Administrative Assistant II

Job Summary

CITY OF KINGMAN

ADMINISTRATIVE ASSISTANT II

COMMUNITY DEVELOPMENT

$19.42 - $23.29 /HOURLY

(HIRE IN RANGE; DOQ)

MONDAY - FRIDAY 8:00 AM - 5:00PM

Learn more about our Benefits & Wellness Incentives

APPLICATION MUST BE SUBMITTED BY 10/11/24 5:00PM

The City of Kingman is seeking an individual for a Planner with our Development Services Division. Our team members enjoy working on a variety of projects in a team-focused, customer-oriented environment. The ideal team member should be able to demonstrate their capabilities to perform a variety of experienced technical assistance to developers and the general public.

OVERVIEW
The City of Kingman is located in Mohave County approximately 100 miles southeast of Las Vegas and 195 miles northwest of Phoenix nestled between the beautiful Cerbat and Hualapai Mountain Ranges along historic Route 66. In 2019, Reader’s Digest named Kingman one of the “Nicest Places in Arizona” for its thoughtful residents and spirit of generosity. In addition to its small-town look and feel, the area also offers a wide range of recreational activities that include hiking, bike and ATV trails, camping, golf, beautiful parks, historical attractions, nearby lakes, and the Colorado River. With more than 400 full and part-time employees across 30 divisions, the City of Kingman provides exceptional public services to over 30,000 residents. Our focus on high-quality customer service, safety, and teamwork underpins our efforts to foster an atmosphere where citizens and businesses can thrive.

For more information about the City of Kingman, please see our Open Finance Portal , Choose Kingman Economic Development page, and our Go Kingman tourism page for more information.

GENERAL DESCRIPTION OF POSITION
Performs routine and complex technical community development and administrative-related work within the Development Services Department. Manages projects, and planning processes and provides information and assistance as requested. Manages records and various department accounting and procurement functions. The Administrative Assistant II is distinguished from the Administrative Assistant in that the Assistant II is responsible for a broader range of duties with more flexibility and independence in making decisions and carrying out tasks (within prescribed procedures) for assigned functions within the department.

SUPERVISION RECEIVED
Works under the general guidance and direction of the Development Services Director.

SUPERVISION EXERCISED
Generally none. Some assignments may provide supervision of other support staff, such as Administrative Secretaries, Customer Service Representatives, student interns, and part time staff.

Minimum Qualifications/Special Requirements

EDUCATION AND EXPERIENCE

• Graduation from a high school or GED, supplemented by two years of related technical or college training in community development technology, civil community development; administration or a closely related field; and
• Four (4) years of progressively responsible related experience providing complex administrative support and management assistance, preferably working in a similar role and department; or
• Any combination of experience and training which demonstrates the knowledge and experience to perform the work.

SPECIAL REQUIREMENTS

• Must possess a valid Arizona State driver’s license or have the ability to obtain one prior to employment;
• Must be physically capable of moving about on construction work sites.
• Must be available to attend after-hours meetings - occasionally.

Essential Functions

Essential Functions are not intended to be an exhaustive list of all responsibilities, duties and skills. They are intended to be accurate summaries of what the job classification involves and what is required to perform it.

• Performs a variety of administrative and technical tasks associated with the Development Services Department, which encompasses the city’s Building, Neighborhood Services and Planning and Zoning divisions.
• Assists in the intake, review and routing of private project development plans for compliance with codes, regulations, and standards, adequacy of applications for permits and compliance with approved plans. Interprets City ordinances relating to department services and recommends procedures to improve efficiency and effectiveness of operations.
• Assists in the coordination and preparation of Requests for Proposals (RFPs), reviews proposals and makes necessary recommendations based on lowest and best bids, competency of vendors and consultants, and the selection criteria.
• Performs a variety of office related functions, including correspondence, brochures, preparing permits, printing materials, answering phones and responding to inquiries from contractors, developers, property owners, staff, and the general public.
• Serves as the Planning and Zoning Secretary at the Planning and Zoning Commission meetings.
• Responsible for computing, setting up, tracking and maintaining payback agreements and assessing developers upon building permit applications as applicable
• Researches recorded data from City and County records relating to plat maps and official recorded documents pertaining to land development, easements, street rights-of-way, annexation and other matters.
• Orders supplies and maintains adequate inventory of office and field related supplies from in-house and outside suppliers.
• Maintains extensive filing system, and ensures proper filing of plans and documents.
• Coordinates conferences with consultants, developers, department staff, etc., reserving meeting rooms as needed.
• Assists in preparation and coordination of department budget; prepares cost estimates for budget recommendations; maintains budget files; tracks and reconciles departmental budget accounts, expenditures, transactions, financial statements and reports; investigates discrepancies; estimates expenditures; updates management on budget problems, policies and procedures.
• Drafts, formats and prepares a variety of documents, including custom reports, financial reports, charts, graphs, contracts and manuals.
• May monitor contracts and agreements for outside services to ensure compliance and proper billing.
• Prepares reports, financial records, contracts, and manuals; assists in the preparation of quarterly and/or annual reports.
• May plan, coordinate, and schedule meetings and business travel arrangements. Performs a variety of administrative duties, such as planning, scheduling and coordinating various events. Takes and records minutes at meetings, prepares meeting agendas, possesses knowledge in Arizona open meeting law and applies to meetings, follows up on committee assignments; responds to requests for information, processes incoming and outgoing mail, and drafts letters and memoranda. Gathers information and data for department staff and assists with interpretation of such.
• May assist department with records management by establishing, organizing and maintaining filing system; scans and indexes records into electronic document management systems; performs records retention and destruction report preparation.
• Develops, edits, or compiles various department reports such as the weekly activity report, monthly City Manager’s report, monthly project status report, annual strategic plan, etc.; analyzes statistical data and generates standard reports.
• Assists department with special projects and activities, presentations, operational and strategic plans, and customer requests for information. Assists management staff with follow up on work assignments within the department.
• Creates, updates, and maintains databases specific to a program, division or department.
• Communicates and acts in a professional manner with the public, co-workers, and work contacts.
• Regular attendance is an essential function of this job to ensure continuity.
• May be required to work early mornings, evenings, holidays or weekends as needed.
• Performs all work duties and activities in accordance with City policies and procedures; follows safety policies and practices, works in a safe manner, and reports unsafe activity and conditions.

