Job Details

Office Assistant

The Office Assistant serves as a primary point of contact for individuals seeking employment assistance and community resources within the Community Services Division. This position provides front-desk and administrative support in a public-facing office environment, assists clients with employment-related inquiries, connects them to community partners, and represents the division at workshops, hiring events, and outreach activities.

This role requires strong customer service skills, professionalism, adaptability, and the ability to communicate clearly, including public speaking during workshops and events.

Schedule and Work Conditions:

• Monday – Friday, 8:00 a.m. – 5:00 p.m. (One-hour lunch and two 15-minute breaks)
• Occasional weekend work for community events
• Occasional travel to other county offices, including Colorado City and Parker
• Office setting with daily interaction with the general public

Office Specialist Salary Range 6 Step 2-8 $15.45 - $18.45/hr.

Must pass pre-employment background screening.

Must possess a valid driver's license for operation of motor vehicles at the start of employment and maintain said license while employed in this position.

Proud to Offer:

• Paid Time Off (PTO)
• 6.5 hours accrued bi-weekly (32+ hour employees)
• 39 hours front-loaded
• Regular accrual begins on 7th pay period
• Low-cost, high-value healthcare for employees and qualifying dependents
• 11 Paid Federal Holidays
• Enrollment in Arizona State Retirement System (11.98% contribution rate) with employer match starting the first day
• Meaningful work serving the community

Key Responsibilities:

• Provide front-desk and general administrative support
• Assist the public with employment-related services and referrals
• Facilitate workshops and present information to groups
• Represent the division at community and hiring events
• Maintain accurate records and documentation using standard office technology
• Support daily office operations in a fast-paced environment

Duties may include, but are not limited to, the following:

• Meets and greets the public.
• Receives phone calls and responds to questions concerning department procedures or directs query to an individual or department as appropriate.
• May talk with individuals to gather preliminary information or verify information for various County programs or activities.
• As requested, review work of other staff for conformance to regulations.
• Understands and interprets procedures and practices related to various departmental and assigned programs.
• Assists an office superior by performing routine administrative details including but not limited to: sorting and routing department mail, making copies, scanning documents, filing, alphabetizing documents and date stamping incoming documents, maintaining waiting lists for services, maintain program specific databases and spreadsheets.
• Contacts vendors to obtain prices and purchases various supplies and materials.
• Maintains and establishes associated files to include entering information and documents into filing and data systems ensuring completeness and accuracy.
• Types forms, letters, reports and file cards from draft, or rough copy.
• Prepares follow-up correspondence or calls to obtain additional information or to respond to inquiries.
• Prepares standardized reports and statements.
• Processes payments in the database.
• Records attendance and documents notes at required meetings.
• Collects, compiles and submits data for use in statistical reports, internal operating studies or policy formulation.
• Meets established deadlines and informs concerned parties of deadlines and appointments.
• Maintains an inventory of materials on-hand and notifies the supervisor when supplies are needed. May order supplies as required.
• Maintain a high level of confidentiality of information.
• Present and conduct themselves in a professional manner at all times.
• Communicate in a courteous and helpful manner as well as clear and concise manner at all times.
• Resolve complaints within scope of information and authority, and/or refer to chain-of-command as appropriate.

Qualifications:

• High School diploma/ GED (General Education Degree).
• Two (2) years minimum of progressive office support and clerical training.
• An equivalent combination of education, experience, and training which provides the required knowledge, skills and abilities may be considered in meeting the minimum qualifications.

Skills and Knowledge:

• Modern office practices and records management/maintenance procedures.
• English grammar and spelling.
• Basic mathematics required to calculate and perform general accounting procedures.
• Filing and information systems, including EXCEL spreadsheets and Microsoft Word.
• Mohave County Personnel Policies & Procedures and Department Regulations.
• Effectively operating personal computers, calculators and peripheral hardware and software products to provide guidance on the maintenance and implementation of developmental procedures of department to which assigned.
• Communicate clearly and concisely, both orally and in writing with all people.
• Use databases and other forms of electronic data storage.
• Maintain accurate and up-to-date records and documentation.
• Establish and maintain cooperative working relationships with those contacted in the course of work.
• Obtain data from the computer during on-line operations, including interpreting technical and departmental information encountered in the performance of responsibilities.
• Maintain a high standard of confidentiality.
• Understand brief, written or oral directions and grasp ideas quickly in order to carry out instructions, solve problems with initiative and exercise good judgment.
• Organize workload to ensure determinations are made on a time basis.
• Act in a professional manner and professional in communication with others.
• Perform the essential functions of the job with or without a reasonable accommodation.