Administrative Aide, Procurement & Compliance - Aviation Department

City of Phoenix; Phoenix (AZ); On-site; USD 33,000 - 49,000; Full time

Benefits offered by this job

Traditional pension

Health plans

Paid time off

Bus pass

Job summary

City of Phoenix’s Aviation Department seeks an Administrative Aide in the Procurement and Compliance Services division to support contract administration, special services, and projects. You will handle policy support, filing, and document processing with discretion and professional diplomacy.

The role requires strong communication, the ability to work independently, and a willingness to manage confidential information in a fast-paced environment.

Qualifications

• Four years of experience performing clerical duties.
• Bachelor's degree in public or business administration or a related field.
• Other combinations of experience and education may be substituted.
• Must be able to use multifactor authentication on personal device.
• Pre-employment background check is required.
• This role may involve sensitive/confidential information.

Responsibilities

• Assist in development of operational policies and procedures.
• Build collaborative relationships with internal and external stakeholders.
• Improve division operations to increase efficiency and reduce turnaround times.
• Support procurement and contracting activities, bids and meetings.
• Maintain filing systems and process payment documents in City systems.

Skills

Procurement knowledge

Fast-paced work

Customer service

Independent work

Strong communication

Education

Bachelor's degree in public or business administration

Four years clerical experience

Tools

Microsoft Office

Adobe Acrobat Pro

SharePoint

Job description

About This Position

In 2025, more than 52 million passengers traveled through Phoenix Sky Harbor International Airport (PHX), making it one of the busiest airports in the United States and a key hub in the nation's fifth-largest city. PHX is the largest of three airports in the Phoenix Airport System, which also includes Deer Valley and Goodyear airports, operated by the City of Phoenix Aviation Department (AVN). Together, these airports generate an annual economic impact of over $44 billion.

The Aviation Department has a vacancy for an Administrative Aide position. This position is in the Procurement and Compliance Services (PCS) Division and will undertake a broad set of administrative tasks to support the functional areas of contract administration services, special services, and special projects. The Administrative Aide will provide professional-level administrative, operational and policy support to the C&S Division. Some work will include highly sensitive and/or confidential matters. This position will require the use independent judgment, tact, and discretion for successful performance.

The Essential Or Major Duties Of This Position Are

• Assists in the development of operational policies and procedures.
• Builds and sustains collaborative relationships with internal and external stakeholders including City executives. Professional diplomacy is a must.
• Identifies and demonstrates a continuous effort to improve division and administrative operations to increase efficiency, decrease turnaround times, and streamline work processes.
• Evaluates and responds to requests for information, meetings, and other materials in person, by telephone and in writing.
• Prioritizes and determines importance and appropriate action.
• Provides administrative support to contracting and procurement officers for bid openings, pre-offer meetings, and other solicitation activities including scheduling meetings, meeting room set-up, sending out notifications of meetings, and posting to the solicitation website.
• Provides administrative support to small business outreach events, business engagement meetings, and other division activities and events.
• Manages various workflow processes (e-CRF and Exigis), including maintaining tracking lists and databases.
• Tracks and maintains certificates of insurance for active contractors.
• Performs job duties in accordance with established policies and procedures.
• Processes various payment documents and enters into the City’s financial system, such as department purchase orders, payment control documents, and contract order releases.
• Drafts written correspondence, emails, and other types of documents to internal and external customers.
• Processes response guarantee deposits and refunds.
• Maintains physical and electronic filing systems.
• Reviews, proofreads, and formats documents.
• Creates documents and spreadsheets and keep detailed records.
• Conducts research and assists with special projects as assigned.

IDEAL CANDIDATE

• Knowledge of procurement processes.
• Able to work in a fast-paced environment.
• Able to provide seamless customer service.
• Able to work independently and meet tight deadlines.
• Strong verbal and written communication skills.

SALARY

Pay Range: $24.21 to $35.78 per hour.

Hiring Range: $24.21 to $32.46 per hour.

Pay Range Explanation

• Pay range is the entire compensation range for the position classification.
• Hiring range is an estimate of where you can receive an offer. The actual salary offer will carefully consider a wide range of factors, including your skills, qualifications, experience, education, licenses, training, and internal equity.

Benefits

• Traditional pension with employer and employee contributions, click here for more details: Pension Information.
• 401(a) and 457 plans with employer contributions.
• Choice of generous medical HMO, PPO, or HSA/HDHP plans.
• Medical enrollment includes a monthly $150 City contribution to a Post-Employment Health Plan.
• Wellness incentive of up to $720 annually.
• Dental, vision, and life insurance options.
• Employer paid long-term disability.
• Free Bus/light rail pass.
• Tuition reimbursement program up to $6,500 per year.
• Paid time off includes 13.5 paid holidays, 12 vacation days, and 15 sick days and personal leave days.
• Paid Parental Leave for eligible employees up to 480 hours (12 weeks) of paid leave for the birth, adoption, or foster care placement of a child during a 12-month period.
• Federal Student Loan Forgiveness offered through Savi.

For more details, visit: Unit 003 Benefits

Minimum Qualifications

• Four years of experience performing clerical duties.
• OR Bachelor's degree in public or business administration or a related field.
• Other combinations of experience and education that meet the minimum requirements may be substituted.
• Candidates must be willing to use a multifactor authentication system on their personal device to perform daily job duties.
• All finalists for positions are subject to a criminal background check applicable to the department or position.
• The following list is not all inclusive but are TSA general factors for disqualification of employment for working at Phoenix Sky Harbor International Airport. Other factors will be assessed that may also lead to disqualification. Qualified candidates should consider these factors when applying. Aviation Employment Disqualifiers.
• Some positions require the use of personal or City vehicles on City business. Individuals must be physically capable of operating the vehicles safely, possess a valid driver's license and have an acceptable driving record. Use of a personal vehicle for City business will be prohibited if the employee is not authorized to drive a City vehicle or if the employee does not have personal insurance coverage.
• For information regarding pre-screening and driving positions, click here.
• The City job description can be found here.

Preferred Qualifications

• Experience supporting virtual meetings.
• Experience managing and tracking administrative processes.
• Experience working with Microsoft Office and Adobe Acrobat Pro.
• Experience working with SharePoint (uploading documents and creating workflows).
• Experience with drafting correspondence and responding to the public in person, by writing, and by phone.
• Experience coordinating work amongst various divisions and companies and interacting with all levels of stakeholders.

RECRUITMENT DATES

Recruitment closes October 13, 2026. All materials must be received by 11:59 p.m. on this date.

This is a position-based recruitment and will not result in any ongoing eligibility list. This recruitment and any selection processes resulting from this recruitment may be used to fill other related vacancies within the organization now or in the near future.

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• If you require assistance at any stage of the application process due to an accessibility issue, please contact the Human Resources Department by phone at [phone] or by text at [phone]. You may also fill out and submit a Reasonable Accommodation Request Form.

REFERENCE

Admin Aide, JC:06020, ID# 62994, 10/07/2026, USM, GO, Benefits:003

Building the Phoenix of tomorrow.

City of Phoenix is an equal opportunity employer. AmeriCorps, Peace Corps, and other national service alumni who meet the required qualifications are encouraged to apply.