Administrative Assistant II

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Administrative Assistant II

Salary

$20.65 - $29.95 Hourly

Location

Police Department, AZ

Job Type

Full Time

Job Number

25-0115A

Department

POLICE DEPARTMENT

Opening Date

11/19/2024

Closing Date

12/1/2024 11:59 PM Arizona

+ Description

+ Benefits

+ Questions

We Are Seeking

Team Gilbert has an exciting opportunity for a highly motivated professional to fill the position of Administrative Assistant in our Police Department. With every job we fill, our focus is on providing outstanding customer service to our citizens while offering the opportunity for professional growth in a rewarding and innovative work environment.

Our Police Department Administrative Assistants reports to a Police Commander and/or their section/unit manager. This position will report to the Patrol Commander. The primary duties and responsibilities of our Administrative Assistant II are:

+ Creates basic spreadsheets, reports, databases and presentations. Gathers and compiles data for reports. Interprets routine data, recognizes common irregularities and reports these to the supervisor. Verifies and audits to make sure data input in systems and databases is accurate and will review discrepancies as needed. Tracks the status of projects and documents in various databases, which may include tracking progress, expenses, contracts, warranties, invoices, purchase orders or requisitions.

+ Provides administrative support by monitoring expenditures and routinely tracking department/ division/project budget(s). Assists with budget and fiscal activities by researching, auditing and obtaining data for budget development, running reports and queries of financial data, reconciliation of the budget, and monitoring expenditures.

+ Processes and reviews general financial, and/or purchasing functions and entries, which may include accounts payable, assisting with requisitions, service orders, invoices, purchase orders, check requests, purchasing card reconciliations, maintaining and reconciling cash and deposits, and collecting money from customers.

+ Generates a variety of routine and non-routine documents, which may include: reports, flyers and/ or marketing materials, templates, surveys, letters, memos, notices, forms, agendas, schedules, and/or other related materials. Assists in preparing and putting together manuals and other resource documents. Issues, receives and types various applications, reimbursements, permits and forms.

+ View the full job description here. (https://www.governmentjobs.com/careers/gilbert/classspecs/1147036)

About You

You are someone who effectively exceeds customer needs by building productive relationships, and taking responsibility for customer satisfaction and loyalty. You actively participate as a member of a team to move the team toward the completion of goals and produce quality outcomes. You are committed to our safety philosophy, and you take great pride in proactively managing time and resources to ensure that work is completed efficiently while accomplishing objectives and achieving goals beyond what is required.

At Team Gilbert, we hire innovative, forward thinking problem-solvers who love what they do! In addition to possessing the ability to live out our values daily, candidates must possess the following requirements

+ High School Diploma or GED, Associate's degree is preferred

+ 3 years of experience of clerical experience

+ Software knowledge

+ MS Office

+ Must be skilled at organizing and prioritizing multiple tasks and changing priorities, able to remain positive and productive when challenged with tight timelines and the pressure of a heavy workload, handle confidential information, and work with a variety of internal and external customers in a professional manner.

This position is an At-Will position and is FLSA Non-Exempt - eligible for overtime compensation.

Why Team Gilbert?

Gilbert’s Mission: Anticipate. Create. Help People

Our Values: DRIVEN, KIND, BOLD, HUMBLE

Awards: (https://www.gilbertaz.gov/about-us/team-gilbert/awards-accolades) We are proud of these achievements and continue to work hard to make Gilbert the best place to live, work and play.

We Are Here to Help!

Gilbert is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. If any reasonable accommodation is needed while participating in the application and interviewing process, please contact our People Team (Human Resources) at 480-503-6823. Requests should be made as early as possible to allow time to arrange the accommodation.

Gilbert provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Town of Gilbert offers a comprehensive benefits package for qualifying positions that includes self-funded medical and dental plans, life insurance, disability, pension, tuition reimbursement, parental leave, babies at work, and more! Click Here (https://www.gilbertaz.gov/home/showdocument?id=42978&t=637793142009536761) to see a list of our benefit offerings at-a-glance.

01

Items 1 -12 reference general requirements for candidates whose assignments may require them to work within the Gilbert Police Department. Are you at least eighteen (18) years of age?

+ Yes

+ No

02

Do you have a high school diploma or GED?

+ Yes

+ No

03

Have you been convicted of a felony or any offense that would be a felony, if committed in Arizona?

+ Yes

+ No

04

Were you dishonorably discharged from the United States Armed Forces?

