City of Prescott
Announcement of Employment Opportunity
Administrative Specialist
Fire Department Hiring Range:
$21.02 to $26.28 per hour
FLSA Status:
Non-Exempt
Pay Grade:
105
Full Pay Range:
$21.02 to $31.53 per hour
Deadline to Apply: 09/26/2025 Benefits Summary:
Major Benefits for Full-Time Regular Employees:
A diverse range of complimentary mental health and wellness services is available, including an Employee Assistance Program, a free subscription to Calm, and health coaching.
Paid time off up to 20 days in first year of employment
10 paid holidays and 1 floating holiday per year
Free employee only coverage for medical, dental, vision, short-term disability, and life insurance
Free family coverage for select medical and dental plans
Pension and long-term disability through Arizona State Retirement System, click here for more details
Supplemental benefits such as deferred compensation plans and additional life insurance
Position Summary
The City of Prescott is seeking an Administrative Specialist to provide comprehensive administrative and clerical support to the Fire Department. The responsibilities include customer-facing reception, information dissemination, and performing various tasks outlined in this job posting.
The Administrative Specialist will undertake a diverse range of duties, such as reception, scheduling, records management, payroll and purchasing support, event coordination, report preparation, and customer service. This role demands confidentiality, accuracy, initiative, and a strong sense of teamwork.
This position does not entail supervisory responsibilities. Under general direction, the incumbent is expected to exercise sound judgment within established guidelines while carrying out daily activities.
Essential Duties:
Serve as first point of contact for the public: greet/direct visitors, answer phones, check voicemail, and respond to general inquiries.
Provide administrative support for public education programs, CPR classes, community events, and station tours.
Coordinate ride-alongs with public, students, and partner agencies.
Assist with department events, ceremonies, meetings, and special projects (including recruit books and employee spotlights).
Prepare and distribute various departmental reports; maintain training records and certifications.
Maintain accurate records and databases (digital and paper), responsible for records retention and destruction in accordance with Arizona State Records Retention requirements and regulatory reporting. Perform purchasing and payroll support: order office supplies, manage fleet reservations, process invoices, and support payroll/time entry.
Draft, proofread, and prepare correspondence, reports, agendas, and other official documents.
Collect, sort, and distribute mail and deliveries.
Support budget monitoring, grant applications, and financial reporting.
Organize schedules, calendars, and reservations (conference rooms, fleet vehicles, and events).
Coordinate purchasing of office supplies and oversee basic office functions such as inventory and printing needs. Provide customer support for chipping requests and other community programs.
Perform other duties as assigned in support of department operations.
Qualifications
Education and/or Experience:
High school diploma or equivalent required. At least three (3) years of administrative experience, including customer service in an office environment. Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and ability to learn specialized software (Telestaff, ImageTrend, etc.). Strong organizational, communication, and problem-solving skills. Ability to maintain confidentiality and manage multiple priorities.
Preferred:
Experience in fire administration, public education, or records management.
Licensing, Certification, and Other Requirements
Valid Arizona driver's license.
Knowledge, Skills & Abilities
Knowledge of modern office practices, recordkeeping, and customer service techniques including commonly used software tools such as Microsoft Office and other similar applications.
Knowledge of financial/accounting and business practices, including purchasing and payroll support.
Skill in preparing, proofreading, and formatting documents.
Skill in scheduling, organizing, and coordinating events or meetings.
Ability to communicate effectively (written and verbal) and establish strong working relationships with staff, residents, and partner agencies.
Ability to maintain calendars including room reservations and scheduling group meetings as necessary.
Ability to pay attention to details.
Skills in maintaining positive customer service and public reception for an organization including managing challenging interactions with the public.
Ability to work effectively as part of a team including building relationships with internal and external stakeholders
Skills in interpreting, developing rules, policies, and procedures.
Ability to maintain accurate records, reports, and files.
Skills in handling and prioritizing multiple projects.
Ability to handle confidential information and respond professionally to inquiries or complaints.
Ability to type at least 50 wpm.
Physical Demands And Working Conditions:
Work is performed in a standard City office environment.
Safely operates a City vehicle and variety of standard office equipment including a computer terminal, telephone, 10-key calculator, copier, and fax machine requiring continuous and repetitive arm, hand, and eye movement.
Clearly, concisely, and effectively communicate, both in person and over the telephone.
Safely lifts 30 pounds without assistance; performs repetitive bending, twisting, and walking.
Work is performed in a safe and secure work environment that may periodically have unpredicted requirements or demands.
Successful candidate will receive a post-offer, pre-employment background screening to include:
Drug screening
Motor vehicle records check
Criminal background screening
City of Prescott Contact Information
201 N. Montezuma Street, Suite 207
Prescott, AZ 86301
Email: hr@prescott-az.gov
Website: www.prescott-az.gov
Phone: 928-777-1410 / Fax: 928-777-1213
In accordance with A.R.S. 23 - 493, this position has been identified as "Safety Sensitive". The City of Prescott is an Equal Employment Opportunities/Americans Disabilities Act reasonable accommodation employer.
