Administrative Specialist (City Administration)

City of Avondale; Avondale (AZ); On-site; USD 42,000 - 62,000; Full time

Job summary

City of Avondale's City Manager’s Office is seeking an organized administrative professional to support daily operations, interact with residents and council, and help keep calendars, meetings, and travel on track.

The role emphasizes accurate clerical work, budget tracking with the Finance & Budget Department, and providing courteous service to internal and external customers.

Qualifications

• Associate’s Degree in Public Administration, Business Administration, or closely related field (or equivalent).
• Four years of administrative/clerical experience with executive-level support preferred.
• Arizona Driver's License required.

Responsibilities

• Provide executive-level administrative support to City Manager’s Office.
• Maintain calendars, schedule meetings, coordinate travel, prepare agendas and minutes.
• Process accounts payable, purchase orders, invoices, and vendor payments.
• Assist with contract management, procurement, and citywide events.
• Coordinate and support citizen engagement programs and council communications.

Skills

Customer service

Calendars scheduling

Professionalism

Education

Associate’s Degree in Public Administration or Business Administration

Job description

Bring your administrative talents to the City Manager’s Office, where teamwork, service, and a commitment to our community guide everything we do!

We will accept the first 150 applications or applications up to the closing date, whichever comes first.

Provides administrative support in an effective and efficient manner to the City Manager’s Office. Interacts with the Council, residents, and internal/external customers on behalf of City Management professionally and courteously. 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 minutes, and prepares documents for distribution. Handles department accounts payable, processes purchase orders and invoices, and manages purchasing card reconciliations. Assists supervisors with managing payments, tracking invoices and purchase order balances. Assists with contract management and procurement processes. Coordinates the Citizens Leadership Academy and Avondale Ambassador Program.

Provides support to the City Manager’s Office by coordinating and scheduling appointments, arranging travel, composing, editing, and finalizing letters, memos, reports, and agendas, opening and sorting mail, tracking items for signature, and organizing, coordinating, and implementing meetings and Citywide events.

Tracks budget expenditures by verifying monthly budget expenditures, tracking invoices and purchase orders, managing ongoing payments, and recording purchase requisitions and purchase orders. Completes reconciliations for travel and procurement cards. Works collaboratively with the Finance & Budget Department to resolve issues and ensure timely invoice processing.

Communicates and coordinates workflow, operations, and support with the Department’s Management Analysts to provide backup as needed during working hours.

Collaborates with City departments to obtain timely input for the bi-weekly City Departments update to Council. Reviews and proofs all submissions; formats all submissions into one document for approval by City Manager. Distributes to City Council and all staff.

Provides high-quality customer service by assisting internal and external customers and personnel, receiving and responding to incoming calls, emails, or in-person visits, and representing City Management in a professional, courteous manner. Enters resident requests in the customer response management system and communicates the progress and outcomes to City Management.

Maintains and orders office supplies as needed. Maintains decorum of the City Manager’s Office, including appropriate seasonal decorations and general upkeep and organization of the Department’s office and storage space.

Drafts and/or proofs correspondence by reviewing incoming correspondence requiring the City Manager’s signature, editing for spelling, grammar, and accurate contract numbers, communicating with divisions as needed to resolve any issues/concerns, and routing documentation to the appropriate person for processing.

Maintains department/program references, such as vendor lists, code books, training manuals, standard operating procedures, and mailing lists. Maintains the organization of the Department's internal electronic filing system.

Plans and executes the annual Citizens Leadership Academy civic engagement program and the annual Avondale Ambassador civic engagement program by establishing the program budget, schedule, and marketing materials, attending and leading all classes after business hours, and managing participant communications.

Associate’s Degree in Public Administration, Business Administration, or a closely related field. An equivalent combination of education and job-related experience may be substituted on a year-for-year basis.

Four (4) years of experience performing administrative and clerical duties, which included providing executive-level support. Experience administering community engagement programs and initiatives preferred.

Valid Arizona Operator’s Driver’s License.