+ Yes

+ No

05

Are you currently under investigation for violations of internal policy, procedure, or other administrative guidelines?

+ Yes

+ No

06

Have you ever been convicted of a crime related to domestic violence?

+ Yes

+ No

07

Have you personally possessed, used, sold, produced, or cultivated marijuana within the past one (1) year, or at any point while employed with a law enforcement agency? - It is not a disqualifier if those activities occurred while employed for a licensed dispensary and in the scope of employment duties. - This includes products derived from marijuana if they contain more than 0.3% tetrahydrocannabinol (THC). - This does not include Cannabidiol (CBD) products containing less than 0.3% tetrahydrocannabinol (THC).

+ Yes

+ No

08

Have you illegally used Adderall within the past one (1) year, or at any point while employed with a law enforcement agency?

+ Yes

+ No

09

Have you ever illegally sold, produced, cultivated, or transported any dangerous drugs, narcotics, hallucinogens, or prescription drugs?

+ Yes

+ No

10

Have you illegally used any dangerous drugs, narcotics, hallucinogens, or prescription drugs within the past five (5) years, or at any point while employed with a law enforcement agency?

+ Yes

+ No

11

Have you been convicted of or adjudged to have violated traffic regulations that would equal eight (8) or more points within the past thirty-six (36) months? (Shall not apply to positions that do not require driving in their job description. Driving waivers may be required)

+ Yes

+ No

12

I understand that if I am offered employment in this position, I would be required to pass an extensive police background investigation, to include the following: a polygraph examination; personal and business reference checking; a credit report; investigation into traffic, civil and criminal offenses and drug usage.

+ Yes

+ No

13

In the questions that follow, you will be asked for information about your work history, to include things such as dates of employment, names of employers and specific details of the work you did. In answer to questions asking you to describe your work experience, if you do not have that type of experience, enter "N/A". Answers provided in this supplemental questionnaire must be substantiated and verifiable in the employment history section of your application. Be aware that submitting a resume in lieu of completing the employment history section of the application and failing to provide all of the information requested in these supplemental questions will disqualify you from further consideration, so be thorough in answering the questions. Please indicate whether or not you accept these terms by checking the appropriate response below.

+ Yes

+ No

14

Do you have an Associate's Degree in business management or a related field?

+ Yes

+ No

15

List any classes beyond high school in business management or a related field. If not, enter N/A.

16

Do you have three years of clerical experience?

+ Yes

+ No

17

How many years of experience do you have providing administrative and clerical support to multiple functions within a work area?

+ No experience in this area

+ Less than one year

+ 1 - 2 years

+ 2-3 years

+ 3+ years

18

If you indicated you have the type of experience covered in the previous question, please describe it in detail in the space below. If not, enter N/A.

19

How many years of experience do you have in the area of customer service?

+ No experience in this area

+ Less than one year

+ 1-2 years

+ 2-3 years

+ 3+ years

20

If you indicated you have the type of experience covered in the previous question, please describe it in detail in the space below. If not, enter N/A.

21

Please describe your level of proficiency with MS Word.

+ No experience in this area

+ Beginner

+ Intermediate

+ Advanced

22

If you indicated you have the type of experience covered in the previous question, please describe it in detail in the space below. If not, enter N/A.

23

Please describe your level of proficiency with MS Excel.

+ No experience in this area

+ Beginner

+ Intermediate

+ Advanced

24

In the previous question, if you indicated your level of proficiency is intermediate or advanced, please describe your experience in sorting, filtering, creating pivot tables, graphing and writing advanced formulas using the space below. If not, please enter N/A.

25

Please describe your level of proficiency with MS Outlook.

+ No experience in this area

+ Beginner

+ Intermediate

+ Advanced

26

In the previous question, if you indicated your level of proficiency is intermediate or advanced, please describe your experience in writing and sending email, sending meeting requests and sharing calendars using the space below. If not, please enter N/A.

27

Do you have experience working with OnBase or another electronic records management system?

+ Yes

+ No

28

If you have proficiency with a system described in the previous question, please name the system and describe your experience in detail in the space below. If not, enter N/A.

29

The following question is strictly confidential and will not be made part of your application for employment. Preference Status per Arizona Revised Statute 38-492 (select all that apply):

+ Veteran

+ Disabled Veteran

+ Veteran's Spouse/Surviving Spouse

+ Disabled Person

Required Question

Agency

Town of Gilbert

Address

50 E. Civic Center Drive Gilbert, Arizona, 85296

Website
https://gilbertaz.gov/jobs

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