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Administrative Specialist

$18.30 - $20.50 Hourly
Flagstaff, AZ
Job Type
Full-Time; Non-Exempt; Tenure & Benefit Eligible
Public Works
Job Number
Solid Waste - Landfill
12/16/2022 4:00 PM Arizona
Work Week
Monday through Friday 8 AM to 5PM Weekends and holidays as assigned.
Pre-employment Requirements
Administrative Duties

Actively supports and upholds the City’s stated mission and values. Duties range from the most routine and repetitive to the most complex of administrative support tasks requiring incumbents to take initiative, make judgment calls, and make decisions for the functions/processes for which they are accountable.
Examples of the Work Performed
  • Provides excellent customer service to both internal and external customers.
  • Provides technical customer service support to other departments, staff, and the general public.
  • Creates and maintains various confidential records, files, and databases requiring compilation of varied information.
  • Prepares letters and reports from dictation, rough draft, or transcription to include proofreading for accuracy, completeness, spelling, and punctuation.
  • Maintains and is responsible for all filing and purging of materials relating to the department or division.
  • Responsible for proper and timely processing of time sheets, payroll, purchase orders, personnel action forms, budget preparation, labor distribution reports, or any other procedural forms required by other departments or divisions.
  • Answers written and oral inquiries of a routine nature.
  • Provides secretarial and clerical support to administrative staff to include preparing, drafting, and proofing various reports, letters, and other correspondence; attending meetings and taking minutes; and answering the telephone.
  • Receives, sorts, and distributes a variety of correspondence, records, and information to appropriate personnel and the general public.
  • Files documents alphabetically, numerically, or by other prescribed methods.
  • Processes a variety of forms and paperwork, using established procedures.
  • Types, data enters, or word-processes a variety of technical documents; compiles data and prepares reports.
  • Assembles and compiles a variety of data from office records for incorporation into reports; prepares various reports.
  • Monitors and maintains office supplies, business forms, and/or application forms.
  • May lead staff to include assigning and monitoring work and providing direction.
  • May be required to take minutes of commission or board meetings and prepare the minutes in official form.
  • May be responsible for monthly production reports, statistical reports, or other regularly scheduled reports.
  • May be responsible for coordinating travel arrangements.
  • Performs other duties of a similar nature or level.
MINIMUM QUALIFICATIONS (positions in this class typically require):
  • High School Diploma, or General Equivalency Diploma.
  • Three years of progressively responsible office experience.
  • Or any combination of education, experience, and training equivalent to the above Minimum Requirements.
  • Must possess, or obtain upon employment, a valid Arizona driver’s license.
  • Regular attendance is an essential function of this job to ensure continuity.
Supplemental Information

Skills (position requirements at entry):
Skill in: (position requirements at entry):
  • Using computers and software application programs;
  • Filing;
  • Typing;
  • Providing customer service;
  • Preparing a variety of reports;
  • Prioritizing work and performing multiple tasks;
  • Maintaining various databases;
  • Maintaining various records and files;
  • Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction;
  • Maintaining various confidential records;
  • Assigning and monitoring work.
Knowledge (position requirements at entry):
Knowledge of:
  • Basic filing and recordkeeping principles;
  • Modern office procedures;
  • Customer service principles;
  • Inventory maintenance principles;
  • Basic math;
  • Spelling and grammar principles;
  • Database management principles;
  • Leadership principles;
  • Basic accounting principles.
  • Note: The above job description is intended to represent only the key areas of responsibility; specific position assignments will vary depending on the business needs of the department.