Administrative Assistant

Salary : $49,986.34 - $74,205.53 Annually

Location : Goodyear, AZ

Job Type : Full-Time Regular

Job Number : FY2500416

Division : ENG -Engineering

Department : Engineering

Opening Date : 02 / 28 / 2025

Closing Date : 3 / 14 / 2025 5 : 00 PM Arizona

FLSA : Non-Exempt

Job Description Summary

Provides a high level of secretarial and administrative support. Manages projects, planning processes and provides information and assistance as requested. Answers telephones, processes mail, provides customer assistance, and researches information. Manages records and various department accounting functions. Although this position may share many of the same types of duties as a Staff Assistant, the Administrative Assistant level is distinguished by the performance of administrative support work that has greater variety, complexity, sensitivity, exposure, and autonomy.

The ideal candidate will have at least three years of administrative experience and a proven track record of providing high-level secretarial and administrative support. This individual will offer information and assistance as needed, while managing various responsibilities, including handling telephone inquiries, processing mail, managing records, and overseeing various accounting functions. The successful candidate must thrive in a fast-paced environment with frequent interruptions, be proficient in Microsoft Office, comfortable using various software applications, and maintain strong attention to detail. Strong organizational skills and the ability to research and analyze complex data are essential. The ideal candidate will be collaborative, an effective communicator, and open to change, actively participating in continuous improvement initiatives that enhance efficiency, streamline processes, and drive meaningful change within the department and organization. They should demonstrate initiative by identifying opportunities for improvement, taking proactive steps to solve problems, and contributing innovative ideas that support operational success. A strong sense of ownership and a commitment to fostering a culture of innovation and excellence are key attributes. Excellent customer service skills, experience working with internal and external customers, and the ability to meet deadlines while managing multiple priorities are required.

At the City of Goodyear, you will be a part of an organization that values its employees as its greatest asset. You will become part of a dedicated team of professionals that are committed to build and maintain a highly engaged workforce. You will be challenged to learn and grow in an environment that values employee development and career-building. You will thrive in a culture of innovation. We believe that successful employees are those that possess these six core values :

Adaptability - Integrity - Initiative - Empathy - Optimism - Innovation

Only a limited number of the most qualified applicants meeting the City's requirements will be invited for an interview. The examination process for this position will consist of a panel interview and assessment. All communication regarding application status and interview notifications will be sent via email- please monitor your junk / spam email for communication as it will come from a system generated source.

Essential Functions

This information is intended to be descriptive of the key responsibilities of the position. The following functions do not identify all duties performed by the incumbent. Other duties and responsibilities will be performed as assigned.

• Performs a variety of administrative duties, such as planning and scheduling meetings, coordinating business travel, managing the calendars of assigned staff, taking and recording minutes at meetings, preparing meeting agendas, responding to requests for information, processing incoming and outgoing mail, drafting of letters and memoranda, maintaining a follow-up system, gathering information and data for department staff such as, coordinating departmental field trips and business travel, preparing monthly status reports, processing invoices, ordering supplies, reconciling monthly credit card statements, managing, updating, and tracking business contracts, budget preparation, and managing the Departments website.
• Serves on City teams as assigned by attending meetings, performing assigned tasks, and working in cooperation with other City employees for a common goal.
• Assists department with records management (may serve as Records Control Officer), report preparation, special projects and activities, CARs, presentations, operational and strategic plans, and customer requests for information. Assists management staff with follow up on work assignments within the department.
• Assists with the preparation of personnel actions including new hires, promotions, terminations, transfers, and coordinates the recruitment process with Human Resources. Assists with payroll processing.
• Performs general financial and accounting procedures for the entire Department by reconciling Department staff monthly procurement card purchases, coordinating and centralizing the purchase of Department supplies, initiating purchase requests within the purchasing system, and receipting goods and services within the purchasing system.
• Develops, edits, or compiles various department reports such as the weekly activity report, monthly City Manager's report, monthly project status report, annual strategic plan, etc.; analyzes statistical data and generates standard reports.
• Provides support to others within the department as necessary.

Requirements

12 Month Objectives

First Month Objectives :

First 3 Month Objectives :

First 6 Month Objectives :

First 12 Month Objectives :

The City of Goodyear offers a highly competitive benefits package including :

Sick Leave : 12 days per year

Holidays : 12 paid holidays per year, including one floating holiday the first full pay period of January

Flexible Holiday : 24 hours per calendar year (prorated based on hire date)

Health Insurance : Three health plans available to select from at a group rate

Dental Insurance : Two dental plans available to select from at a group rate

Vision Insurance : Available at a group rate

Flexible Spending Accounts : Health Care and Dependent Care accounts available

Short Term Disability Insurance : City-paid coverage

Cancer Benefit : City-paid coverage

Life Insurance : City-paid insurance valued at twice the annual salary ($400,000 maximum); additional life insurance for self and / or dependent is available at employee's cost

Longevity pay beginning at year six

Tuition Assistance : $5,250 per calendar year

Employee Assistance Program

Onsite wellness center / clinic

Access to the Goodyear Recreation Center

Robust employee well-being program

Free identify theft monitoring and protection with Aura

457 Deferred Compensation Plan : 2% city match (employee contributes 1%)

Retirement Health Savings : $22.50 city contribution (employee contributes $12.50 per pay period)

Retirement : Arizona State Retirement System (ASRS) Defined Benefit plan with mandatory city and employee contributions currently at 12.29%. Plan includes Long Term Disability Benefit.

Do you possess a valid Driver's license?

Please indicate your highest level of education completed.

How many years of relevant experience do you possess?

Have you provided high-level administrative support, including scheduling, correspondence, and record management, in a previous role?

Do you have experience handling financial transactions, processing invoices, or reconciling accounts as part of your administrative duties?

Which best describes your proficiency with Microsoft Office applications (Word, Excel, Outlook, and PowerPoint)?

Provide specific examples of how you have used Excel and Word.

Do you have experience using, organizing, and managing content within SharePoint?

Describe your experience in using, organizing, and managing content within SharePoint.

Have you actively participated in or led any continuous improvement initiatives to enhance efficiency or streamline processes in a previous role?

Describe your experience in continuous improvement / process improvement. Provide an example.

Required Question

Salary : $49,986 - $74,206