The City of Phoenix strives to be an employer of choice, and with more than 14,000 employees working across 35 departments, the City of Phoenix offers opportunity for career growth and advancement.. It is emerging in the new economy with strength in high technology, manufacturing, bioscience research and advanced business services.

The City Controller’s Office in the Finance Department is seeking an Administrative Assistant I to join the Accounts Payable team. This office provides a variety of fiscal services for the City, such as satisfying the City’s financial obligations through Accounts Payable, paying our City employees through Central Payroll, and producing City Council Payment Ordinances in Administration.

The Administrative Assistant I will handle a variety of administrative duties reflecting the business needs of an administrator. Additionally, this role performs a variety of tasks or gathering information, and develops improved systems, procedures, and forms. Work requires the use of initiative and judgment and is performed under the general direction of a director, assistant director, or division head.

Essential functions include:

• Compiling data and information to prepare and/or report the files for inclusion in the Payment Ordinance Request for Council Action (RCA) for formal City Council approval.
• Producing clear and organized written documents with proper sentence structure, punctuation, and grammar.
• Researching, comprehending, and interpreting written documents, to process Payment Ordinance entry requests, in accordance with departmental policies and established City Code and Charter regulations.
• Exercising independent initiative and judgement to resolve discrepancies and variances between proper Payment Ordinance usage and formal City Council approvals.
• Reviewing physical and electronic payment control documents and invoices for Payment Ordinance authorization and contractual obligations.
• Entering Payment Ordinance data and information into SAP, after formal City Council approval.
• Working with Accounts Payable staff and other City departments to improve and streamline processes.
• Reviewing and releasing invoices for selected vendors, as assigned.
• Providing backup support with the monthly City-wide summary billings and for the Secretary III, as needed.
• Reviewing daily vendor invoice duplicate reports.
• Reviewing and auditing travel claims, and validate expenditures and receipts for reimbursement, in accordance with City administrative regulations.
• Communicating orally, in-person, over a telephone, or through an online virtual platform to provide training, guidance, results, or follow-up on complex or unique Payment Ordinance requests and inquiries, in a one-to-one or group setting.

Exhibits:

• Knowledge of City Ordinances - usage, contracts and/or Procurement.
• Sound business communication (written and oral).
• Ability to :
  • Accomplish tasks in collaboration with individuals over whom this position has no direct authority.
  • Work collaboratively together with residents, other departments, and stakeholders across the city to accomplish organizational objectives.
  • Pay attention to details.

Pay Range: $23.74 to $44.77 per hour.

Hiring Range: $23.74 to $36.84 per hour.

Pay Range Explanation:

• Pay range is the entire compensation range for the position classification.
• Hiring range is an estimate of where you can receive an offer. The actual salary offer will carefully consider a wide range of factors, including your skills, qualifications, experience, education, licenses, training, and internal equity.

A comprehensive benefits package is offered which includes:

• for more details: Pension Information
• 401(a) and 457 plans with employer contributions
• Choice of generous medical HMO, PPO, or HSA/HDHP plans
• Medical enrollment includes a monthly $150 City contribution to a Post-Employment Health Plan
• Wellness incentive of up to $720 annually
• Dental, vision, and life insurance options
• Employer paid long-term disability
• Free Bus/light rail pass
• Tuition reimbursement program up to $6,500 per year
• Paid time off includes 13.5 paid holidays, 12 vacation days, and 15 sick days and personal leave days
• Paid Parental Leave for eligible employees up to 480 hours (12 weeks) of paid leave for the birth, adoption, or foster care placement of a child during a 12-month period
• Federal Student Loan Forgiveness offered through Savi

For more details, visit: Unit 007 Benefits

• One year of paraprofessional experience in governmental research and finance administration or paraprofessional experience aiding an administrative officer in technical and administrative problems and affairs.
• Bachelor's degree in public or business administration or a related field.
• Other combinations of experience and education that meet the minimum requirements may be substituted.
• The City job description can be found here.
• All finalists for positions are subject to a criminal background check applicable to the department or position.
For information regarding pre-screening and driving positions,
• .

The minimum qualifications listed above, plus:

• Accounts Payable experience.
• Experience providing:
  • Training.
  • Multi-level customer service in person, over the phone, and via email.
• Experience with:
  • Office/reception area management, including maintaining office equipment and supplies.
  • Conducting research, report writing, and creating/managing organizational charts.
  • Microsoft Office Suite and standard computer uses and applications (i.e., Word, Excel, PowerPoint, WebEx, Teams, etc.)
  • Legistar or any other approval tracking system.
  • SAP or another similar fully integrated accounting system.
  • Preparing, examining or analyzing financial reports to assess accuracy, completeness and conformance to procedural standards.
  • Vendor information systems.

Recruitment closes April 22, 2024. All materials must be received by 11:59 p.m. on this date.

This is a position-based recruitment and will not result in any ongoing eligibility list.This recruitment and any selection processes resulting from this recruitment may be used to fill other related vacancies within the organization now or in the near future.

Apply online by completing the required information and attaching, as one document, your cover letter and resume. Please include your experience as it relates to the qualifications stated above. Only the highest qualified may be posted to the eligible to hire list. The results of the resume screening process will be sent to your primary email address.

• Job interviews may be held by video or audio conference.
If you are in need of computer resources,
• for free options.
Arizona at Work has frequent classes to help with resume writing, interviewing skills, and general career guidance.
• for more information.
• Explore other Employment Opportunities with the City of Phoenix.
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• If you need assistance applying for this job, please contact our HR Connection Center at (602) 495-5700.

Admin Asst I, JC:06030, ID# 53602, 04/12/24, USM, RAL, Benefits:007

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City of Phoenix is an equal opportunity employer. AmeriCorps, Peace Corps, and other national service alumni who meet the required qualifications are encouraged to apply.