Administrative Specialist-Planning and Development Services

Salary: $19.48 - $29.22 Hourly
Location : Flagstaff, AZ
Job Type: Full-Time; Non-Exempt; Tenure & Benefit Eligible
Job Number: 064-26
Division: Planning and Development Services
Opening Date: 04/24/2026
Closing Date: 5/10/2026 10:00 PM Arizona
Work Week: Monday through Friday 8:00 AM to 5:00 PM
Post-offer Requirements: Background

MVR
Budgeted Min: $19.48
Budgeted Max: $24.35

Description
Join the Planning and Development Services Division as an Administrative Specialist, where you'll provide essential administrative support that keeps operations running smoothly. This role combines routine clerical work with higher-level responsibilities requiring initiative and independent judgment, including customer service, records management, document preparation, payroll and invoice processing, scheduling, and coordination of meetings and travel. You'll also support staff and the public by responding to inquiries, maintaining records and databases, assisting with permit tracking, and helping at the front counter.
By applying to this position, you are opening yourself to the opportunity to work in a critical division program and make a significant impact on the community we serve.
Examples of the Work Performed
POSITION RESPONSIBILITIES

• Provides excellent customer service to both internal and external customers
• Responds in a timely manner (within twenty-four hours) to phone calls and correspondence
• Responsible for proper and timely processing of time sheets, leave of absence requests, payroll, or any other procedural forms required
• Responsible for the timely processing of invoices, journal entries, and reconciling purchase-card transactions
• Coordinates travel arrangements and paperwork required for pre-travel approval
• Provides administrative and clerical support to administrative staff to include preparing, drafting, and proofing various reports, letters, legal advertisements, notice of violations, and other correspondence; mailing distributions, attending meetings and taking minutes; and answering the telephone
• Updates the PDS homepage calendar with commission and board meeting dates, Information Delivery Specification (IDS) deadlines, community meetings, and any other applicable dates
• Provides technical customer service support to other departments, staff, and the public
• Creates and maintains various confidential records, files, and databases requiring compilation of varied information
• Maintains and assist with all filing materials relating to the division or section such as building permits and reports; files documents alphabetically, numerically, or by other prescribed methods (i.e. scanning)
• Assists the front counter (Development Services and Building Permit Technicians) as needed and required to learn and use the permit tracking software
• Answers written and oral inquiries of a routine nature
• Coordinates calendars and schedules meetings, as needed; may also include setting up rooms and procuring refreshments
• Receives, sorts, and distributes a variety of correspondence, records, and information to appropriate personnel and the public, this includes ensuring posted ads are archived
• Assists in records requests and regularly retrieve files from the warehouse
• Monitors and maintains office supplies, name tags, business cards, etc.
• Processes invoices and reconcile purchase-cards
• Ensures onboarding checklist is completed and necessary equipment, logins, etc. are provided for new hires
• Attend staff meetings and training courses
• Prioritizes work and performing multiple tasks
• Monitors and maintains office supplies, business forms, and/or application forms
• Performs other duties of a similar nature or level

To review the full job description for this position, please click the following:
Qualifications
MINIMUM REQUIREMENTS

• High School Diploma or General Educational Development (GED) certificate
• Three (3) years of progressively responsible office experience
• Or any combination of education, experience, and training equivalent to the above Minimum Requirements.

OTHER REQUIREMENTS

• Must possess, or obtain upon employment, a valid Arizona driver's license.
• Regular attendance is an essential function of this job to ensure continuity.
• Requires sustained concentration, accuracy, and the ability to manage tasks effectively in an in-person office setting with frequent interruptions.

Supplemental Information
CURRENT COMPENSATION AND BENEFITS:

We are dedicated to fostering an inclusive and positive work environment. We offer competitive pay, outstanding benefits, and the chance to work with a committed team making a difference in our community. Located in the beautiful mountain town of Flagstaff, AZ, you'll enjoy a unique quality of life with outdoor recreation, stunning scenery and a welcoming community.

Our total compensation package includes best-in-class benefits and an annual salary of $40,518.40 - $60,777.60, based on the candidate's qualifications and experience. Plus:

• Arizona State Retirement System with 100% Match
• Employees are members of Arizona State Retirement System (ASRS) with a mandatory contribution rate of 12%
• 457 Deferred Compensation Options
• Up to 4% Annual Pay for Performance Increase
• Group Insurance including Health, Dental and Vision coverage
• Flexible & Health Savings Accounts
• 13 Paid Holidays, Vacation, Sick Leave, Personal Leave, Paid Parental Leave, Bereavement, Jury Duty
• Life Insurance, AD&D, Short- and Long-Term Disability and Voluntary Life Insurance
• First-Time Homebuyer Assistance
• Qualified Public Student Loan Forgiveness Employer
• Tuition Assistance
• Employee Clinic, Telehealth, Wellness Program & Incentives
• Tobacco Cessation Program
• Employer Assistance Program
• Recognition including Workiversary, Wonderful Outstanding Worker (WOW), On-the-Spot, 7k Award, and City Manager's Excellence Awards
• Employee Discounts: Mountain Line Bus Eco Pass, Aquaplex, and Recreation Centers

Please note that Compensation and Benefits are subject to change based on future policy change, budgetary impact, and Council changes.

The City of Flagstaff is looking for team members who are passionate about community, innovation, and quality of life. Come be a part of this cool community and see why the City of Flagstaff is a great place to work!
The City belongs to Northern Arizona Public Employees Benefit Trust (NAPEBT), a consortium formed to combine resources and leverage buying power in order to provide comprehensive and cost-effective benefits to employees. NAPEBT currently includes the City of Flagstaff, Coconino County, Coconino Community College, Flagstaff Unified School District, Mountain Line, Kachina Village Improvement District, and the Coconino County Accommodation School. NAPEBT continually works to ensure a better benefits package than any of the employers could offer individually, which keeps benefits costs down for employees.

INSURANCE
Benefits include medical, prescription, dental, vision, life insurance, and short and long term disability options.

For comprehensive information on the City's benefits package, please visit

RETIREMENT
Employees are members of Arizona State Retirement System (ASRS), Public Safety Personnel Retirement System (PSPRS), or the Elected Officials Retirement Plan (EORP) based on eligibility requirements.

DEFERRED COMPENSATION
Employees may make pre- or post-tax contributions to a 457 Retirement Plan through Voya,Nationwide, or Mission Square account via Payroll Deduction.
Our comprehensive benefits package includes healthcare benefits, Arizona State or Public Safety Retirement, annual vacation, 13 paid holidays, paid Parental Leave, an offsite health clinic, Employee Assistance Program, wellness program and incentives, First-Time Homebuyer Assistance Program, Tuition Assistance Program, and so much more. The City of Flagstaff is a Qualified Public Student Loan Forgiveness Employer. To view comprehensive benefits information, click
01

Please select the option that best represents your combination of education and work experience.

• High school diploma or GED with 3 years of progressively responsible office experience.
• Associate's degree/60 college credits with 1 year of progressively responsible office experience.
• Bachelors Degree or higher
• I do not meet the minimum education and experience requirements.

02

How many years of progressively responsible office experience do you have?

• None
• Zero to less than one year
• One to less than two years
• Two to less than three years
• Three to less than four years
• Four or more years

03

This position is posted with the full salary range indicating future potential earnings; however, the actual hiring salary for this position is dependent upon relevant experience and qualifications above minimum requirements and position funding. This position is budgeted for the following range: $19.48-$24.35 Are you okay with that pay range?

• Yes
• No

Required Question