POSITION TITLE: OFFICE ASSISTANT (PART-TIME)

JOB SUMMARY:

Position is part-time, approximately 15-20 hours per week. The schedule will vary based on projects. Subject to inside and outside environmental conditions, noise, and hazards. Provides administrative support by serving as receptionist, answering phones and emails, handling a variety of situations involving administrative, data, and reporting functions, semi-skilled labor, driving. May assist with projects and public contact work of a specialized nature. 

DUTIES AND RESPONSIBILITIES:

Essential functions, as defined under the Americans with Disabilities Act, may include any of the following tasks, knowledge, skills, and other characteristics. This is not intended to be a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities.  Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position-specific tasks.

• Employees will support the Town’s vision and role model these behaviors by:
  • Cultivating a positive work environment.
  • Providing quality customer service and maintaining productive working relationships.
  • Prioritizing and setting manageable goals.
  • Being efficient with time at work.
  • Communicating effectively with management, staff, customers, and visitors.
  • Being flexible and taking criticism constructively.

• Employees will support compliance-related items by:
  • Following internal procedures and external regulations.
  • Bringing compliance issues to the attention of management.
  • Working collaboratively in all facets of position to meet position requirements and support Town goals.
  • Conform to all safety rules and use all appropriate safety equipment.

• Performs secretarial duties to a number of individuals.  Operates a variety of office machinery.
• Keeps informed of new practices, procedures, and policies pertinent to assigned tasks and the Town.
• Proofreads for spelling, grammar, content, and layout making appropriate changes.  Responsible for accuracy, completeness, and clarity of final copy.

• Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service.
• Works independently and within teams on special nonrecurring or ongoing projects.  Acts as a project lead for special projects, to include planning, coordinating, organizing, and disseminating information.
• Greets and assists members of the public and customers in a professional and friendly manner.
• Organizes and prioritizes information and calls.
• Assembles confidential and sensitive information.  Assists in compiling and preparing meeting agendas packets in digital and/or physical format.
• Answers phones, take messages or field/answering routine questions. May act as a receptionist.
• Assists in the management of department real property and building maintenance.
• Drafts emails, documents, and other clerical materials.
• Assists with records retention/filing of digital and physical records of the Town.
• Assists with office and adjacent buildings custodial duties to clean public spaces, empty trash cans, vacuum and shampoo carpets, mop hard floors.
• Clean up debris from parking lots.
• Assists with special Town events.
• Perform work in emergency situations as required.

Takes all necessary and reasonable precautions to protect employees, customers, residents, visitors, equipment, materials, and facilities.

• Reports all accidents and/or potential hazards to the Town Manager immediately, or as soon as reasonably possible.
• Maintains a clean and safe work area.
• Safe work practices
• Operating Town vehicle, running errands as assigned
• Performs all other related duties, as assigned by Town Manager, Clerk, Deputy Clerk and Maintenance Technician.

Education and Experience Required:

High school diploma or GED plus three (3) to five (5) years of progressively responsible experience in an office environment.

Certificates, Licenses, Registrations:

Required:

• Must have and maintain a valid Arizona Driver’s License or equivalent.

Other:

Ability to work schedule required to fulfill duties of position.  At times, individual must be able to work in a fast-paced environment with ability to handle and prioritize multiple, competing tasks and demands and to seek supervisory assistance as appropriate. Safe work practices

Skills and Abilities; 

• Ability to type a minimum of 40 wpm with accuracy.
• Ability to read and comprehend instructions, correspondence, and memos.
• Ability to write routine reports and correspondence.  Ability to conform writing to prescribed style format.
• Strong communication and interpersonal skills (both oral and in writing).
• Ability to effectively present information in one-on-one situations (i.e., callers) in a professional and friendly manner.  Must have excellent customer-service skills.
• Strong attention to detail and well organized.  Work requires continual attention to detail in composing, typing, and proofing materials, establishing priorities and meeting deadlines.
• Some analytical ability is required in order to gather and summarize data for reports.
• Must have high level of interpersonal skills to handle sensitive and confidential information and situations.  Position requires demonstrated poise, tact, and diplomacy.
• Must be able to perform basic mathematical skills (i.e., addition, subtracting, multiplication, division).
• Strong ability to define problems, collect data, establish facts, and draw valid conclusions.
• Comfortable working under pressure with strict deadlines. 
• Must be a self-starter, able to work independently as well as work effectively within teams of co-workers.
• Ability to establish and maintain effective working relationships with employees and the public.
• Ability to effectively plan, organize, and direct the activities and workflow of others. 
• Ability to use basic hand tools
• Ability to follow oral and written directions.

Computer Skills: 

Required:

• Word Processing (MS Word)
• Spreadsheets (Excel)
• E-Mail
• Presentation (Power Point)
• Internet (moderately proficient in using search engines)

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk and hear.  The employee is regularly required to stand, walk, sit for long periods of time, use hand to finger, handle or feel objects, tools, or controls; and reach with hands and arms.  Employee may be required to carry, push/pull objects and materials up to 75 pounds.  Specific vision abilities required by this job include close vision, ability to adjust focus, and manual dexterity in combination with eye/hand coordination.  Noise level in the work environment is usually moderate

Examples include but are not limited to:

Standard office equipment such as personal computer, telephone, copy machine, 10-key calculator, fax machine that require continuous and repetitive arm or hand and eye movement.

Employee must have sufficient clarity of speech and hearing to permit discern verbal instructions, use of telephone, and communications with others.

Frequent walking, standing, lifting, up to approximately 50 pounds, and occasional lifting of equipment weighing up to approximately 100 pounds may be required. Work is typically performed walking or standing.

Subject to inside and outside environmental conditions, noise and hazards.

The above statements are intended to describe the general nature and level of work performed by people assigned to this job.  They are not intended to be an exhaustive list of responsibilities, duties and skills required of personnel so classified.  Other functions may be assigned and management retains the right to add or change the duties at any time.