Administrative Support Specialist

The Administrative Support Specialist position is the second level in the administrative support series.  This position 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.

Benefits:

The City of Glendale offers a generous benefits package with competitive rates that become effective the 1st of the month following 30 days of employment. You can review theFY24 Benefits Guide or visit the City of Glendale's Benefits page for more information.Holiday, Vacation, and Sick Leave:

Regular status position's offer:

• The City of Glendale observes 10.5 holidays per year, and full-time employees are also granted an additional 12 hours of holiday special leave per calendar year to celebrate their cultural or religious holidays.

• Vacation leave accrues at 5.33 hours per pay period (138 hours per year), and increases to 6.12 hours after 5 years, and to 7.6 hours after 10 years of service.

• Sick leave accrues at 4.4 hours per pay period (114 hours per year).

Retirement:

• This position participates in the Arizona State Retirement System (ASRS).

• Contribution is mandatory, and the current contribution rate is 12.29%.

• 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.

• 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.

• Gathers and compiles readily available data for reports and projects; interprets routine data.

• Makes travel arrangements.

• May attend divisional/department meetings; takes and transcribes minutes as necessary.

• Organizes and maintains filing systems; scans and indexes records into electronic document management systems; assists with records retention and destruction.

• 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.

• May assist in coordinating events or programs, including scheduling rooms, ordering supplies, awards, and refreshments and sending invitations.

• Assembles and reviews files or records, updates materials, prepares material for action, and makes final distribution of records, files, or information.

• May research and compile information for Public Records Requests.

• May act as department procard liaison; reallocate charges as needed and appropriate.

• May prepare department Personnel Action Forms and/or manage the time and labor system for the department.

• May act as point of contact for department IT requests and maintenance requests.

• Schedules meetings, conference room bookings; maintains various electronic calendars and prepares reference materials.

• Performs other related duties as assigned.

Two years of administrative support experience.

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

Any equivalent combination of training and experience that provides the required knowledge, skills and abilities is qualifying.

Success Factor Classification Level - Foundational

Success FactorsDefinitionsClassification LevelsPersonal 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, ExecutivesOffice setting