Administrative Support Specialist

Job title: Administrative Support Specialist

Company: City of Glendale

Job description: DescriptionThe City of Glendale’s generous benefits package includes:Leave Accruals

• Vacation: 17 days annually, up to 24 days annually based on years of service
• Holidays: 11 paid holidays per year
• Sick Leave: 14 days per year

Retirement- Arizona State Retirement System

• Mandatory employee contributions of 12.27% are matched by the City.

Medical

• Three options administered by Blue Cross Blue Shield Arizona. The city contributes $1,000 annually to Health Savings Account when high deductible health plan is selected.
• Healthcare Cost Reduction incentives up to $360/year are available to participating employees.
• Comprehensive Employee Wellness Program.

Dental

• Two options administered by Delta Dental

Vision

• Administered by United Healthcare

Life

• City paid life insurance equal to annual salary rounded to nearest thousand.

This is the second level in the administrative support series. Performs more difficult administrative support duties under limited supervision. This may include handling fees and fines, scheduling meetings, managing calendars, responding to more complicated general inquiries, high speed typing and volume word processing.Essential Functions

• Answers incoming phone calls and greets walk-in customers, answering varied inquiries and providing general department, division, or program information to internal and external customers; refers customers to appropriate department staff as needed.
• Processes and verifies general financial and purchasing functions and entries which may include purchase requisitions, service orders, invoices, and check requests. May collect payments and fees from customers.
• Receives, processes, and accepts applications, registrations, reservations, forms, and permits; inputs data into electronic databases.
• Organizes and maintains filing systems; scans and indexes records into electronic document management systems; assists with records retention and destruction.
• Researches and compiles information for Public Records Requests and Glendale One requests.
• Acts as department procard liaison; reallocate charges as needed and appropriate.
• Creates, updates, and maintains basic spreadsheets, reports, and databases from established content; verifies and tabulates data; run basic reports and queries as requested.
• Updates, edits and proofreads a variety of documents including letters, memos, notices, flyers, forms, brochures, and other related materials.
• Assists in coordinating events or programs, including scheduling rooms, ordering supplies, awards, and refreshments and sending invitations.
• Gathers and compiles readily available data for reports and projects; interprets routine data.
• Makes travel arrangements and\or assists with travel reimbursement requests.
• Schedules appointments, meetings, interviews, and training for work unit including scheduling rooms and ordering supplies.
• Maintains inventories, divisional/departmental records, plans, manuals and standard operating procedures.
• Assembles and reviews files or records, updates materials, prepares material for action, and makes final distribution of records, files, or information.
• Prepares department Personnel Action Forms and/or manage the time and labor system for the department.
• Acts as point of contact for department IT requests and maintenance requests.
• Schedules meetings, conference room bookings; maintains various electronic calendars and prepares reference materials.
• Attends divisional/department meetings as needed; takes and transcribes
• Performs other related duties as assigned.

Minimum Qualifications/Special Requirements/Success FactorsTwo years of administrative support experience.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
• Alphabetizing and filing systems
• General bookkeeping practices and methods

Ability to:

• Follow oral and written instructions;
• Respond to requests and inquiries tactfully and courteously;
• Keep and maintain complete and accurate records and filing systems for easy retrieval of information;
• Learn department programs, policies, procedures and processes sufficiently enough to convey related information to the public and other city staff
• Communicate effectively both orally and in writing
• Accurately proofread numerical and text data
• Operate a computer and related software and demonstrate proficiency to prepare work orders, documents, spreadsheets, databases, email and timesheets
• Establish and maintain effective working relationships

Success Factor Classification Level – Foundational
To view the success factor definitions please .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.Physical Requirements/Working ConditionsOffice settingBenefit information is outlined here:

Expected salary: $47091.98 – 70638.1 per year

Location: Glendale, AZ

Job date: Sat, 31 Aug 2024 05:26:45 GMT

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