Senior Administrative Support Assistant

City of Mesa; Mesa (AZ); On-site; USD 55,000 - 75,000; Full time

Job summary

City of Mesa seeks a Senior Administrative Support Assistant to perform high-level, confidential administrative work for a Deputy City Manager. Responsibilities include greeting, scheduling for multiple executives, and coordinating public meetings.

The role involves assisting with City Council agendas, travel arrangements, and maintaining vendor and payment documents. Strong teamwork, accuracy, and proficiency with word processing are required.

Qualifications

• Minimum qualifications include a combination of training, education, and experience equivalent to high school graduate.
• Extensive (5+ years) experience in progressively responsible administrative support, including office management.
• Proficiency with word processing and other computer software (databases, spreadsheets, desktop publishing).
• Demonstrated proficiency in transcribing dictation from tape; IAAP certification is an acceptable substitute.

Responsibilities

• Greet and direct individuals; answer/respond to calls and emails; gather information and route inquiries to staff.
• Schedule appointments and meetings for the Deputy City Manager, Governmental Relations Manager, and Assistant to the City Manager.
• Attend Deputy City Manager staff meetings and assist with agendas and materials for City Council meetings and committee meetings.
• Coordinate City Council Chambers scheduling and communicate with public on City policies and procedures.
• Support City Manager’s Office staff and provide back-up to Mayor/City Council Assistants; assist with project accounting and travel arrangements.
• Prepare citywide legislative database accounts; work with Government Relations Manager to assign bills to departments and compile comments.
• Maintain confidentiality and exemplify teamwork; comply with City values and perform related duties as required.

Skills

Administrative support

Office management

Word processing

Dictation transcription

Education

High school diploma or GED

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.