Management Assistant

September 10, 2024

City of Glendale, AZ

Glendale

FULL TIME

Description

The Role:

This is the third level in the administrative support series. The Management Assistant performs a variety of moderately complex administrative activities in support of a department, division or multiple programs. May manage executive calendars, monitor and track program and/or divisional budgets, create reports and documents, prepare agendas and meeting minutes, provide information and reports to the public, oversees projects of moderate complexity and monitor contracts.

The ideal candidate for the role will have three years of progressively responsible experience providing moderately complex administrative support and management assistance, preferably working in a similar role and department.

Benefits:

The City of Glendale offers a generous benefits package with competitive rates that become effective the 1st of the month following 30 days of employment. You can review the FY24 Benefits Guide or visit the City of Glendale’s Benefits page for more information.

Holiday, Vacation, and Sick Leave:

Regular status position’s offer:

The City of Glendale observes 10.5 holidays per year, and full-time employees are also granted an additional 12 hours of holiday special leave per calendar year to celebrate their cultural or religious holidays.
Vacation leave accrues at 5.33 hours per pay period (138 hours per year), and increases to 6.12 hours after 5 years, and to 7.6 hours after 10 years of service.
Sick leave accrues at 4.4 hours per pay period (114 hours per year).

Retirement:

This position participates in the Arizona State Retirement System (ASRS).
Contribution is mandatory, and the current contribution rate is 12.29%.

Essential Functions

Coordinates the City Council agenda processes for a department or division; this includes producing spreadsheets and calendars with due dates; compiling staff reports and related documents; obtaining appropriate signatures; coordinating the duplication, collation, and distribution of agenda packets by deadlines.
Maintains budget files; tracks, monitors, and reconciles department or program budget accounts, expenditures, transactions, and reports; investigates discrepancies; may assist in estimating expenditures for a program or division.
Processes and verifies general financial and purchasing functions and entries which may include purchase requisitions, service orders, invoices, check requests, and procard reconciliations.
Serves as administrative support for various committees and Boards and Commissions; coordinates meetings, prepares agendas, assembles materials, takes and transcribes minutes; follows up on committee assignments.
Manages the calendars of the department head and department management, scheduling appointments and meetings.
Arranges for meetings including preparation of agenda, attendee invites, reservation of facilities, hand-out materials, catering, guest speakers, etc.
Attends meetings; record, prepare and distribute minutes.
As requested, oversees projects of moderate complexity, coordinating efforts and activities with other departments
May lead the work of a small number of administrative support staff.
Responds to inquiries from internal and external customers and resolves more complicated requests, ensuring customer service excellence.
Reviews and processes requisitions and ensures that content is accurate and conforms to current policy.
Types and proofreads correspondence, reports, charts, graphs, legal documents, marketing materials and brochures, and may assist in preparing comprehensive reports.
May receive and collect fees and fines. Ensures the proper accounting, reporting and tracking of received monies.
May coordinate and monitor contract renewals and submissions for department, including monitoring approval deadlines, ensuring that all signatures and approvals are received, routing the contracts where needed, etc.
May make travel arrangements and prepare authorizations for reimbursement.
May prepare Personnel Action forms as needed.
May assist with grant submission process; may track and monitor grant expenses.
Answers phones and directs calls; greets visitors as needed.
Responds to a varied and often complex requests or complaints from employees or the general public.
Coordinate with external agencies on various programs and events.
Maintains calendar of office/division activities, meetings and various events; plans, schedules and coordinates appointments, meetings, interviews, training, special events and meetings among several departments and/or external organizations.
Composes, edits and proofreads a variety of documents including letters, memos, notices, flyers, forms, brochures, newsletters, agendas and other materials for internal and external use.
Prepares reports, financial records, contracts, and manuals; assists in the preparation of quarterly and/or annual reports.
Conducts research and gathers information from multiple sources for divisional or department projects.
Creates, updates, and maintains databases specific to a program, division or department.
Attends departmental or citywide meetings; records and distributes meeting minutes as appropriate.
Makes travel arrangements as needed for department management and staff
Orders, stocks, and distributes office supplies, uniforms, and equipment for work unit; matches invoices to packing slips and validates deliveries; resolves any issues with the vendor.
Establishes, organizes, maintains filing system; scans and indexes records into electronic document management systems; performs records retention and destruction.
Performs other related duties as assigned.

Minimum Qualifications/Special Requirements/Success Factors

Three years of progressively responsible experience providing moderately complex administrative support and management assistance, preferably working in a similar role and department.

Any equivalent combination of education, training and experience that provides the required knowledge, skills and abilities is qualifying. One year of relevant experience may be substituted for each year of required education.

Knowledge of:

Departmental policies and procedures
Record keeping practices and procedures
Customer service procedures and techniques
Standard office practices and procedures
Budget monitoring and tracking
English spelling, grammar and punctuation
General bookkeeping practices and methods

Skill in:

Typing, word processing, data entry and office machine operation
Computer operation and applicable software

Ability to:

Plan, organize and prioritize work assignments
Operate computers with an intermediate proficiency in office software applications
Communicate effectively, both orally and in writing
Establish and maintain effective working relationships
Meet deadlines of multiple competing projects
Maintain the confidentiality of sensitive information
Perform arithmetic calculations with speed and accuracy
Establish and maintain complete and accurate record keeping and filing systems
Follow oral and written instructions
Respond to requests and inquiries tactfully and courteously
Gather data and prepare written correspondence and reports
Track, monitor and reconcile budgets

Success Factor Classification Level - Foundational

To view the success factor definitions please click here. (Download PDF reader) (If needed, click here to download PDF reader).

This position description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the position change.