Office Specialist

Job Description:

Office Specialist

Description

Job Summary

Come work in a fun and exciting office!

Mohave County Public Works Equipment & Fleet Division is looking to hire an Office Specialist in Kingman, AZ.

We are located at 3715 Sunshine Drive, Kingman, AZ.

Our Mission

To maintain and repair all County vehicles and equipment to OEM standards or better; to provide safe and reliable transportation to all Mohave County Divisions and personnel that are required to utilize the vehicles and/or equipment.

About us

Fleet Services Division is a customer-centered service organization that provides a wide range of services including vehicle maintenance and equipment-related support services to all Mohave County departments. The division provides all facets of vehicle/equipment diagnostics and repairs while providing a preventative maintenance program to assure dependability, availability, and safety of the fleet. Our warehouse provides parts for repairs to County vehicles/equipment and general use items in other County departments. Fuel dispensing operations at the County Service Center compound is available 24/7 for all County departments including after-hours roadside assistance program for all Mohave County departments.

Office Specialist -> Salary Range 11 Step 1-8 $19.13 - $23.54

• Monday-Friday, 7:00am-4:00pm.
• Weekends and holidays off.

Working conditions would include but not limited to:

• This position does require time spent sitting, standing, walking, bending, and stooping.
• Work may involve possible exposure to exhaust fumes, chemical fumes, acid, oil, grease, hazardous materials, and loud noises from equipment.

Essential Job Functions

• Maintains, with relative independence in completing assigned tasks accurately and in maintaining standard correspondence, files, and reports of assigned area.
• Meets the public and receives phone calls.
• Responds to questions concerning department procedures or directs query to an individual or department as appropriate while providing excellent customer service with courtnesy and tack.
• As assigned, may review work of other staff for conformance to regulations.
• Understands and interprets procedures and practices related to various departmental and assigned programs.
• As assigned, may delegate work assignments, train, monitor, schedule, oversee or directly supervise and review the work of subordinate clerical and office employees.
• May assist in interviewing and screening applicants and recommending disciplinary actions.
• May complete employee evaluations.
• Assists wherever needed to perform duties of department and in giving help in complex situations.
• Helps public with difficult, complex problems.
• Assist at the front counter and will cross-train with other positions within the department for backup as assigned.
• As needed, composes correspondence and other documents to respond to inquiries and to obtain, update or provide information.
• Create, review, and maintain various reports through the use of databases, spreadsheets and various software programs for various County, State, Federal and Accrediting purposes.
• Researches public and internal records for proper information.
• Keeps time and leave records of division or department.
• Establishes, coordinates and maintains filing systems and indexing and cross-referencing systems for assigned department.
• Follows and adheres to State of Arizona records retention, transfer and destruction schedules.
• Audits incoming and outgoing data for accuracy, completeness and quality. Resolves errors and omissions.
• Compiles and computes data from files and other sources in preparing reports.
• Maintains inventory of materials, equipment, and purchasing records and reports.
• Gathers and prepares materials for special reports, forms, policy formulation and summaries at the request of superiors as assigned.
• Performs research for assigned area.
• Checks frequently against a variety of records in order to secure complete and accurate information.
• Operates common office machines to include computer keyboards and related peripheral equipment.
• Maintains a high level of confidentiality.
• Present and conduct themselves in a professional manner at all times.
• Communicate in a courteous and helpful manner as well as clear and concise manner at all times.
• Resolve complaints within scope of information and authority, and/or refer to chain-of-command as appropriate.

As assigned to Equipment Maintenance/Fleet Services: (may include any/or all essential functions above)

• Assists vendors with vendor registration and yearly updates to include set up in RTA & MUNIS and submission or credit application documents.
• Creating requisitions for both operating expenses & capital accounts-maintaining contract information with Procurement division.
• Perform monthly billing and maintains billing platforms for Work Orders, Fuel, Carpool, Assigned Fleet and GPS.
• Yearly authorization signature sheet for accounts & purchase cards.
• Sets up new assets according to department budget procedures to include construction in progress, new vehicle rigging, new vehicle assets and new department operating assets.
• Update Equipment & Fleet Services organization charts.
• Performs department monthly performance measures.
• Accounts payable & monthly statement reconciliation for all invoices & credit cards.
• Performs purchase order boosts as needed.
• Performs budget transfers per Equipment Fleet Manager recommendation.
• Prepares or assists in preparation of the annual division budgets.
• Compiles quarterly financial reports.
• Manages and maintains the GPS system.
• Reconciles all division operational expense and revenue and capital expenditures.
• Must have strong attention to detail and ability to multitask multiple projects continually.

Minimum Qualifications

Required Minimum Education, Experience, and Training:

• High School diploma /GED (General Education Degree).
  
• Four (4) years minimum progressively responsible advanced administrative and clerical office support.
  
• Two (2) of the Four (4) years performing specialized support in the assigned department/division or comparable Mohave County Department.
  
• OR an equivalent combination of education, experience, and training which provides the required knowledge, skills and abilities may be considered in meeting the minimum qualifications.

Knowledge, Skills & Abilities

• Procedures, terminology, equipment, accepted or common practices, and policies of the assigned specialized work and the department/area to which assigned.
• English grammar, spelling, punctuation and arithmetic.
• Modern office practices, procedures and equipment.
• Filing, index and information systems.
• Organization of the department.
  
• Applicable rules, laws, regulations and practices.
  
• Courtesy and tact in dealing with the public and public officials.
  
• Computing literacy to include use of electronic spreadsheet and word processing applications.
• Efficiently operating and utilizing modern office machines as necessary to include computers, copiers, fax transmittal machines, calculators, and related software and peripheral equipment.
• Microsoft Office software including Excel and Word (be able to do merges in Word and basic spreadsheet functions in Excel).
• Effectively communicate and establish relationships with the public, staff, and work contacts.
• Use good judgment in assessing a situation and responding appropriately.
• Act and communicate in a professional manner.
• Multi-task with a large number of assignments and a variety of situations
• Effectively perform the responsibilities of the specialty field and the position.
• Exercise courtesy and tact in dealing with the public and public officials and maintain confidentiality.
• Work independently in completing assigned tasks accurately and in maintaining standard correspondence, files, and reports of the office.
• Organize and prioritize assignments, cope with varying demands and work under pressure with frequent interruptions.
• Analyze information, and interpret and apply technical, legal and departmental information encountered in the performance of responsibilities.
• Develop appropriate, effective and efficient methods of completing assignments through others.
• Follow complex oral and written instructions.
• Supervise, work with and communicate effectively with subordinates.
• Type accurately and at a speed necessary to fulfill job responsibilities.
• Understand complex valuation and taxation structure.
• Occasionally travel for meetings and/or conferences.

Mohave County has an extensive benefits package with exceptional health, wellness, and work/life balance offerings, financial & retirement benefits, comprehensive leave program, and more.
Check out our Benefits Guide for full details!

Closing Date/Time: 11/2/2025 5:00 PM Arizona

Salary:

$39,790.40 - $48,963.20 Annually