Administrative Specialist Job at City of Flagstaff, AZ, Flagstaff, AZ

  • City of Flagstaff, AZ
  • Flagstaff, AZ

Job Description

Salary: $19.10 - $28.65 Hourly

Location : Flagstaff, AZ

Job Type: Full-Time; Non-Exempt; Tenure & Benefit Eligible

Remote Employment: Flexible/Hybrid

Job Number: 089-24

Division: Management Services

Section: Purchasing

Opening Date: 06/07/2024

Closing Date: 6/28/2024 4:00 PM Arizona

Work Week: Monday through Friday8:00 am to 5:00 pm

Pre-employment Requirements: None

Additional Information: Remote work possible pursuant to City Policy after 6 month probation period. This position is posted with the full salary range indicating future potential earnings; however, the actual hiring salary for this position is dependent upon relevant experience and qualifications above minimum requirements and position funding. Therefore, all starting salaries above the midpoint require further review and additional approval.

Administrative Duties

The City of Flagstaff is looking for team members who are passionate about community, innovation, and quality of life. Come be a part of this cool community and see why the City of Flagstaff is Northern Arizona's employer of choice!


Actively supports and upholds the City's stated mission and values. Duties range from the most routine and repetitive to the most complex of administrative support tasks requiring incumbents to take initiative, make judgment calls, and make decisions for the functions/processes for which they are accountable.

Examples of the Work Performed

  • Provides excellent customer service to both internal and external customers.
  • Provides technical customer service support to other departments, staff, and the general public.
  • Creates and maintains various confidential records, files, and databases requiring compilation of varied information.
  • Prepares letters and reports from dictation, rough draft, or transcription to include proofreading for accuracy, completeness, spelling, and punctuation.
  • Maintains and is responsible for all filing and purging of materials relating to the department or division.
  • Responsible for proper and timely processing of time sheets, payroll, purchase orders, personnel action forms, budget preparation, labor distribution reports, or any other procedural forms required by other departments or divisions.
  • Answers written and oral inquiries of a routine nature.
  • Provides secretarial and clerical support to administrative staff to include preparing, drafting, and proofing various reports, letters, and other correspondence; attending meetings and taking minutes; and answering the telephone.
  • Receives, sorts, and distributes a variety of correspondence, records, and information to appropriate personnel and the general public.
  • Files documents alphabetically, numerically, or by other prescribed methods.
  • Processes a variety of forms and paperwork, using established procedures.
  • Types, data enters, or word-processes a variety of technical documents; compiles data and prepares reports.
  • Assembles and compiles a variety of data from office records for incorporation into reports; prepares various reports.
  • Monitors and maintains office supplies, business forms, and/or application forms.
  • May lead staff to include assigning and monitoring work and providing direction.
  • May be required to take minutes of commission or board meetings and prepare the minutes in official form.
  • May be responsible for monthly production reports, statistical reports, or other regularly scheduled reports.
  • May be responsible for coordinating travel arrangements.
  • Performs other duties of a similar nature or level.


MINIMUM QUALIFICATIONS (positions in this class typically require):
  • High School Diploma, or General Equivalency Diploma.
  • Three years of progressively responsible office experience.
  • Or any combination of education, experience, and training equivalent to the above Minimum Requirements.
  • Must possess, or obtain upon employment, a valid Arizona driver's license.
  • Regular attendance is an essential function of this job to ensure continuity.

Supplemental Information


Skills (position requirements at entry):
Skill in: (position requirements at entry):
  • Using computers and software application programs;
  • Filing;
  • Typing;
  • Providing customer service;
  • Preparing a variety of reports;
  • Prioritizing work and performing multiple tasks;
  • Maintaining various databases;
  • Maintaining various records and files;
  • Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction;
  • Maintaining various confidential records;
  • Assigning and monitoring work.
Knowledge (position requirements at entry):
Knowledge of:
  • Basic filing and recordkeeping principles;
  • Modern office procedures;
  • Customer service principles;
  • Inventory maintenance principles;
  • Basic math;
  • Spelling and grammar principles;
  • Database management principles;
  • Leadership principles;
  • Basic accounting principles.
  • Note: The above job description is intended to represent only the key areas of responsibility; specific position assignments will vary depending on the business needs of the department.

The City of Flagstaff is a Qualified Public Student Loan Forgiveness Employer.

The City belongs to Northern Arizona Public Employees Benefit Trust (NAPEBT), a consortium formed to combine resources and leverage buying power in order to provide comprehensive and cost-effective benefits to employees. NAPEBT currently includes the City of Flagstaff, Coconino County, Coconino Community College, Flagstaff Unified School District, Mountain Line, Kachina Village Improvement District, and the Coconino County Accommodation School. NAPEBT continually works to ensure a better benefits package than any of the employers could offer individually, which keeps benefits costs down for employees.

Benefits include medical, prescription, dental, vision, life insurance, and short and long term disability options.

For comprehensive information on the City's benefits package, please visit To access the Online Benefits Center, visit and select City of Flagstaff.

Employees are members of Arizona State Retirement System (ASRS), Public Safety Personnel Retirement System (PSPRS), or the Elected Officials Retirement Plan (EORP) based on eligibility requirements.

Employees may make pre- or post-tax contributions to a 457 Retirement Plan through Voya or ICMA account via Payroll Deduction.

Our comprehensive benefits package includes healthcare benefits, Arizona State or Public Safety Retirement, annual vacation, 11 paid holidays, paid Parental Leave, an offsite health clinic, Employee Assistance Program, wellness program and incentives, First-Time Homebuyer Assistance Program, Tuition Assistance Program, and so much more. The City of Flagstaff is a Qualified Public Student Loan Forgiveness Employer. To view comprehensive benefits information, click


Do you have a high school diploma or GED?
  • Yes
  • No


Do you have three years of progressively responsible office experience?
  • Yes
  • No


If you do not meet the minimum requirements listed above, do you have education, experience, and training equivalent to them? If so, please describe how you meet the requirements.

Required Question

Job Tags

Hourly pay, Holiday work, Full time, Temporary work, Trial period, Flexible hours,

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