SUMMARY
Under basic supervision, performs specialized administrative and office support duties within the City Clerk’s office including special assignments involving independent research and follow through; maintains and researches multiple computer databases and records; provides service and assistance to City Clerk customers, using knowledge of the operations and policies of the City.
ESSENTIAL FUNCTIONS: — Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:
- Performs administrative support and Clerk Specialist duties within scope of authority and training, and in compliance with City policies and quality standards; duties may vary according to job assignment.
- Assists Clerk team with administrative support, technical assignments, and research projects; works independently and cohesively with team in completing assignments, and makes appropriate decisions based on experience and knowledge of City policies and procedures.
- Responsible for transcribing and summarizing minutes for various meetings; provides backup to Administrative Assistant; assists in meeting preparation, follow up, and posting of various agendas.
- Processes annual microfilming and purging of documents; assists with retention of department documents pursuant to the State retention schedule.
- Applies judgment and knowledge of the operations of the work group to resolve problems and make work process decisions; refers matters requiring policy interpretation to supervisor for resolution.
- Provides front line customer service, information and assistance to customers and City team members through telephone and walk-up counter; answers questions and resolves issues within scope of authority, using knowledge of department and City policies and procedures.
- Researches information requests, and responds independently to internal and external inquiries when appropriate.
- Updates and maintains website, Clerk databases and files; reports data discrepancies to supervisor.
- Processes election documents, technical records, and applications; checks documents for validity and accuracy of information; resolves technical issues within scope of authority.
- Performs DPL services to the Clerk’s Office; bookkeeping; payroll, timekeeping and accounting functions; prepares all necessary travel paperwork; audits the cash drawer.
- Completes and coordinates special projects, program assignments, and research functions.
- Prepares, compiles and distributes correspondence, information packets, and other communications.
- Supports the relationship between the City of Yuma and the general public by demonstrating courteous and cooperative behavior when interacting with citizens, visitors, and City staff; promotes the City goals and priorities, and complies with all City policies and procedures.
- Maintains absolute confidentiality of work-related issues and City information; performs other duties as required or assigned.
MINIMUM QUALIFICATIONS
Education, Training and Experience Guidelines
High School Diploma or GED equivalent; AND three years secretarial and administrative support experience. Additional experience in a municipal or county clerk’s office in Arizona is preferred; OR an equivalent combination of education, training and experience. Must be able to type 48 wpm proficiently.
Knowledge of:
- City policies and procedures.
- Federal, State, and City laws, statutes, and ordinances governing City administration, open meetings, public records, and elections.
- Professional standards for business correspondence, writing, spelling and grammar.
- Customer service standards and protocols.
- Principles and practices of record keeping, records management, records retention, confidential records management, and contract management.
Skill in:
- Completing assignments with minimum supervision.
- Dealing tactfully and courteously with the general public and others seeking information about City functions and activities.
- Exercising appropriate judgment in answering questions and releasing information.
- Establishing and maintaining effective working relationships with co-workers.
- Operating a personal computer utilizing standard and specialized software, and entering information into a computer system with speed and accuracy.
- Communicating effectively verbally and in writing.
LICENSE AND CERTIFICATION REQUIREMENTS
A valid Arizona State Driver’s License may be required. Additional training and technical certifications may be required.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
Work is performed in a standard office environment. May occasionally be required to bend, reach, stoop, and lift objects.
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