Central Arizona Project Maintenance Secretary in Phoenix, Arizona

Maintenance Secretary

Salary

$17.88 - $22.32 Hourly

Location

Headquarters - Phoenix 85024, AZ

Job Type

Full-Time

Department

Centralized Maintenance Administration

Job Number

731

Closing

9/27/2018 10:00 PM Arizona

  • Description

  • Benefits

  • Questions

Purpose

Note: The salary range listed reflects the TARGET HIRING RANGE only and does not represent the full employee pay range for this position.

To perform a variety of general secretarial and administrative work required to meet the objectives of the department and organization. Such tasks include preparing, editing, formatting, and finalizing letters, memos, minutes, reports, forms and other documents using automated/manual methods. Responsible to schedule travel as well as submit and track employee expense reimbursements. Also responsible to process incoming/outgoing mail; maintain and update files, records, documents; and schedule and calendar meetings.

CAP EMPLOYEE SUCCESS FACTORS: All employees are personally responsible for workplace safety, reliable attendance, and engaging in collaborative team efforts. Employees are expected to foster an environment of mutual respect, integrity and inclusiveness.

Position Responsibilities

ESSENTIAL FUNCTIONS & RESPONSIBILITIES (Essential Functions are not intended to be an all-inclusive list of responsibilities, duties and tasks. They are basic job duties that an employee holding the position must be able to perform with or without reasonable accommodation.)

  1. Makes travel arrangements for both in-state and out-of-state travel to include hotel, airline and car/shuttle reservations. Tracks, reconciles, processes, and maintains records for department employee credit card and vehicle-related expenses and purchases.

  2. Creates, prepares, edits, formats, finalizes and proofreads letters, memos, reports, forms and other documents from draft and handwritten formats and verbal instructions, as required by the department manager and staff. Verifies accuracy of forms and reports and forwards to the appropriate department for processing.

  3. Answers phone, takes message, and greets visitors. Responds to a variety of different requests for information from employees and the general public and /or directs to the appropriate personnel.

  4. Creates, organizes and maintains department files using automated/manual methods. Retrieves information from files as needed. Codes and transfers appropriate documents/records to Central Files. Acts as Content Server's Representative for the department.

  5. Attends department meetings and documents proceedings. Schedules meetings through Outlook, arranges room setup, catering, and scribes meeting minutes when needed. Assists with the Apprenticeship Program during interview process when hiring new apprentices for the program.

  6. Prepares outgoing mailings, sorts and routes department's incoming mail and prioritizes incoming mail for department manager. Maintain the supply cabinets for the Maintenance Departments by inventorying supplies and ordering general office supplies, paper, and toners for all the printers. Maintain all the printers and copiers for the Maintenance Departments, order toners and call for service when needed.

  7. Assists with the work order process including filing, scanning, and indexing the appropriate work orders using Open Text and Captiva software.

  8. Works with other Secretaries and Assistants to accomplish the secretarial requirement of the department which include covering other departments when the Secretary or Assistant is out of the office. Controls confidential information related to departmental issues with discretion and professionalism.

Knowledge, Skills, & Abilities

  1. REQUIRED MINIMUM QUALIFICATIONS

Education, Training Knowledge, Skills and Experience:

  • High school diploma or equivalent.

  • Five (5) years of experience in administrative, clerical, and/or secretarial positions.

  • Demonstrated ability to use MS Word, Outlook, Excel, and PowerPoint for data entry and to produce basic business communications, using proper grammar and punctuation, sentence structure, and spelling.

  • Experience in the operation of office equipment, including scanning equipment.

  • Excellent time management and organization skills.

  • Well-developed interpersonal, tact, and diplomacy skills.

  • Strong written and verbal communication skills.

  • Specialized skills, knowledge, and training specific to the functional department or group may be required.

Required Certifications or Licenses: Must have a valid driver's license and maintain a good driving record.

  1. CRITICAL THINKING AND DECISION MAKING

Independence: Determines appropriate action in routine and non-routine office matters. Must know how to work with confidential and sensitive information; how to format and file documents; and external customer inquiries; when and where to schedule meetings. Assesses the urgency and criticality of a broad range of request, assignments and situations and initiates appropriate actions to prioritize work using good judgement to determine priorities. Works with minimal supervision; performs routine work assignments on own initiative; confers with Manager on matters of relative importance.

Impact: Decisions impact the quantity and quality of work and timely completion of assignments to meet the deadlines and objectives of the department

  1. INTERPERSONAL COMMUNICATIONS AND CONTACTS

Type: Frequent contact with CAP managers and employees, travel related vendors, and occasional contact with the public.

Purpose: To answer questions, provide assistance or direct to the appropriate person, and provide and receive information as necessary to accomplish objectives of the department.

  1. SUPERVISORY RESPONSIBILITY

None

Supplemental Information

WORKING CONDITIONS

The physical demands and work environment described here are representative of those that persons in this position will encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Physical Demands: Essential to this position is corrected or non-corrected vision. Example: must be able to see, read and interpret handwritten and printed documents, correspondence, manuals, office papers, computer screen, etc., including seeing various colors. Must be able to see to operate work equipment.

Also essential to this position is corrected or non-corrected hearing which is necessary for the ability to hear and comprehend voice communications as well as the ability to speak to communicate to individuals on the job. Must be able to hear to operate work equipment.

The essential job requirements involve sitting for long periods of time including occasional lifting, carrying, pushing and pulling (in any combination thereof) of objects up to 26 pounds and the use of repetitive hand and wrist movements to enter alpha and numeric data into a computer, including the ability to grasp and manipulate work objects.

May occasionally operate a vehicle on CAP business.

Work Environment: The majority of work time is spent working inside in either a single-level or upper-level structured office building, which is heated, air-conditioned and smoke-free. Persons in this position may conduct business out of the office, which may require driving a CAP vehicle on improved and unimproved roadways. Outside working conditions are dependent on the weather, which involves extreme heat in the summer (temperatures over 100 degrees) and cold in the winter (temperatures below freezing). Some work visitations may be required at the pumping plants and along the CAP canal. The pumping plants and office structures are heated and cooled. Noise levels are generally minimal, however, they can be excessive for brief periods of time. The person in this position moves about using various conveyances such as an elevator, stairway, and/or walk ramp. Persons in this position may have exposure to flora, fauna and the natural habitat of the desert environment.