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Company Name : City of Glendale, AZ
Location : Glendale, AZ
Position : Management Assistant – Mayor’s Office (Contract Position)
Job Description : DescriptionThis is the third level in the administrative support series. 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.PLEASE NOTE: * Position open until filled*Essential FunctionsServes as administrative support for the Mayor’s Office; coordinates meetings, prepares agendas, assembles materials, takes and transcribes minutes; follows up on committee assignments.Answers phones and directs calls; greets visitors as needed.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.Responds to inquiries from internal and external customers and resolves more complicated requests, ensuring customer service excellence.Attends meetings; record, prepare and distribute minutes.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.As requested, oversees projects of moderate complexity, coordinating efforts and activities with other departmentsReviews and processes requisitions and ensures that content is accurate and conforms to current policy.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.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 prepare Personnel Action forms as needed.Coordinate with external agencies on various programs and events.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 and prepares authorizations for reimbursement.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.Manages the Mayor’s Youth Advisory Program which will require work outside of normal business hours one time, per month.Performs other related duties as assigned.Minimum Qualifications/Special Requirements/Success FactorsThree years of progressively responsible experience providing moderately complex administrative support and management assistance, preferably working in a similar role and department.Knowledge of: Departmental policies and proceduresRecord keeping practices and proceduresCustomer service procedures and techniquesStandard office practices and proceduresBudget monitoring and trackingEnglish spelling, grammar and punctuationGeneral bookkeeping practices and methodsSkill in: Typing, word processing, data entry and office machine operationComputer operation and applicable softwareAbility to: Plan, organize and prioritize work assignmentsOperate computers with an intermediate proficiency in office software applicationsCommunicate effectively, both orally and in writingEstablish and maintain effective working relationshipsMeet deadlines of multiple competing projectsMaintain the confidentiality of sensitive informationPerform arithmetic calculations with speed and accuracyEstablish and maintain complete and accurate record keeping and filing systemsFollow oral and written instructionsRespond to requests and inquiries tactfully and courteouslyGather data and prepare written correspondence and reportsTrack, monitor and reconcile budgetsAny equivalent combination of training and experience that provides the required knowledge, skills and abilities is qualifying.Success Factor Classification Level – Foundational*Success Factors*Definitions*Classification Levels*Personal Accountability & IntegrityTakes personal responsibility for the quality and timeliness of work and in complying with organizational rules, policies and procedures. Earns others’ trust and respect through consistent honesty and professionalism.Foundational, Professional/Supervisory, Managerial, ExecutivesTeambuilding & Collaborative RelationshipsInspires and fosters team commitment, spirit, pride and trust; develops cooperative working relationships with others.Foundational, Professional/Supervisory, Managerial, ExecutivesEffective CommunicationConveys information respectfully, credibly, and effectively.Foundational, Professional/Supervisory, Managerial, ExecutivesContinuous Learning & DevelopmentAssesses and recognizes own strengths and weaknesses; takes initiative in pursuing self-development and learning to expand skills and increase knowledge.Foundational, Professional/Supervisory, Managerial, ExecutivesCommitment to Service ExcellenceStrives to excel in meeting the needs of both internal and external customers in a fair and equitable manner. Delivers high-quality services with a commitment to continuous improvement.Foundational, Professional/Supervisory, Managerial, ExecutivesInnovationApplies original thinking in approach to job responsibilities and to improve processes, methods, systems or services.Foundational, Professional/Supervisory, Managerial, ExecutivesPhysical Requirements/Working ConditionsWorking ConditionsOffice settingLocation: Glendale,AZ, Glendale, AZ 85301Job Type: ContractPay: $42,714.10 – $64,071.02 per year
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