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Administrative Assistant II - Development Services Planning
Town of Gilbert Gilbert, AZ 85295

Posted 11 days

Administrative Assistant II - Development Services Planning

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Administrative Assistant II - Development Services Planning

Salary

$20.65 - $29.95 Hourly

Location

90 E. Civic Center Drive, AZ

Job Type

Full Time

Remote Employment

Flexible/Hybrid

Job Number

24-0236

Department

DEVELOPMENT SERVICES

Opening Date

05/08/2024

Closing Date

5/14/2024 11:59 PM Arizona

+ Description

+ Benefits

+ Questions

We Are Seeking

With every job we fill, our focus is on providing best in class service to our citizens while offering the opportunity for professional growth in a rewarding and innovative work environment. Team Gilbert has an exciting opportunity for a highly motivated professional to fill the position of Administrative Assistant II serving the Planning Division within the Development Services Department.

The Administrative Assistant II reports to the Planning Manager. The primary function of this position is to provide administrative support to the Planning Division within Development Services. This role is customer service focused by providing excellent service towards internal and external customers to build and maintain positive working relationships. This role displays a high degree of professionalism and contributes to the credibility and success of the Planning Division. Essential duties of this position include, but are not limited to; preparing and processing invoices or statements for accounts payable and receivable; providing administrative support for Commission/Board hearings including meeting set-up, coordinating legal advertisements, creating agendas, and acting as a liaison with the meeting minute taker; organizing planning materials for record retention; assisting with tracking budget and department information, such as maintaining balances, researching discrepancies and preparing basic financial reports; updating, maintaining and retrieving information from files and automated information systems; incorporating data into assigned records and documents; supporting the development and compilation of report and summaries and generate automated reports from system. Additionally, this role is responsible for maintaining and monitoring inventory for assigned area which includes preparing the necessary paperwork for reordering and restocking supplies.

The Development Services Department is located at 90 E. Civic Center Drive and is currently working in a hybrid environment, with partial remote work. Modified work privileges are approved at the sole discretion of the department director; as such, the department reserves the right to modify or discontinue modified work arrangements at any point.

We anticipate interviews will be held the week of May 20, 2024, with a potential start date of Monday, June 10, 2024.

About You

You are someone who effectively exceeds customer needs by building productive relationships and taking responsibility for customer satisfaction and loyalty. You actively participate as a member of a team to move the team toward the completion of goals and produce quality outcomes. You are committed to our safety philosophy, and you take great pride in proactively managing time and resources to ensure that work is completed efficiently while accomplishing objectives and achieving goals beyond what is required.

At Team Gilbert, we hire innovative, forward-thinking problem-solvers who love what they do! In addition to possessing the ability to live out our core and functional values daily, candidates must possess the following requirements:

+ High School Diploma or GED.

+ Three Years of Customer Service and/or Administrative Experience.

+ Associate degree in business management or closely related field highly desirable, but not required.

Essential Duties:

+ Communicates with commissioners and Board members to set up monthly hearings.

+ Coordinates with Assistant Town Attorneys on legal advertisements for publication in the newspaper.

+ Create agendas for Planning Commission, Board of Adjustment, and Zoning Hearing Officer hearings.

+ Coordinates with minute taker for public hearing minutes.

+ Creates basic spreadsheets, reports, and databases. Gathers and compiles data for reports. Interprets routine data, recognizes common irregularities, and reports these to the supervisor. Verifies and audits to make sure data input in systems and databases is accurate and will review discrepancies as needed. Tracks the status of projects and documents in various databases, which may include tracking progress, expenses, contracts, warranties, invoices, purchase orders or requisitions.

+ Provides administrative support by monitoring expenditures and routinely tracking department/ division/project budget(s). Assists with budget and fiscal activities by researching, auditing, and obtaining data for budget development, running reports and queries of financial data, reconciliation of the budget, and monitoring expenditures.

+ Processes and reviews general financial, and/or purchasing functions and entries, which may include accounts payable, assisting with requisitions, service orders, invoices, purchase orders, check requests, purchasing card reconciliations, maintaining, and reconciling cash and deposits, and collecting money from customers.

