Job Description

About The Position

This position is advertised to establish a pool of qualified candidates for current and future vacancies agency-wide. Applications for this pool are accepted on an ongoing basis. Qualified applicants will be kept active from July 30, 2025 through December 31, 2025. Assignments will vary in length from full-time regular to temporary full-time, part-time and seasonal positions.

Job Summary: Under direct supervision, Office Assistants provide clerical support to administrative units, divisions and/or departments. Depending on the assignment, typical duties may include the following:

• Sets own priorities regularly and manage multiple work priorities. Incumbents may help set priorities for others but are primarily accountable for own work results.
• Performs assignments that are varied involving the regular use of judgment and discretion.
• Takes courses of action, which are guided by some interpretation of policies and procedures.
• Develops creative solutions to a variety of problems addressed.
• Responds to informational inquiries, provide information, or refer questions to appropriate City staff.
• Greets visitors following established office protocol.
• Answers single or multi-line phones, routes calls, and records/distributes messages.
• Schedules and coordinates meetings, travel arrangements, and appointments as required.
• Prepares correspondence, memoranda, forms, and/or other materials.
• Participates in preparing and distributing agendas and/or meeting materials.
• Records, transcribes, and distributes meeting minutes.
• Prepares documentation and maintains specialized records of departmental operational activities (e.g., invoices, purchase orders, permits, citations, equipment inventories, time and attendance records, financial/budget information, etc.)
• Orders office/operational supplies as needed (e.g., janitorial supplies or automotive parts).
• Transports materials and supplies to and from the City, and offsite locations, such as banks, the Post Office, City Hall, and Yuma as directed.
• Copies/collates documents and distributes them to appropriate parties.
• Stamps, sorts, and distributes incoming mail and prepares outgoing mail.
• Locates and retrieves files or documents; performs data entry and routine file maintenance.
• Monitors maintenance and service of office equipment and contacts repair personnel as required.
• May prepare and post notices for meetings, work sessions, public hearings, etc.
• Perform other related duties as assigned.

Ideal Candidate

Possess knowledge of:

• Office methods, procedures, and practices.
• Correct business English, grammar, spelling and punctuation.
• Fundamental writing skills to effectively communicate standards information.
• Manual and/or automated filing procedures and file maintenance.
• Data entry and verification procedures.
• Rules, regulations, policies, and procedures applicable within the department

Possess the ability to:

• Use standard office equipment, along with the ability to use standards software such as Microsoft Suite (Word, Excel, Outlook, PowerPoint, etc.)
• If typing/keystroke skills are required, a keystroke speed of 30 C.W.P.M. is necessary.
• Perform basic arithmetic functions.
• Respond to basic routine inquiries and explain standard policies and procedures to others.
• Establish and maintain effective working relationships in a diverse community.

Skilled in:

• Excellent communication skills, both verbal and in writing.

Minimum Requirements

Required: All requirements must be maintained throughout employment:

• Residency within 25 miles of San Luis within the US.
• Bilingual in English and Spanish.

Education, Training, and Experience:

• High school diploma or GED and a minimum of one (1) year of general office clerical experience; OR
• One (1) year of training and a Vocational School/College

License and Certifications: must be maintained throughout employment. A valid Arizona driver's license at the time of appointment.

Desired/Preferred:

• Associate degree.
• San Luis residency.

Supplemental Information: This is a talent pool application. As vacancies arise in any department, candidates with the most relevant backgrounds will be invited to interview.

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