Administrative Support Specialist

3 weeks ago


Prescott, Arizona, United States City of Prescott Full time
Job Summary

We are seeking a highly skilled and organized Administrative Specialist to join our team at the Prescott Police Department. The successful candidate will provide administrative support to the department, performing a variety of tasks including secretarial and clerical functions, customer service, and data entry.

Key Responsibilities
  • Provide exceptional customer service to the public, responding to inquiries and resolving issues in a professional and courteous manner.
  • Perform secretarial and clerical functions, including data entry, record-keeping, and filing.
  • Assist with the creation and review of daily reports for accuracy.
  • Transcribe and/or type drafts and final correspondence, proofread and edit for correct grammar, sentence structure, and desired intent or significance.
  • Maintain various computerized and paper files, devising, revising, or maintaining a complex set of records, files, and bibliographic material.
  • Develop and/or maintain a database related to criminal cases, using computer-based research programs, managing retrieval process and follow-up of assigned criminal investigations and other specified cases.
  • Interact professionally with members of the court, including judicial staff, members of the prosecution and defense, to prepare and present cases for official filing.
  • Process invoices, PCards, inventories, contracts, and other documents relating to the Department.
  • Complete service requests for customers.
  • Provide information requiring some knowledge of departmental policies and procedures.
  • Operate a variety of office equipment.
  • Assist in the management of finances, the logistics of training and travel, scheduling of shifts/overtime, and coordinating of off-duty employment.
  • Substitute for office staff during absence.
  • Enter employee time, assets, equipment, and materials into maintenance management software (Lucity).
  • Order supplies and equipment, stock supplies, maintain inventory, and arrange for the repair and servicing of office equipment.
  • Cross-train and perform similar secretarial tasks for other departments as needed.
  • Copy and collate materials for distribution and/or records storage.
  • Post entries to ledgers, logs, or spreadsheets to account for expenditures or receipts.
Requirements
  • High school diploma or equivalent.
  • Three (3) years of secretarial/clerical work, which includes contact with the public and customer service both by phone and in person.
  • Possess a valid Arizona driver's license.
  • Pass a pre-employment drug test, polygraph exam, and fingerprint and background investigations.
Working Conditions

The successful candidate will work in a fast-paced office environment, interacting with the public, staff, and other stakeholders. The position requires strong organizational and communication skills, as well as the ability to work independently and as part of a team.



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