knowledge of Microsoft Office applications including but not limited to Word, Excel, Publisher and PowerPoint.
Qualifications
High school diploma or equivalent. Three (3) years experience in secretarial or other equivalent administrative work. Must possess or have the ability to obtain a valid AZ driver’s license.
Administrative Secretary II requirements: three (3) years City of Sierra Vista secretarial experience, and proven proficiency in computer applications (based on two 3-credit hour college courses completed within last twelve months with minimum grade of B). Approved courses: CIS 181, Computer Applications and CIS 281, Advances Computer Applications; other courses may be considered with approval from the Department Director and Human Resources Manager.
The City of Sierra Vista provides an equal employment opportunity (EEO) for all persons regardless of race, color, sex (to include lesbian, gay, bi-sexual, or transgendered (LGBT)), age, religion, national origin, disability, marital status, or genetic information. The City of Sierra Vista complies with applicable state and local laws governing nondiscrimination in all employment activities.
The City of Sierra Vista complies with the American’s with Disabilities Act (ADA) and will provide reasonable accommodation for qualified individuals with disabilities. Requests for reasonable accommodation during the recruitment or hiring process must be sent to the Human Resources Department.
The City of Sierra Vista offers a comprehensive benefits package, which includes but is not limited to:
Medical Insurance City pays 100% of the health plan premium for employees.
Dental Insurance City pays 100% of the dental plan premium for employees.
Short-Term Disability City pays 100% of the short-term disability plan premium for employees.
Life Insurance City provides $50,000 in term life insurance with up to $250,000 in additional insurance available for purchase by the employee.
Other Benefits City offers vision insurance, AFLAC, Legal Shield, education assistance, and health club membership discount.
Retirement City of Sierra Vista participates in the Arizona State Retirement System (ASRS); a defined benefit plan. Mandatory employee contribution rate is currently 12.41%.
Police and Fire personnel participate in the Public Safety Personnel Retirement System (PSPRS). Mandatory employee contribution rate range is currently 7.65% – 11.65% depending on eligible tier with PSPRS.
All employees are eligible to participate in a voluntary deferred compensation plan.
Vacation Employees earn twelve vacation days per year, available for use after six months, with increases to accrual rates in five-year service increments.
Additional Time Off/Sick Leave Employees earn twelve paid sick days per year for use after one month.
Holidays Employees are provided twelve paid holidays per year.
01
Which best describes your level of education?
- High School OR GED
- Some College
- Associates Degree
- Bachelors Degree
- Masters Degree
- None
02
How many years of experience in secretarial or equivalent administrative work do you have?
- 0-less than 3 years
- 3-4 years
- 4-5 years
- 5 or more
03
Do you possess a valid driver’s license?
- Yes
- No
04
Must possess and maintain a valid Arizona driver’s license immediately following employment.
- I have read and acknowledged the above statement.
05
Which of the following best describes your level of proficiency with Microsoft Word?
- None
- Beginner
- Intermediate
- Advanced
06
Which of the following best describes your level of proficiency with Microsoft Excel?
- None
- Beginner
- Intermediate
- Advanced
07
Which of the following best describes your level of proficiency with Microsoft Publisher?
- None
- Beginner
- Intermediate
- Advanced
08
Which of the following best describes your level or proficiency with Microsoft Power Point?
- None
- Beginner
- Intermediate
- Advanced
09
Would you be available to work a flexible schedule to include occasional nights and weekends?
- YES
- NO
10
The City of Sierra Vista supports a drug and alcohol free workplace. Conditional offers of employment will be given for positions that require pre-employment drug and controlled substance tests. Employment is contingent upon negative test results. In addition, employment is contingent upon passing a background investigation including fingerprint records check through the Federal Bureau of Investigation and the Arizona Department of Public Safety. Falsifying or omitting information during any stage of the selection process will make you ineligible for City employment at this time and in the future.
- I have read and acknowledged the above statement.
11
The City of Sierra Vista’s primary means of communication with applicants is via email. Please add the domain sierravistaaz.gov to your email filter and monitor your spam mail to ensure prompt awareness of correspondences from the City of Sierra Vista.
- I have read and acknowledge the notification above.
Required Question