ADMINISTRATIVE ASSISTANT I

Position Scope

Our Vision: We aspire to be the community of limitless possibilities.

Our Mission is to provide exceptional services for a safe, thriving community, while honoring our history and innovating for the future.

Embrace the New - Do Right - Lend a Hand - Find a Way - Enjoy our Work - Celebrate Uniqueness

Our Benefits
The City of Buckeye provides an extensive benefits package designed to support the well-being of our employees. This includes health, dental, vision, life, pet insurance, as well as wellness incentives. Coverage begins the first day of the month following the start of your employment.

Vacation & Sick Leave

At the City of Buckeye, we understand the vital role that vacation time plays in supporting the mental, physical, and emotional well-being of our employees. Vacation and sick leave accruals begin on the first day of employment and may be used upon accrual. Additionally, employees receive credit towards vacation leave accruals for years of service with other public sector retirement systems nationwide (not including Federal service).

Holidays

The City of Buckeye observes eleven holidays per year: New Years Day, Martin Luther King Day, Presidents Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Veteran's Day, Thanksgiving and the day after Thanksgiving, and Christmas Day.

Retirement
This position participates in the Arizona State Retirement System (ASRS). Contribution is mandatory, and the current contribution rate is 12%, per fiscal year.

Primary Duties and Responsibilities

GENERAL PURPOSE: Under close supervision, the Administrative Assistant is responsible for providing comprehensive administrative support to ensure the smooth operation of the department. This role involves performing a variety of clerical, organizational, and operational tasks, including managing schedules, coordinating communications, preparing documents, and supporting team members with day-to-day functions.

PRIMARY DUTIES AND RESPONSIBILITIES:

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Assists in the day-to-day operations of the City Prosecutor’s Office.
• Completes clerical duties including screening calls, taking messages, email, printing and copying, data entry, and offering customer service as needed on behalf of the City Prosecutor’s Office.
• Answers department telephone calls, receives and greets visitors to the department, and provides information to or refers callers and visitors to other appropriate Departments, Divisions, or personnel as needed.
• Responds to requests for information and offers technical assistance.
• Processes incoming and outgoing mail.
• Maintains compliance with city record retention schedules for different types of files.
• Assists Legal Assistants with redaction of discovery requests according to established guidelines.
• Assists in training and onboarding department staff and provides support to others within the department as needed.
• Performs procurement and accounts payable duties within the department including reconciling procurement card purchases; coordinating purchase of supplies; compiling records for expenses; handling invoices and purchase orders as needed.
• Performs case work by preparing and documenting files from case inception to final disposition and storage.
• Keeps immediate supervisor and designated others fully and accurately informed concerning work progress, including present and potential work problems and suggestions for new or improved ways of addressing such problems.
• Works closely with staff fostering an open, positive, communicative relationship with internal and external customers.
• Maintains strict confidentiality and demonstrates ethical behavior.
• Maintains calendars, schedules meetings and appointments; prioritizes and resolves meeting schedules; coordinates meeting resources and travel.
• Prepares meeting agendas and presentation materials; takes and transcribes meeting minutes and prepares summaries for distribution.
• Conducts and coordinates assigned projects; identifies and resolves routine problems; may assign the work of office staff.
• Prepares correspondence and other documents on a wide variety of subjects requiring knowledge of the procedures and policies of the assigned Department, edits and processes memoranda, technical documents and other communications.
• Maintains department files; compiles statistical data; prepares a variety of technical and statistical reports; updates manual and computer records and tracking systems; compiles management reports; conducts research of files and computer databases.
• Resolves routine problems and customer service inquiries within scope of authority; screens and routes calls to appropriate individuals, takes and delivers messages.
• Performs all procurement and accounts payable duties within the department.
• Performs other duties as assigned or required.

Minimum Qualifications & Position Requirements

Education and Experience: High School diploma or GED equivalent, and three (3) years administrative support experience; OR an equivalent combination of education and experience.

Preferred: Experience in legal setting, preferably Prosecutor’s office, or completion of legal training program. Experience with Prosecutor by Karpel case management software.

Necessary Knowledge, Skills and Abilities:

Knowledge of:

• Policies and procedures of the City Attorney’s Office
• Basic record retention, government policies & procedures, and accounting functions.
• City organization, operations, policies and procedures.
• Principles and practices of customer service.
• Basic mathematical concepts.

Skill in:

• Microsoft Word, Excel, Outlook, Explorer, PowerPoint, Teams, and Adobe Acrobat.
• Effective written and verbal communication.
• Operating a personal computer utilizing a variety of business software.
• Preparing accurate reports, documents, and correspondence.
• Grammar, punctuation, spelling, basic editing, and formatting of a wide variety of legal documents.

Ability to:

• Protect privileged and/or confidential information.
• Follow oral and written directions.
• Perform work in a timely manner.
• Prioritize and complete tasks within established deadlines.
• Work independently and in a team environment.
• Operate a city vehicle within established policy.
• Establish and maintain positive, effective working relationships with those contacted in the performance of work.

12-Month Goals:

• Learn the policies procedures, processes, and technologies used in City Prosecutor’s Office and City of Buckeye.
• Develop working relationships with city employees and offer excellent customer service and guidance to departments and external partners of the City of Buckeye.
• Develop an understanding of the City Prosecutor’s Office structure, purpose, and goals in the City of Buckeye.
• Support the Management Assistant in achieving certain office management duties for the City Attorney and the Criminal Division.

Additional Information

Special Requirements: Valid Arizona Driver’s License. Ability to pass a background check and become ACJIS certified (in Prosecution).
Physical Demands / Work Environment: Work in a standard office environment and may include occasional outdoor work, occasional weekends, and evenings.

Reports To: Department Director or designee
Supervision Exercised: None
FLSA Status: Non-exempt

EQUAL EMPLOYMENT OPPORTUNITY: It is the policy of the city to provide employment opportunities to all persons based solely on ability, regardless of race, color, religion, sex, national origin, age, sexual orientation, gender identity or disability.

Employee Benefits & Wellness

The City offers a comprehensive benefits package to full-time classified and management employees. Part-time classified employees may be eligible for select benefits where defined.

For complete Benefit Plan & Wellness Information, please visit the City website at:
Benefits & Wellness

City benefit plans are subject to change at any time.

Closing Date/Time: 7/6/2025 11:59 PM Mountain

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• City of Buckeye, AZ

• 623-349-6000

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