Job Description

Posting number: 17818

Department: (H900) Citywide

Job classification: ADMIN SUPPORT ASSISTANT I

Posting type: Open

Categories: Office and Administrative Support

Summary

The current recruitment is for one (1) full-time vacancy with the Mesa Fire and Medical Department; however, this recruitment will also be used to establish a Citywide list to fill possible future vacancies.

An Administrative Support Assistant I performs responsible journey-level work involving a variety of administrative support tasks, which require independent judgment on routine matters. Duties include: word processing, public contact, and related activities in support of a unit, bureau, section, or division. This class may also be responsible for relieving supervisors or administrative employees of routine administrative work. Representative responsibilities include: using word processing software to produce documents, maintaining records to provide accurate documentation of work performed or information that can be easily retrieved, creating and maintaining complex filing systems or databases with a variety of subject matter to provide easy access to records and information, and communicating information to the public to relate departmental policies and procedures using reference materials or personal knowledge.

Duties also include: composing correspondence on routine matters; proofreading and editing documents; maintaining inventories and requisitioning office supplies; entering payroll information into a personal computer (PC); coding and processing personnel forms, Invoices for Payment (IFPs), Limited Purchase Orders (LPOs), and petty cash vouchers; maintaining/coordinating calendars and making meeting, facility, and travel arrangements; compiling information for special projects; and collecting and assembling data and background materials for a variety of reports.

Other duties may include (by assignment): using database and spreadsheet programs to produce summary reports and print tables of numerical information; transcribing dictation from tape and producing a typed document; taking, preparing, and distributing minutes, agendas, packets, and other support materials; operating and balancing a cash register; collecting fees and rents; preparing bank deposits; and may provide functional or full supervision for clerical staff performing routine tasks. Employees must be committed to teamwork, have a shared commitment to quality of everyday work, and demonstrate the willingness to assume ownership in completion of assigned tasks. This class performs related duties as required.

An Administrative Support Assistant I may be supervised by an Administrative Support Assistant II, Administrative Support Assistant III, Office Supervisor, or other administrative employee who may initially assign and review work or may be assigned to a small office with limited organizational and program responsibilities, where typically an Administrative Supervisor oversees assignments involving problems of administration and coordination. Detailed instructions may be given at the beginning of work and on subsequent new assignments or unusual assignments; however, after employees become familiar with particular procedures they are expected to work independently. An Administrative Support Assistant I may check the work of a small group of clerical employees and assist with training new employees but does not usually exercise regular supervision over more than one or two individuals. Certain assignments may require the ability to work evenings and weekends. This class is FLSA nonexempt.

Please refer to the link below for the full job description and additional information regarding assignments, preferred qualifications, and essential functions.

Examples of duties

Employee Values: All employees of the City of Mesa are expected to uphold and exhibit the City’s shared employee values of Knowledge, Respect, and Integrity.

Minimum Qualifications Required. Any combination of training, education, and experience equivalent to high school graduation or GED. Considerable (3 - 5 years) experience performing office clerical/secretarial work. A minimum typing/keying speed of 45 net words per minute (wpm) is also required (by assignment) and will be verified prior to employment. Certain assignments may require work experience related to the specific program area and/or specific computer software applications experience.

Special Requirements. For this position, an individual receiving a conditional offer of employment from the City of Mesa must pass a background investigation through the City of Mesa Police Department, the Arizona Department of Public Safety, and Federal Bureau of Investigation prior to commencing employment with the City of Mesa (by assignment). Because of the confidential, sensitive nature of information handled, successful completion of a background investigation is required (Police Department Assignment). Must possess a valid Class D Arizona Driver’s License by hire or promotion date (by assignment).

Substance Abuse Testing. Due to the safety and/or security sensitive nature of the assignment, individuals in this classification shall be subject to pre-employment or pre-placement alcohol, drug and/or controlled substance testing as outlined in City policy and procedure (Police Department Assignment).

Preferred/Desirable Qualifications. Supplemental education or training in related subjects. Bilingual skills (by assignment).

Qualifications

http://apps.mesaaz.gov/jobdescriptions/Documents/JobDescriptions/cs3652.pdf