ANNOUNCEMENT OF EMPLOYMENT OPPORTUNITY
Administrative Specialist
Police Department
Hiring Range: $20.57 to $25.71
Pay Grade: 105
Full Pay Range: $20.57 to $30.85
FLSA Status: Non-Exempt
Deadline to Apply: 11/01/2024
Benefits Summary:
Major Benefits for Full-Time Regular Employees:
- A diverse range of complimentary mental health and wellness services is available, including an Employee Assistance Program, a free subscription to Calm, and health coaching
- Paid time off up to 20 days in first year of employment
- 10 paid holidays and 1 floating holiday per year
- Free employee only coverage for medical, dental, vision, short-term disability, and life insurance
- Free family coverage for select medical and dental plans
- Pension and long-term disability through Arizona State Retirement System, click here for more details
- Supplemental benefits such as deferred compensation plans and additional life insurance
Position Summary:
This performs secretarial and clerical functions in support of activities of the Prescott Police Department. Serves as the Department receptionist; supports daily operations and maintenance tasks; performs multiple other tasks; and provides customer service.
Essential Duties:
- Serves as receptionist; greets/directs visitors as required; answers, screens, and directs telephone calls and/or dispatches staff to routine/emergency calls; gathers information and provides general assistance to callers/visitors while providing exceptional customer service; records and distributes materials, documents, and payments received from visitors to appropriate department personnel; and opens, sorts, and distributes mail.
- Performs day-to-day activities including activities pertaining to customer service requests.
- Assists with the creation and review of daily reports for accuracy.
- Transcribes and/or types drafts and final correspondence; proofreads and edits for correct grammar, sentence structure, and desired intent or significance; and prepares various final documents including letters, reports, orders, forms, bulletins, work orders, warrants, requisitions, bid packages, and other materials for distribution, and/or records storage.
- Maintains various computerized and paper files; devises, revises, or maintains a complex set of records, files, and bibliographic material; retrieves, records, logs, and re-files paper documents; retrieves, revises, prints, and saves computer files; and prepares copies of documents as requested.
- Develops and/or maintains a database related to criminal cases; uses computer based research programs; manages retrieval process and follow up of assigned criminal investigations and other specified cases; collects, organizes, and presents information related to cases to others in verbal and written form; and gathers and organizes information related to criminal cases for prosecuting attorneys.
- Interacts professionally with members of the court including judicial staff as well as members of the prosecution and defense to prepare and present cases for official filing; verbally presents case related information to persons or groups; resends complaints, summons, subpoenas, and arrest warrants to the proper judicial jurisdiction under oath in an organized and timely manner; and testifies in court when called upon.
- Processes invoices, PCards, inventories, contracts, and other documents relating to Department.
- Completes service requests for customers.
- Provides information requiring some knowledge of departmental policies and procedures.
- Operates a variety of office equipment.
- Assists in the management of finances, the logistics of training and travel, scheduling of shifts/overtime, and coordinating of off-duty employment.
- Substitutes for office staff during absence.
- Enters employee time, assets, equipment, and materials into maintenance management software (Lucity).
- Orders supplies and equipment; stocks supplies; maintains inventory; and arranges for the repair and servicing of office equipment
- Cross-trains and performs similar secretarial tasks for other departments as needed.
- Copies and collates materials for distribution and/or records storage.
- Posts entries to ledgers, logs, or spreadsheets to account for expenditures or receipts; prepares copies of documents as requested.
- Performs other duties as assigned.
Qualifications:
Education and/or Experience:
High school diploma or equivalent; three (3) years of secretarial/clerical work, which includes contact with the public and customer service both by phone and in person; or any equivalent combination of education, experience, and training which provides the knowledge and abilities necessary to perform the essential functions of the position.
Licensing, Certification, and Other Requirements:
Possess a valid Arizona driver's license. Pass a pre-employment drug test, polygraph exam, and fingerprint and background investigations. May need to pass a typing and general office skills test.
Employee Core Beliefs
City of Prescott employees should seek to uphold the City's core beliefs throughout their day-to-day business and with every customer they come in contact with, both internal and external. Our core beliefs are: Act with Integrity, Work as a Team, Have Personal Commitment and Loyalty, Solve Problems, Take Pride In Excellent Results, High Level of Productivity and Being Nice.
Knowledge, Skill and Abilities:
- Knowledge of the City's governmental organization, policies, and procedures.
- Knowledge of basic accounting or business practices and methods.
- Knowledge of the theories, methods, and practices of municipal budgeting.
- Knowledge of office procedures and equipment, including computers and various software applications including financial applications software and Microsoft Office.
- Knowledge of business English, punctuation, spelling, and written communications.
- Knowledge of public relations/customer service principles, practices, and techniques.
- Knowledge of effective public contact techniques;
- Knowledge of general office procedures, method, and equipment.
- Skill in using a variety of computer software, including word processing and database (Lucity) applications and Microsoft Office Suite products for Windows.
- Skill in typing (50 words per minute) and word-processing.
- Skill in preparing and maintaining accurate records, reports, and files.
- Skill in handling and prioritizing multiple projects.
- Skill in interpreting, developing, and applying rules, policies, and procedures.
- Skill in assisting in annual budget preparation and financial reporting,
- Skill in assisting with grants and contracts.
- Skill in organizing.
- Skill in utilizing public relations techniques in responding to inquiries and complaints.
- Skill in communicating, both verbally and in writing.
- Ability to understand and follow oral and written directions.
- Ability to maintain conference room calendars and schedule group meetings as necessary.
- Ability to assist with creation and distribution of bid packets.
- Ability to process invoices for payment.
- Ability to establish and maintain effective working relationships with City management, City employees and their representatives, volunteers, elected officials other agencies, business and professional groups, vendors, and the general public.
- Ability to pay attention to details.
- Ability to deal with difficult customer
Successful candidate will receive a post-offer, pre-employment background screening to include:
- Drug screening
- Motor vehicle records check
- Criminal background screening
City of Prescott Contact Information
201 N. Montezuma Street, Suite 207
Prescott, AZ 86301
Email:
Website:
Phone: 928-777-1410 / Fax: 928-777-1222
In accordance with A.R.S. 23 - 493, this position has been identified as "Safety Sensitive". The City of Prescott is an Equal Employment Opportunities/Americans Disabilities Act reasonable accommodation employer.