Office Assistant II

Job Description:

Office Assistant II

Description

Job Summary

The first document ever recorded in Mohave County was a Mine Deed for the gold mine located near Oatman, AZ in 1862?

Mohave County Recorder's Office is looking to fill an Office Assistant II position in the Recording Division located in Kingman, AZ. The Recorder's Office has two separate offices located at the main Administration Building. The Office Assistant II position will be working on the first-floor, Monday thru Friday 8:00a.m. to 5:00p.m. with weekends and holidays off!

This position will be underfilled as an Office Assistant with a starting rate of pay at $15.91 until you successfully pass the 6-month probationary period.

About Us

The Recorder's Office serves all residents of Mohave County for recording, voter registration and early ballot functions. The office maintains pertinent public records involving many transactions such as real estate, mining, personal property, mortgages, tax liens, leases, subdivision plats, military discharges, official appointments of office, and other miscellaneous documents. These records are indexed in various indices by grantor, grantee and recording date. Indexing and searching functions are electronically performed. The Recorder's Office also maintains a Micrographics Division with a lab that can microfilm for other departments of the County. This division also electronically scans and produces special projects for various County departments. The Voter Registration Division fulfills the statutory requirement of the County Recorder. Mohave County currently has over 158,000 registered voters and opens early voting sites in Bullhead City, Lake Havasu City and Kingman during election years. The County Recorder is an elected official serving a four year term.

A little more about the Recording Division:

The Recording Division of the Mohave County Recorder’s Office is responsible for maintaining and preserving the official public records of the county. Our mission is to provide accurate and accessible document recording services while upholding the integrity of public records.

This is primarily a customer service-based position and does require interaction with the public over the counter, by phone, written correspondence, and email. Must be able to work well in a team environment and requires high attention to detail as you will be reviewing documents for public record.

Essential Job Functions

• 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.

Additional Essential Job Functions for Office Assistant:

• Receives phone calls and responds to questions concerning department procedures or directs query to an individual or department as appropriate.
• May talk with individuals to gather preliminary information or verify information for various County programs or activities.
• As requested, review work of other staff for conformance to regulations.
• Understands and interprets procedures and practices related to various departmental and assigned programs.
• Assists an office superior by performing routine administrative details including but not limited to: sorting and routing department mail, making copies, scanning documents, filing, alphabetizing documents and date stamping incoming documents, maintaining waiting lists for services, maintain program specific databases and spreadsheets.
• Contacts vendors to obtain prices and purchases various supplies and materials.
• Maintains and establishes associated files to include entering information and documents into filing and data systems ensuring completeness and accuracy.
• Types forms, letters, reports and file cards from draft, or rough copy.
• Prepares follow-up correspondence or calls to obtain additional information or to respond to inquiries.
• Prepares standardized reports and statements.
• Processes payments in the database.
• Records attendance and documents notes at required meetings.
• Collects, compiles and submits data for use in statistical reports, internal operating studies or policy formulation.
• Meets established deadlines and informs concerned parties of deadlines and appointments.
• Maintains an inventory of materials on-hand and notifies the supervisor when supplies are needed. May order supplies as required.

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Additional Essential Job Functions for Office Assistant II:

• As assigned, provides technical training in area of expertise, as assigned reviews the technical work of subordinate clerical and office employees.
• Maintains expertise in a specialty area and provides co-workers with support and training.

• Assists the public in person and/or on phone; records complaints, takes messages and routes calls to appropriate personnel.
• Establishes and maintains standards, procedures, and techniques for efficiency of work.
• Researches and remains up to date with state directives and statues applicable to the assigned department /division using appropriate resources.
• Compose letters, routine correspondence, and all documents in following up previous work, responding to inquiries, obtaining and updating information and making notifications.

• Establishes and maintains filing, indexing and cross-referencing systems.
• Review incoming and outgoing computer data for accuracy, completeness and quality.
• Designs and creates documents, brochures and/or newsletters in the course of business using a variety of computer software including Excel, Microsoft Word, Power Point, etc.
• Maintains purchasing records or reports, allocates expenses and prepares expense reports.
• As required, pays invoices, tracks budget, and prepares change orders and payment applications.
• Receives and processes routing requisitions for department. Allocates items to a variety of accounts according to prescribed classifications.
• Verifies and checks work for completeness and accuracy and resolves errors and omissions.
• May process departmental time sheets and paychecks, routing personnel transactions, invoices, checks, vouchers or other records.
• Enters and/or records data in appropriate systems. Compiles and computes data from files and other sources in preparing reports.
• Prepares submittals for review and tracks assigned projects.
• Gathers and prepares material for special reports, forms, policy formulation and summaries at the request of superiors.
• Performs assigned research for the delegated area.

• Operates common office machines to include computer keyboards and related peripheral equipment.

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Minimum Qualifications

Required Minimum Education, Experience, and Training for Office Assistant:

• High School diploma/ GED (General Education Degree).
• Two (2) years minimum of progressive office support and clerical training, cash handling and/or bookkeeping.

• 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.

Required Minimum Education, Experience, and Training for Office Assistant II:

• High School Diploma/GED (General Education Degree).
• Two (2) years of progressively responsible administrative support experience.
• One (1) of the two (2) years performing specialized support has been 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.

Special Job Requirements:

• Must possess a valid driver’s license for operation of motor vehicles on Arizona roads at the start of employment and maintain said license while employed in this position.
• Provide acceptable driving history at no cost to the County.

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 and basic math.
• Standard office practices, procedures and equipment.
• Computers and software programs to include use of electronic spreadsheet and word processing applications.

• Knowledge of PowerPoint operations, both fixed and portable.
• Thorough knowledge of office administration functions.
• Operating and utilizing modern office machines as necessary to include fax transmittal machines, calculator and the use of computer keyboards and related software and peripheral equipment.
• Maintain a high standard of confidentiality.

• Communicating and maintaining professionalism with the public, co-workers, and work contacts.

• Effectively perform the responsibilities of the specialty field and the position.
• Create and maintain efficient filing and indexing, referencing and case management systems.
• Use good judgment in applying established guidelines to solve work problems.
• 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.
• Ability to use computer terminals to input data and obtain data from the computer during on-line operations.
• Work independently in completed assigned tasks accurately and in maintaining standard correspondence, files, and reports of the office.
• Understand and carry out complex written and oral instructions.
• Type accurately and at a speed necessary to fulfill job responsibilities.
• Perform the essential functions of the job specifications with or without reasonable accommodations.
• Comply with Mohave County Personnel Policies and Procedures, and Department Regulations.

https://resources.mohave.gov/file/HumanResources/Benefits/Benefits%20Overview.pdf

Closing Date/Time: 6/8/2025 5:00 PM Arizona

Salary:

$33,092.80 Annually