Senior Administrative Support Assistant

City of Mes; Mesa (AZ); On-site; USD 45,000 - 65,000; Full time

Job summary

The City of Mesa is seeking a Senior Administrative Support Assistant to perform highly responsible, complex, non-routine administrative support for a Deputy City Manager and the City Manager's Office. The role involves confidential work, coordinating information, and ensuring smooth operations across departments.

Responsibilities include greeting visitors, managing calls and emails, scheduling meetings, preparing agendas for City Council sessions, maintaining travel calendars, and providing

Qualifications

• Any combination of training, education, and experience equivalent to graduation from high school or GED.
• Extensive (5+ years) experience in a progressively responsible administrative support capacity including: extensive (5+ years) office management experience.
• Proficiency with word processing software applications.
• Experience and/or training in additional computer software applications (example: database management, spreadsheet, desktop publishing, etc.).
• Demonstrated proficiency in transcribing dictation from tape (by assignment).
• Designation as a Certified Professional Secretary or a Certified Administrative Professional by IAAP is an acceptable substitute for all other education and experience.

Responsibilities

• Greeting and directing individuals, answering/responding to incoming calls/emails, gathering information, and directing requests/inquiries to the appropriate staff.
• Scheduling appointments and meetings for a Deputy City Manager, the Governmental Relations Manager, and the Assistant to the City Manager.
• Attending Deputy City Manager staff meetings and assisting with agendas and materials for City Council meetings.
• Maintaining the City Council travel calendar and arranging travel documents and reimbursements.
• Providing administrative support for other staff in the City Manager's Office and backing up the Mayor and City Council staff as needed.
• Committing to teamwork and delivering high-quality administrative support across departments.

Skills

Administrative support

Office management

Word processing

Database management

Spreadsheet

Desktop publishing

Transcribing dictation

Education

High school diploma or GED

IAAP CPA/CPS certification (substitute)

Tools

Database management software

Spreadsheet software

Desktop publishing software

Job description

A Senior Administrative Support Assistant performs highly responsible, complex, non-routine, and often confidential administrative support work for a Deputy City Manager and is characterized by responsibility for a variety of administrative activities to be met with minimal supervision.

Administrative support duties include: greeting and directing individuals, answering/responding to incoming calls/emails, gathering information, and directing requests/inquiries to the appropriate staff; distributing mail and materials; scheduling appointments and meetings for a Deputy City Manager, the Governmental Relations Manager, and the Assistant to the City Manager; attending assigned Deputy City Manager staff meetings; assisting with the preparation of agendas and compiling support materials for City Council meetings, study sessions, and committee meetings; scheduling the City Council Chambers; keeping up-to-date on current issues being considered by the Mayor and City Council in order to handle communication with the public; providing information to the public in order to communicate City policies and procedures; using a variety of personal computer (PC) software for word processing, data management, spreadsheets, desktop publishing, etc. to produce documents in support of the City Manager's Office functions, proofing and editing work, checking forms and other materials for accuracy and completeness; and providing administrative support for other staff in the City Manager's Office and serving as backup to the Executive Assistant to the Mayor and to City Council Assistants as needed. This class also creates citywide employee legislative database accounts, works closely with the Government Relations Manager to assign legislative bills to departments for feedback, and compiles departmental bill comments for the legislative season.

Duties also include: recommending expenditure requests for designated accounts; monitoring the office budget for available funds; setting up master agreements, inputting consultant contracts, inputting and modifying vendor information, and creating/receiving documents for payments and reimbursements; reconciling and processing monthly procurement card expenditures and documentation; assisting staff with accounting information for interdepartmental transfers; coding and processing personnel forms, Invoices for Payment (IFPs), and Limited Purchase Orders (LPOs); submitting registrations for meetings/conferences and coordinating/making travel arrangements, processing related travel documents and transactions, and maintaining/updating the City Council travel calendar; serving as the point of contact for Accounting and Purchasing related to Council members and staff; and providing quarterly in kind contribution information to Maricopa Association of Governments.

A Senior Administrative Support Assistant also assists the Public Defender Program Manager by setting up master agreements and ensuring contracts and contract addendums are signed and processed for Public Defenders; processing on-boarding documents; and processing and tracking monthly Public Defender invoices.

Employees in this class must be committed to teamwork, have a shared commitment to quality of everyday work, and demonstrate the willingness to assume ownership in completion of tasks. This class performs related duties as required.

This class is distinguished from the Administrative Support Assistant III class by the responsibility for work requiring the utmost confidentiality in support of a Deputy City Manager, providing administrative support for other staff in the City Manager's Office, and serving as backup to the Executive Assistant to the Mayor and to City Council Assistants as needed. The Senior Administrative Support Assistant reports to a Deputy City Manager, who reviews work through conferences and overall results achieved.

This class is FLSA exempt-administrative.

Employee Values.

All employees of the City of Mesa are expected to uphold and exhibit the City's shared employee values of Knowledge, Respect, and Integrity.

Minimum Qualifications Required.

Any combination of training, education, and experience equivalent to graduation from high school or GED. Extensive (5+ years) experience in a progressively responsible administrative support capacity including: extensive (5+ years) office management experience, proficiency with word processing software applications, and experience and/or training in additional computer software applications (example: database management, spreadsheet, desktop publishing, etc.). Demonstrated proficiency in transcribing dictation from tape (by assignment). Designation as a Certified Professional Secretary or a Certified Administrative Professional by the International Association of Administrative Professionals (IAAP) is an acceptable substitute for all other education and experience.

Preferred/Desirable Qualifications.

Advanced secretarial training and education are preferred. Experience using a financial Enterprise Resource Planning (ERP) system is highly desirable.