Salary : See Position Description
Location : Glendale, AZ
Job Type : Full Time
Job Number : 2024-04078
Department : Budget And Finance
MUNIS- Org Description : Procurement
Opening Date : 02 / 25 / 2025
Closing Date : 3 / 11 / 2025 11 : 59 PM Arizona
Hours per Week : 40
Description
The 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 DentalVision
Administered by United HealthcareLife
City paid life insurance equal to annual salary rounded to nearest thousand.This 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.
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 departmentsMay 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 staffOrders, 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.Support Vendor Self Service application by answering vendor phone calls, validating vendor registration information, training and general inquiries.Performs other related duties as assigned.Procurement Division :
Administering the citywide Purchase Card (P-Card) Program, including monitoring accounts, issuing, and replacing cards, maintaining policies and procedures, conducting training sessions, and generating reports.Managing the citywide Amazon program, ensuring compliance by monitoring spending, issuing new accounts, and analyzing purchasing data.Posting Notices of Intent to Award for procurement solicitations.Logging and tracking Special and Sole Source procurement requests to maintain compliance and accurate records.Tracking and maintaining certificates of insurance for contracts to ensure vendor compliance with city requirements.Monitoring and managing the procurement email inbox, responding to inquiries, and directing requests as needed.Providing administrative support to procurement staff to facilitate daily operations.Maintaining and updating procurement policies, manuals, and documentation in alignment with current regulations and best practices.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 proceduresRecord 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 operationComputer operation and applicable software
Ability to :
Plan, organize and prioritize work assignmentsOperate 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 .
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 Conditions
Office setting
Benefit information is outlined here :
I verify that the information I have provided on this application is accurate, and that any answers I provide to the following questions are also reflected in the Work Experience section of my application. I understand that the responses I provide will be verified through the recruitment process and any misstatement of material facts will be grounds for disqualification from further consideration.
Please select the option that best describes experience as it relates to the Management Assistant position with the City of Glendale.
Five or more years of progressively responsible experience providing moderately complex administrative support and management assistanceFour years of progressively responsible experience providing moderately complex administrative support and management assistance, preferably working in a similar role and department.Three years of progressively responsible experience providing moderately complex administrative support and management assistance, preferably working in a similar role and department.Two years of progressively responsible experience providing moderately complex administrative support and management assistance, preferably working in a similar role and department.One year of progressively responsible experience providing moderately complex administrative support and management assistance, preferably working in a similar role and department.None of the aboveHow many years of Finance experience do you have?
Five or more yearsThree to Four yearsOne to Two yearsLess than a yearNo experienceHow many years of Municipal experience do you have?
Five or more yearsThree to Four yearsOne to Two yearsLess than a yearNo experienceDo you have experience using Microsoft applications?
Please select all that apply that you have experience with.
Writing reportsWriting council communicationswriting policies / proceduresNone of the aboveDo you have experience organizing meetings and managing calendars?
Do you have experience creating requisitions?
Do you have experience administering procurement-related programs such as a Purchase Card (P-Card) Program, Amazon Business Program, or similar financial oversight responsibilities?
Do you have experience with writing, editing or proofreading documents and reports?
Required Question
Salary : $360 - $1,000
