ABOUT THIS POSITION

The Human Services Department provides a comprehensive array of services to help people meet emergency, short-and long-term needs, and help every individual reach their highest level of self-sufficiency. This department is seeking a Secretary III to join the Community Initiatives Section of the Community Senior Services Division to support the Volunteer Income Tax Assistance (VITA) and the Landlord and Tenant Programs. This fast-paced role offers many learning opportunities and requires a candidate who enjoys handling event logistics.

Duties Include:

• Performing administrative and varied clerical work to support volunteers, community members, city staff, middle managers, and executive-level staff.
• Maintaining the ever-changing VITA computer inventory of over 500 pieces of equipment.
• Ensuring compliance with the equipment check-in/out process and proper equipment labeling.
• Coordinating repair services, the surplus of computers with IT staff, and documenting actions taken.
• Supporting extensive logistics of the VITA volunteer training, event planning, and site setup.
• Conducting inventory and ordering office supplies as needed. Supporting on-site logistics of monthly educational workshops and training for the VITA and Landlord and Tenant Programs, including preparing materials, coordinating workshop physical sites, reservations in Eventbrite, and satisfaction surveys in SurveyMonkey.
• Reviewing and reconciling records and/or documents for completeness and clerical or mathematical accuracy.
• Completing and/or assisting with preparing various reports, such as weekly or monthly activity reports or plans.
• Provide in-person customer service to clients, including face-to-face and telephone customer assistance, and schedule appointments for VITA clients.

IDEAL CANDIDATE

Demonstrates a continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality, seamless customer service.

The successful candidate will also possess:

• Ability to learn quickly, multitask well, prioritize effectively and support Middle Managers and/or Executive level staff with effective communication skills.
• Ability to handle multiple and conflicting work priorities.
• Proficiency using advanced Microsoft Office functions in Word, Excel, and PowerPoint.
• Proficiency using word processing, spreadsheet, databases, and presentation software.
• Knowledgeable of computer database applications and the ability to maintain and query data.

SALARY

Pay Range:$18.16 to $28.17 per hour.

Hiring Range:$18.16 to $25.56 per hour.

Pay Range Explanation:

• Pay range is the entire compensation range for the position classification.
• Hiring range is an estimate of where you can receive an offer. The actual salary offer will carefully consider a wide range of factors, including your skills, qualifications, experience, education, licenses, training, and internal equity.

BENEFITS

A comprehensive benefits package is offered which includes:

• Traditional pension with employer and employee contributions, click here for more details: Pension Information .
• 401(a) and 457 plans with employer contributions.
• Choice of generous medical HMO, PPO, or HSA/HDHP plans.
• Medical enrollment includes a monthly $150 City contribution to a Post-Employment Health Plan.
• Wellness incentive of up to $720 annually.
• Dental, vision, and life insurance options.
• Employer paid long-term disability.
• Free Bus/light rail pass.
• Tuition reimbursement program up to $6,500 per year.
• Paid time off includes 13.5 paid holidays, 12 vacation days, and 15 sick days and personal leave days.
• Paid Parental Leave for eligible employees up to 480 hours (12 weeks) of paid leave for the birth, adoption, or foster care placement of a child during a 12-month period.
• Federal Student Loan Forgiveness offered through Savi .

For more details, visit: Unit 007 Benefits

MINIMUM QUALIFICATIONS

• Three years of progressively responsible secretarial experience, including training in typing and the use of modern office software and equipment.
• Other combinations of experience and education which meet the minimum requirements may be substituted.
• Some positions work irregular hours; second and/or third shifts, weekends, holidays, and evenings may be required.
• The City job description can be found here .
• All finalists for positions are subject to a criminal background check applicable to the department or position.
• Some positions require the use of personal or City vehicles on City business. Individuals must be physically capable of operating the vehicles safely, possess a valid driver's license and have an acceptable driving record. Use of a personal vehicle for City business will be prohibited if the employee is not authorized to drive a City vehicle or if the employee does not have personal insurance coverage.
• For information regarding pre-screening and driving positions, click here .

PREFERRED QUALIFICATIONS

The minimum qualifications listed above, plus:

• Experience tracking expenditures and reconciling invoices or similar.
• Experience using SimplyBook scheduling software to schedule meetings or trainings.
• Experience transcribing meeting notes for distribution.
• Experience using financial procurement systems, such as SAP/SRM.
• Experience providing support to staff or volunteers.
• Experience with creating reports and entering data into computer.
• Experience with creating outreach materials.
• Experience answering multi-line phones.
• Experience with payroll/echris data entry and record keeping.
• Experience in utilizing volunteer software.
• Supervisory or lead experience.
• Experience ordering supplies.
• Bilingual, Spanish speaking preferred.

RECRUITMENT DATES

Recruitment closes May 20, 2024. All materials must be received by 11:59 p.m. on this date.

This is a position-based recruitment and will not result in any ongoing eligibility list. This recruitment and any selection processes resulting from this recruitment may be used to fill other related vacancies within the organization now or in the near future.

HOW TO APPLY

Apply online by completing the required information and attaching, as one document, your cover letter and resume. Please include your experience as it relates to the qualifications stated above. Only the highest qualified may be posted to the eligible to hire list. The results of the resume screening process will be sent to your primary email address.

WE ARE HERE TO HELP

• Job interviews may be held by video or audio conference.
• If you are in need of computer resources, click here for free options.
• Arizona at Work has frequent classes to help with resume writing, interviewing skills, and general career guidance. Click here for more information.
• Explore other Employment Opportunities with the City of Phoenix .
• Subscribe to receive e-mail notifications about new employment opportunities.
• If you need assistance applying for this job, please contact our HR Connection Center at (602) 495-5700 .

REFERENCE

Secretary III, JC:00330, ID# 54133, 05/06/24, USM, SG, Benefits:007, Q

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City of Phoenix is an equal opportunity employer. AmeriCorps, Peace Corps, and other national service alumni who meet the required qualifications are encouraged to apply.