Administrative Assistant II

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 12.27%, per fiscal year.

Primary Duties and Responsibilities

GENERAL PURPOSE: Under general supervision, performs complex administrative functions in support of a department. Performs daily administrative functions and more complex project coordination. Responsibilities may vary according to work assignment. This class is differentiated from the Administrative Assistant I by the increase in difficulty and complexity of the assignments.

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.

• Creates a variety of routine and non-routine documents, including reports, flyers, and/ or marketing materials, templates, charts, surveys, letters, memos, notices, forms, newsletters, agendas, schedules, and/or other related materials
• Generates and maintains complex spreadsheets, reports, databases, and presentations
• Verifies and reviews materials for completeness and conformance with established regulations and procedures; applies applicable policies and procedures in determining completeness of applications, records, and reports
• Assists public and customer service needs of a more complex manner, responds to requests for information; interprets and explains relevant rules, policies, regulations; analyze issues, determines solutions, and makes recommendations to improve processes or procedures
• Coordinates and completes public records requests
• Assists in developing department procedures and policies
• Assists in the creation and tracking of department budget, metrics, and related reports
• Processes and reviews general financial and/or purchasing functions and entries
• Performs record keeping for various funds and expenditures
• Conducts independent research and analysis, compiles data, and creates statistical, financial, operational, and special project reports using a variety of software systems
• Schedules meetings and appointments; prioritizes and resolves meeting schedules; prepares meeting agendas and presentation materials, takes and transcribes meeting minutes, and prepares summaries as required
• Coordinates meeting resources and travel
• Develops and manages department files
• Assists with special assignments, projects, meetings, and/or events through coordination and administration
• Provides administrative training to staff and cross-trains in administrative duties as needed
• Handles sensitive and confidential matters
• Assists with the completion of Council Action Reports for the division/department
• Formats, edits, updates and maintains department information on the intranet and internet webpages
• Performs other duties as required

Minimum Qualifications & Position Requirements

Education and Experience:
Associate’s Degree and three years' experience in administrative work; OR equivalent combination of education and experience.

Necessary Knowledge, Skills and Abilities:
Knowledge of:

• Business English, grammar, spelling and arithmetic
• City policies and procedures
• Principles and practices of office management and equipment
• Principles of confidential records, record keeping, and file management

Skill in:

• Assessing and prioritizing multiple tasks, projects, and responsibilities
• Database operations (data input, extraction, report generation)
• Operating a personal computer with associated software and database applications
• Creating and developing complex spreadsheets and databases
• Statistical methods, report writing, and creating presentations

Ability to:

• Maintain confidential and sensitive information
• Effectively handle conflict and sensitive issues
• Work independently as well as a contributing team member
• Handle multiple projects simultaneously and use good judgement in prioritizing and managing workload
• Analyze, interpret, and report research findings
• Work effectively under pressure
• Produce written documents with clearly organized thoughts using proper sentence construction, punctuation and grammar
• Make mathematical calculations and draw logical conclusions
• Communicate effectively both verbally and in writing
• Establish and maintain positive, effective working relationships with those contacted in the performance of work

12-Month Goals:

• Become proficient in Tyler Munis software and understand the requisition and invoicing process.
• Serve as the Procurement/Finance liaison for the Community Services department and gain an understanding of the procurement guidelines and processes.
• Create a procurement training program for Community Services staff and execute the training department wide in the first year.
• Become proficient in the NEOGov software to post requisitions for recruitments and serve as the HR liaison for the Community Services Department.
• Create and manage an inventory system and budget for department marketing items.

Additional Information

Special Requirements: Valid Arizona Driver's License
Work Schedule: Monday-Friday, 8am-5pm

Physical Demands / Work Environment: Work is typically performed in an office setting

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: 6/18/2025 11:59 PM Mountain

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• City of Buckeye, AZ

• 623-349-6000

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