Administrative Assistant Job at City of Avondale, AZ
Maintains calendars, schedules meetings and appointments; prioritizes and resolves complex meeting schedules; coordinates meeting resources and travel. Prepares meeting agendas and presentation materials; takes and transcribes meeting notes and prepares documents for distribution. Handles the department’s accounts payable and processes purchase orders and invoices. Assists with managing payments, tracking invoices, and purchase order balances. Assists with contract management and procurement processes.
For Neighborhood and Family Services: Performs a variety of secretarial, technical, organizational and administrative activities to support the functions of the assigned department and it’s multiple divisions: The position will also support the Arizona Complete Health Avondale Resource Center which consists of staffing the front desk/lobby, greeting, answering phones, conducting intake and needs assessments, providing resources to customers, supporting the Community Action Program, and data entry.
For Office of Public Safety: Administrative Assistant assigned to this department will also work with the police department, code compliance unit, emergency management office, and other areas of the Office of Public Safety. This position reports directly to Public Safety Chief. Performs a variety of secretarial, technical, organizational, and administrative activities to support the functions of the assigned departments, including the police-fire internal investigations and inspection databases and programs used by code compliance.
Answers department telephones; greets customers and visitors; provides customer assistance; retrieves requested documents; provides information regarding programs, services and procedures; refers callers or visitors to other staff members as appropriate; and takes messages.
Provides clerical support by typing, filing, answering telephones, ordering supplies, sorting and distributing mail, and may handle confidential information.
Operates a personal computer, telephones, copiers and other general office equipment as necessary to complete essential functions, to include the use of word processing, spreadsheets, databases, or other system software. Manages the department's pages on the City website.
Conducts research for special projects.
Composes correspondence and other documents on a wide variety of subjects requiring knowledge of the procedures and policies of the Neighborhood and Family Services Department; creates, edits, and processes memoranda, legal and technical documents and other communications.
Updates and maintains databases, files and records in automated information systems; enters data into system files and databases; researches and retrieves information from databases; incorporates data into assigned records and documents; creates statistical reports and summaries from data; and generates automated reports from systems.
Assists division leadership with budget related activities; collects and reports information used in developing budget proposals; monitor and reports expenditures and fund balances; researches budget issues; and prepares budget reports and/or upon request. Orders office supplies.
Receives applications, administrative forms, work orders, registration forms, reservation requests or other documents from customers and/or employees; prepares document for processing; receives and records payments.
Prepares and/or processes administrative documents for the department to include purchasing documents, personnel forms, accounts payable documents, invoices, travel expense forms and inventory records; obtains signatures when necessary; and submits administrative documents to appropriate division manager.
Maintains department/program references such as vendor lists, code books, training manuals, standard operating procedures, and mailing lists.
High School Diploma, or G.E.D supplemented by specialized administrative course work in general office and business practices.
Valid Arizona Operator’s Driver’s License
One to three (1-3) years of progressively responsible office administration, specialized administrative, or office support experience including public contact. Excellent community experience gained from working in the human service field, social work, education or related field. Excellent communication, organizational, customer service, computer and grammar skills are required.
The Office of Public Safety incumbent is also required to: Obtain their Terminal Operator Certification (TOC) within 6 months of hire. Pass a pre-employment screening, including a thorough background investigation, polygraph, psychological examination, and drug screening test.
Work requires the ability to perform general math calculations such as addition, subtraction, multiplication and division.
Work requires the ability to write general correspondence and communicate clearly in writing.
Planning responsibilities include organizing submittal deadline requirements.
No direct supervisory responsibilities. Assist with preparation of the budget, tracks expenditures, and prepares reports on budget status. Processes invoices, purchase orders, and requisitions using an automated system; also procures quotes. Work requires the occasional direction of helpers, assistants, seasonal employees, interns, volunteers, or temporary employees.
Work involves choices of action within limits set by standard practices and procedures. Professional judgment is required to apply the proper course of action
The individual in this position will work with staff both within and outside the City. An important skill is the ability to maintain positive relationships and open communication lines with City employees, Arizona Complete Health employees, community members, and human service/housing service provider agencies. Employee must maintain regular attendance. Ability to work in a constant state of alertness and safe manner.
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