PERIPHERAL DUTIES

• May serve as a member of various employee committees
• Writes correspondence, memos and reports to effectively communicate information to customers and others.
• Provides back-up to other related positions.
• Performs related duties as required.
• Performs special assignments as requested.

Miscellaneous

WORK ENVIRONMENT

The work environment characteristics attached to the job description are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

COMMITMENT TO SAFETY & WELLNESS

It is the policy of the City of Kingman to ensure a safe, healthful workplace for all its employees. It requires that every person in the organization assumes the responsibility of individual and organizational safety. Injury and illness losses from incidents are costly and preventable. The City of Kingman will employ an effective accident and illness prevention program and a comprehensive wellness program that involves all its employees in the effort to eliminate workplace hazards and promote employee health and wellness. All employees are expected and encouraged to participate in safety and wellness program activities including the following: reporting hazards, unsafe work practices and accidents immediately to their supervisors or a safety committee representative; wearing required personal protective equipment; and participating in and supporting safety committee activities.

DISCLAIMER

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel in this position. This job description is subject to change as the needs and requirements of the position changes.

FIND YOUR REWARDING CAREER WITH US!
Personal Growth Opportunities ~ Meaningful and Challenging Work ~ Public Service
Community Spirit ~ Training and Development

2023-2024 Benefit Guide (PDF)

Health

• Excellent medical, dental and vision insurance.
  • Telemedicine available through BlueCare Anywhere for general medical and behavioral health.
• Flexible spending (FSA) or health savings accounts (HSA).
  • Employer contribution to HSA equivalent to 50% of plan-year deductible. This is currently $750 for Single Coverage and $1,500 for Family Coverage.
• Employer-paid group basic life insurance coverage for employee and dependents on medical plan.
  • Supplemental group insurance and third-party options available.
• Virgin Pulse, our comprehensive well-being platform designed to push you towardsgood health in mind, body and spirit.
  • Participation incentives with up to $300 redeemable annually.
• Work/Life support services through the SupportLincEmployee Assistance Program (EAP).
  • Six free counseling visits annually.

Leave

• 12 paid holidays , including a floating birthday holiday each year.
• 16-35 paid vacation days per year.
  • 6.15 hrs. 1-5 years; 7.69 hrs. 5-10 yrs.; 9.23 hrs. 10-15 yrs.; 10.77 hrs. 15+ yrs.
  • Shift fire personnel accrue leave at 1/3 more per pay period.

• 3.69 sick hrs per pay period (approx. 9-12 sick days per year).
  • Shift fire personnel accrue leave at 1/3 more per pay period.
  • Part-time/seasonal employees earn 1 hours of sick time for every 30 hours worked.

Other leave types available, including:

• 10 hours of Volunteer Time Off (VTO).
• Up to 5 days for bereavement.
• Jury Duty.
• Military Training, and more.

Leave donation program.
Financial

• Tuition reimbursement up to $4,500 annually.
• Shift differential pay (2nd & 3rd shift).
• Bonus Programs.
• Skill-based, Certification & Bilingual Pay.
• Clothing Allowance for Uniformed Personnel.

Recognition & Appreciation

• Quarterly Performance Conversations (TrakStar).
• Mission, Vision, Values (MVV) Excellence Awards.
• Safety Awards.
• Service Awards at 5, 10, 15, 20+ years of service.
• Biannual All-Employee BBQ Lunch.
• Annual Employee Pool Party.

Retirement

• City matching to AZ State Retirement System & Long Term Disability (ASRS).
• Additional retirement solutions available through optional third-party on pre-tax basis, including457-deferred compensation and Roth IRA.

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• City of Kingman

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