Job Description

Job Location: Town Hall (TM, Fin, HR, Clerk) - Chino Valley, AZ 86323,

Salary Range: $19.50 - $21.50, ADMINISTRATIVE TECHNICIAN TOWN HALL- PART TIME

• Department:
• Town Manager
• 24 hours per week Monday-Thursday 8am-2pm
• Reports to:
• Executive Assistant
• FLSA Status:
• Non-Exempt

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.