Administrative Support Specialist - Innovation & Technology

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

Benefits offered by this job

ASRS participation

Benefits package

Holiday and vacation accrual

Job summary

The City of Glendale (AZ) is seeking an Administrative Support Assistant in the Innovation & Technology Department. The role provides essential administrative support, including answering calls, filing, data entry, schedules, and procurement tasks, and requires strong office software proficiency.

This is a 100% in-office position; it is non-exempt and eligible for overtime. Benefits are available after eligible employment, with paid holidays and vacation accrual.

Qualifications

• Two years of administrative support experience.
• Ability to respond to inquiries and provide general department information.
• Proficiency with office software and data entry tools.

Responsibilities

• Answer incoming phone calls and greet customers with courtesy.
• Process financial and purchasing entries and service orders.
• Receive applications, registrations, forms, and permits; input data.
• Maintain spreadsheets and databases; run basic reports as needed.
• Edit and proofread documents; prepare letters and notices.
• Schedule meetings and travel arrangements; organize filing systems.
• Coordinate department meetings and minutes when necessary.
• Assist with department IT requests and timesheets as needed.

Skills

Administrative support

Customer service

Data entry

Calendar management

Job description

The City of Glendale's Innovation & Technology department focuses on the delivery and operations of vital IT infrastructure, computer support, IT governance, project management, as well as support and maintenance of enterprise applications, data analytics, GIS services, and cybersecurity.

The Administrative Support Assistant performs administrative support duties under limited supervision for the Innovation & Technology Department.

This is the second level in the administrative support series, with duties that include procuring goods and supplies; scheduling meetings; managing calendars; responding to inquiries; answering incoming phone calls; greeting walk-in customers; manual and electronic filing; departmental mail distribution; operating office software programs; and providing general administrative support.

This role is not eligible for remote work, it will be 100% in-office.

This position is

• FLSA Non-exempt, and will earn overtime for any hours worked over 40 in a week.
• A Grade 313 with an hourly salary between $23.7721 - $35.6582.

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.

Below are some City of Glendale benefits resources for your review:

• 2026 - 2027 Benefits Guide
• City of Glendale’s Benefits Page

The City of Glendale also offers Regular status positions the following:

• 10.5 paid 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/17.25* days per year)
  • Increases to 6.12 hours per pay period after 5 years
  • Then caps out at 7.6 hours per pay period after 10 years of service
• Sick leave accrues at 4.4 hours per pay period (114 hours/14.25 days* per year)

* Days per year estimates are based on an 8-hour work day.

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

• Contribution is mandatory, and deducted every pay period
• The current contribution rate is 11.98%

1. 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.
2. 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.
3. Receives, processes, and accepts applications, registrations, reservations, forms, and permits; inputs data into electronic databases.
4. Creates, updates, and maintains basic spreadsheets, reports, and databases from established content; verifies and tabulates data; run basic reports and queries as requested.
5. Updates, edits and proofreads a variety of documents including letters, memos, notices, flyers, forms, brochures, and other related materials.
6. Gathers and compiles readily available data for reports and projects; interprets routine data.
7. Makes travel arrangements.
8. May attend divisional/department meetings; takes and transcribes minutes as necessary.
9. Organizes and maintains filing systems; scans and indexes records into electronic document management systems; assists with records retention and destruction.
10. Schedules appointments, meetings, interviews, and training for work unit including scheduling rooms and ordering supplies.
11. Maintains inventories, divisional/departmental records, plans, manuals and standard operating procedures.
12. May assist in coordinating events or programs, including scheduling rooms, ordering supplies, awards, and refreshments and sending invitations.
13. Assembles and reviews files or records, updates materials, prepares material for action, and makes final distribution of records, files, or information.
14. May research and compile information for Public Records Requests.
15. May act as department procard liaison; reallocate charges as needed and appropriate.
16. May prepare department Personnel Action Forms and/or manage the time and labor system for the department.
17. May act as point of contact for department IT requests and maintenance requests.
18. Schedules meetings, conference room bookings; maintains various electronic calendars and prepares reference materials.
19. Performs other related duties as assigned.

Minimum Qualifications

Two years of administrative support experience.

Any equivalent combination of education, training and experience that provides the required knowledge, skills and abilities is qualifying. One year of relevant experience may be substituted for each year of required education.

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

Success Factor Classification Level - Foundational

To view the success factor definitions pleaseclick here. (If needed, click here to download PDF reader).

This position description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the position change.

Work Setting

Office setting.