Administrative Support Specialist - Parks and Recreation

City of Glendale (AZ); Glendale (AZ); On-site; USD 36,000 - 54,000; Full time

Job summary

City of Glendale (AZ) is seeking an Administrative Support role within the city departments. The position handles phone inquiries, greets customers, and processes forms and payments in a busy office environment.

Responsibilities include data entry, document preparation, scheduling, maintaining records, and supporting events and meetings. Strong communication and bookkeeping basics are required; an equivalent mix of education and experience is accepted.

Qualifications

• Two years of administrative support experience.
• Equivalent combinations of education, training and experience are qualifying.
• Knowledge of departmental policies and procedures; record-keeping practices.
• General bookkeeping practices and methods.
• Ability to communicate effectively both orally and in writing.

Responsibilities

• Answer incoming phone calls and greet walk-in customers with inquiries and information.
• Process and verify general financial and purchasing functions, including invoices and check requests.
• Receive and process applications, registrations, and permits; input data into electronic databases.
• Create and maintain basic spreadsheets, reports, and databases; verify and tabulate data.
• Update, edit, and proofread a variety of documents (letters, memos, notices, forms).
• Gather data for reports and projects; interpret routine data.
• Make travel arrangements; schedule meetings and appointments.
• Maintain filing systems and electronic document management systems; assist with records retention.
• Schedule meetings, trainings, and room bookings; order supplies.
• Maintain division records and standard operating procedures.
• Assist in coordinating events or programs and sending invitations.
• Prepare materials for action and distribute records.
• May assist with Public Records Requests and IT requests.

Skills

Customer service

Record-keeping

Office software

Bookkeeping

Communication

Proofreading

Tools

Databases

Spreadsheets

Timesheets

Job description

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.

Two (2) 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.

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.

Office setting