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

Paid holidays

Vacation leave

Sick leave

Retirement plan

Job summary

The Administrative Support Assistant for City of Glendale's Innovation & Technology Department provides essential in-office administrative support, including scheduling, filing, procurement, and customer service. This is the second-level role in the administrative series, with duties spanning calendars, inquiries, and document management.

The role is 100% in-office (not eligible for remote work) and falls under FLSA non-exempt with overtime opportunities for hours over 40 per week.

Qualifications

• Two years of administrative support experience.
• Equivalent combinations of education, training and experience are qualifying.

Responsibilities

• Answers incoming phone calls and greets walk-in customers, providing general department information.
• Processes and verifies general financial and purchasing functions and entries; may collect payments and fees.
• Receives, processes, and accepts applications, registrations, reservations, forms, and permits; inputs data into databases.
• Creates, updates, and maintains basic spreadsheets, reports, and databases from established content; verifies data.
• Updates, edits and proofs a variety of documents including letters and memos.
• Schedules meetings, interviews, and training; coordinates travel arrangements.

Skills

Customer service

Communication

Organization

Time management

Attention to detail

Job description

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.

About the Role

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.

Position Details

• 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.

Pay & Benefits

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.

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

Retirement

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

About Glendale

The City of Glendale is the West Valley’s entertainment nexus; whether it’s attending a world‑class sporting event at StateFarm Stadium, enjoying a concert at Desert Diamond Arena, or shopping and dining at the Westgate Entertainment District, as a City of Glendale employee, you'll be right in the middle of it all! Glendale is centrally located within the west valley and has convenient access to the 101, 303, US 60, and I-10 freeways. With development happening all around the city, you will notice new homes and businesses being constructed frequently.

At the City of Glendale you'll have the opportunity to interact and engage with a highly diverse, dedicated, and skilled group of professionals. It is one of the best places to work, to grow your career, skills, and advance your future.

Responsibilities

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 please click 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.