Management Assistant II - Public Works

City of Phoenix; Phoenix (AZ); On-site; USD 73,000 - 118,000; Full time

Benefits offered by this job

Pension plan

401(a) plan

Medical options

Wellness program

Dental & Vision

Long-term disability

Transit pass

Tuition reimbursement

Paid time off

Parental leave

Student loan forgiveness

Job summary

City of Phoenix's Fleet Services Division seeks an administrative and business operations professional to support budgeting, procurement, HR, and reporting. You will work closely with Fleet leadership and other departments to ensure accurate financial records and efficient operations.

Ideal candidate possesses strong organizational skills, proficiency in Microsoft Office 365, and a commitment to excellent customer service while maintaining compliance with city policies.

Qualifications

• Three years of professional-level experience in research, finance or public administration.
• AND Master's degree in business or public administration, or a related field.
• Other combinations of experience and education that meet the minimum requirements may be substituted.
• All finalists for positions are subject to a criminal background check applicable to the department or position.

Responsibilities

• Monitoring expenditures.
• Processing and reconciling invoices.
• Overseeing employee badging and facility access processes.
• Coordinating procurement needs and tracking contracts and service agreements.
• Assisting with the development and monitoring of the division's operating and capital budgets.
• Coordinating human resources functions including hiring, onboarding, personnel actions, and maintaining training records.
• Organizing and distributing vehicle emission vouchers; and ensuring compliance with City administrative policies and procedures.

Education

Master's degree in business or public administration, or a related field

Job description

About This Position

The Fleet Services Division within the Public Works Department is responsible for maintaining, repairing, and managing the City's diverse fleet of vehicles and equipment that support essential public operations. Our team ensures safe, reliable, and efficient fleet performance through expert mechanical service, strategic asset management, and strong customer support to internal departments. We take pride in our commitment to sustainability, operational excellence, and delivering high quality service that keeps the City moving.

This position serves as the primary administrative and business operations support for the Fleet Services Division and reports directly to the Deputy Public Works Director. They are responsible for coordinating a wide range of fiscal, personnel, and operational activities.

Responsibilities Include

• Monitoring expenditures.
• Processing and reconciling invoices.
• Overseeing employee badging and facility access processes.
• Coordinating procurement needs and tracking contracts and service agreements.
• Assisting with the development and monitoring of the division's operating and capital budgets.
• Coordinating human resources functions including hiring, onboarding, personnel actions, and maintaining training records.
• Organizing and distributing vehicle emission vouchers; and ensuring compliance with City administrative policies and procedures.

The incumbent will work closely with Fleet leadership, Public Works Fiscal, Human Resources, Procurement, and internal customers to ensure efficient business operations, maintain accurate financial and personnel records, prepare reports and presentations, and identify opportunities to improve administrative processes and customer service throughout the division.

IDEAL CANDIDATE

The Ideal Candidate Will Possess

• Strong organizational and problem-solving skills.
• Proficient with Microsoft Office 365.
• Commitment to collaborative teamwork and providing excellent customer service.
• Innovative, adaptable, and ready to jump in to support the department goals and initiatives.
• Possess strong written and oral communication skills with individuals, groups, and members of the media.

Ability To

• Multi-task and have excellent follow through skills.
• Build and maintain relationships.
• Be committed to continuous improvement.
• Be organized, professional, and reliable.
• Take initiative, be capable of making thorough analysis and sound recommendations, and work independently while managing a complex workload in a balanced, efficient, and effective manner.

Knowledge Of

• City Council reports, processes and the Legistar software.
• Legistar, SAP, Concur Solutions and Microsoft Office products.

SALARY

Pay Range: $72,675.20 to $118,352.00 annually.

Hiring Range: $72,675.20 to $107,348.80 annually.

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.
• Promotions occur when the last two digits of the pay grade increase.
• Demotions occur when the last two digits of the pay grade decrease.
• Lateral transfers occur when there is no change to the last two digits of the pay grade.
• When there is a change in the first digit of the pay grade, there may also be a change to your classification or unit.

Your job classification can be found in eCHRIS > Personal Details under your name, located in the top left section of the page.

The pay grade and classification/unit of your current position may be found by looking up your job title on the job description page.

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 007 Benefits

Minimum Qualifications

• Three years of professional-level experience in research, finance or public administration.
• AND Master's degree in business or public administration, or a related field.
• Other combinations of experience and education that meet the minimum requirements may be substituted.
• All finalists for positions are subject to a criminal background check applicable to the department or position.
• For information regarding pre-screening and driving positions, click here.
• The City job description can be found here.

Preferred Qualifications

The minimum qualifications listed above, plus:

Experience With

• Budget and fiscal processes.
• Working with SAP Enterprise.
• Supervising professional level or administrative staff.
• Supporting management or executive level staff.
• Serving as a liaison working with multiple internal and external teams.
• Reviewing, editing, and writing correspondence, supplemental requests, and city council reports.
• PowerPoint presentations including drafting, editing, approving documents for various audiences.

RECRUITMENT DATES

Recruitment closes September 28, 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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REFERENCE

Management Asst II, JC:05320, ID# 62616, 9/16/26, USM, AJ, Benefits:007

Building the Phoenix of tomorrow.

#DoWorkThatMakesPhoenixWork

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.