+ Generates a variety of routine and non-routine documents, which may include reports, flyers and/ or marketing materials, templates, surveys, letters, memos, notices, forms, agendas, schedules, and/or other related materials. Assists in preparing and putting together manuals and other resource documents. Issues, receives, and types various applications, reimbursements, permits and forms.

+ All other duties as assigned.

This position is an At-Will position and is FLSA Non-Exempt - eligible for overtime compensation.

We Are Team Gilbert

Gilbert is on a mission to be the City of the Future. We choose to “Anticipate. Create. Help people.” With over 100 years of history and growth, our focus is on keeping the thriving community that Gilbert is today well into the future. Gilbert has been named among the top 100 Healthiest Employers, the Most Prosperous City in the Country, Best Place to Live, Work and Play, Arizona’s Most Admired Companies to Work For, and more. (https://www.gilbertaz.gov/about-us/team-gilbert/awards-accolades)

We hire people who share our aspiration to be driven, kind, bold, and humble. Join Team Gilbert, and help us shape a new tomorrow, today: https://youtu.be/ftB0lKDltvc

Up For the Challenge

In addition to a competitive salary, Gilbert offers a comprehensive benefits package that includes self-funded medical and dental plans, life insurance, disability, pension, tuition reimbursement, parental leave, babies at work, and more.

Join Team Gilbert and make an income while making an impact! If you are looking for an opportunity to make a visible contribution to our community and get excited about doing interesting work that matters, then why not click that "Apply" button at the top there? We can't think of a better place to put your talents to work.

Let's get this adventure started!

Gilbert provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Town of Gilbert offers a comprehensive benefits package for qualifying positions that includes self-funded medical and dental plans, life insurance, disability, pension, tuition reimbursement, parental leave, babies at work, and more! Click Here (https://www.gilbertaz.gov/home/showdocument?id=42978&t=637793142009536761) to see a list of our benefit offerings at-a-glance.

In the questions that follow, you will be asked for information about your work history, to include things such as dates of employment, names of employers and specific details of the work you did. In answer to questions asking you to describe your work experience, if you do not have that type of experience, enter "N/A". Answers provided in this supplemental questionnaire must be substantiated and verifiable in the employment history section of your application. Be aware that submitting a resume in lieu of completing the employment history section of the application and failing to provide all the information requested in these supplemental questions will disqualify you from further consideration, so please be thorough in answering the questions. Please indicate whether you accept these terms by checking the appropriate response below.

+ Yes

+ No

Do you have a high school diploma or GED?

+ Yes

+ No

Do you have at least three years of administrative and/or customer service experience?

+ Yes

+ No

Do you have an Associate's Degree or Higher in Business Management or a closely related field?

+ Yes

+ No

If you indicated you do have an Associate's Degree or higher in Business Management or a related field, please describe your degree and area of study in the space below. If not, please enter N/A.

How many years of experience do you have providing administrative and clerical support to multiple functions within a work area?

+ No experience in this area

+ Less than one year

+ 1-2

+ 2-3

+ 3+

If you indicated you do have experience providing administrative and clerical support to multiple functions, how many employees did you directly support?

+ None

+ Less than 10

+ 10-20

+ 20+

If you indicated you do have experience as outlined in the two previous questions, please describe in detail your experience in the space below. If not, please enter N/A.

How many years of experience do you have in customer service?

+ No experience in this area

+ Less than one year

+ 1-2

+ 2-3

+ 3+

If you indicated in the previous question, you do have this type of experience, please describe it in the space below. If not, please enter N/A.

How many years of experience do you have in accounts payable?

+ No experience in this area

+ Less than one year

+ 1-2

+ 2-3

+ 3+

If you indicated in the previous question that you do have this type of experience, please describe it in the space below. If not, please enter N/A.

How many years have you prepared written business communications for an organization, to include proofreading for grammar, punctuation, spelling, and organization?

+ No experience in this area

+ Less than one year

+ 1-2

+ 2-3

+ 3+

If you indicated in the previous question, you do have this type of experience, please describe it in the space below. If not, please enter N/A.

Please indicate your level of proficiency with Munis or a similar enterprise-level information management system.

+ No experience with Munis or similar enterprise-level information management system

+ Beginner

+ Intermediate

+ Advanced