Administrative Specialist
Fire Department Hiring Range:
$21.02 to $26.28 per hour
FLSA Status:
Non-Exempt
Pay Grade:
105
Full Pay Range:
$21.02 to $31.53 per hour
Deadline to Apply: 09/26/2025 Benefits Summary:
Major Benefits for Full-Time Regular Employees:
A diverse range of complimentary mental health and wellness services is available, including an Employee Assistance Program, a free subscription to Calm, and health coaching.
Paid time off up to 20 days in first year of employment
10 paid holidays and 1 floating holiday per year
Free employee only coverage for medical, dental, vision, short-term disability, and life insurance
Free family coverage for select medical and dental plans
Pension and long-term disability through Arizona State Retirement System, click here for more details
Supplemental benefits such as deferred compensation plans and additional life insurance
Position Summary
The City of Prescott is seeking an Administrative Specialist to provide comprehensive administrative and clerical support to the Fire Department. The responsibilities include customer-facing reception, information dissemination, and performing various tasks outlined in this job posting.
The Administrative Specialist will undertake a diverse range of duties, such as reception, scheduling, records management, payroll and purchasing support, event coordination, report preparation, and customer service. This role demands confidentiality, accuracy, initiative, and a strong sense of teamwork.
This position does not entail supervisory responsibilities. Under general direction, the incumbent is expected to exercise sound judgment within established guidelines while carrying out daily activities.
Essential Duties:
Serve as first point of contact for the public: greet/direct visitors, answer phones, check voicemail, and respond to general inquiries.
Provide administrative support for public education programs, CPR classes, community events, and station tours.
Coordinate ride-alongs with public, students, and partner agencies.
Assist with department events, ceremonies, meetings, and special projects (including recruit books and employee spotlights).
Prepare and distribute various departmental reports; maintain training records and certifications.
Maintain accurate records and databases (digital and paper), responsible for records retention and destruction in accordance with Arizona State Records Retention requirements and regulatory reporting. Perform purchasing and payroll support: order office supplies, manage fleet reservations, process invoices, and support payroll/time entry.
Draft, proofread, and prepare correspondence, reports, agendas, and other official documents.
Collect, sort, and distribute mail and deliveries.
Support budget monitoring, grant applications, and financial reporting.
Organize schedules, calendars, and reservations (conference rooms, fleet vehicles, and events).
Coordinate purchasing of office supplies and oversee basic office functions such as inventory and printing needs. Provide customer support for chipping requests and other community programs.
Perform other duties as assigned in support of department operations.
Qualifications
Education and/or Experience:
High school diploma or equivalent required. At least three (3) years of administrative experience, including customer service in an office environment. Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and ability to learn specialized software (Telestaff, ImageTrend, etc.). Strong organizational, communication, and problem-solving skills. Ability to maintain confidentiality and manage multiple priorities.
Preferred:
Experience in fire administration, public education, or records management.
Licensing, Certification, and Other Requirements
Valid Arizona driver's license.
Knowledge, Skills & Abilities
Knowledge of modern office practices, recordkeeping, and customer service techniques including commonly used software tools such as Microsoft Office and other similar applications.
Knowledge of financial/accounting and business practices, including purchasing and payroll support.
Skill in preparing, proofreading, and formatting documents.
Skill in scheduling, organizing, and coordinating events or meetings.
Ability to communicate effectively (written and verbal) and establish strong working relationships with staff, residents, and partner agencies.
Ability to maintain calendars including room reservations and scheduling group meetings as necessary.
Ability to pay attention to details.
Skills in maintaining positive customer service and public reception for an organization including managing challenging interactions with the public.
Ability to work effectively as part of a team including building relationships with internal and external stakeholders
Skills in interpreting, developing rules, policies, and procedures.
Ability to maintain accurate records, reports, and files.
Skills in handling and prioritizing multiple projects.
Ability to handle confidential information and respond professionally to inquiries or complaints.
Ability to type at least 50 wpm.
Physical Demands And Working Conditions:
Work is performed in a standard City office environment.
Safely operates a City vehicle and variety of standard office equipment including a computer terminal, telephone, 10-key calculator, copier, and fax machine requiring continuous and repetitive arm, hand, and eye movement.
Clearly, concisely, and effectively communicate, both in person and over the telephone.
Safely lifts 30 pounds without assistance; performs repetitive bending, twisting, and walking.
Work is performed in a safe and secure work environment that may periodically have unpredicted requirements or demands.
Successful candidate will receive a post-offer, pre-employment background screening to include:
Drug screening
Motor vehicle records check
Criminal background screening
City of Prescott Contact Information
201 N. Montezuma Street, Suite 207
Prescott, AZ 86301
Email: hr@prescott-az.gov
Website: www.prescott-az.gov
Phone: 928-777-1410 / Fax: 928-777-1213
In accordance with A.R.S. 23 - 493, this position has been identified as "Safety Sensitive". The City of Prescott is an Equal Employment Opportunities/Americans Disabilities Act reasonable accommodation employer.