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Management Assistant

Company: Glendale Fire Department
Location: Glendale
Posted on: November 25, 2022

Job Description:


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 departments

* Maylead 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 submissionsfor 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 staff

* Orders, 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.

* Performs other related duties as assigned.

Minimum Qualifications/Special Requirements/Success Factors

Threeyears of progressively responsible experience providing moderately complex administrative support and management assistance, preferably working in a similar role and department.

Knowledge of:

Departmental policies and procedures

Record 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 operation

Computer operation and applicable software

Ability to:

Plan, organize and prioritize work assignments

Operate 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

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

PLEASE NOTE:When certifying your application for the City of Glendale, you are acknowledging the following statement:

The City does not sponsor any employment-based immigrant visas, applicants must be currently authorized to work in the United States on a full-time basis.

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, Executives Physical Requirements/Working Conditions

Working Conditions

Office setting

Keywords: Glendale Fire Department, Glendale , Management Assistant, Executive , Glendale, Arizona

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