Administrative Associate

3 days ago

Glendale, Arizona, United States City of Glendale Full time
Job Title: Administrative Associate/Workforce Development

Job Summary:

The City of Glendale is seeking a highly skilled Administrative Associate to join our Workforce Development team. As a key member of our team, you will be responsible for providing exceptional customer service, data analysis, policy review, and report writing. If you have a passion for administrative work and a desire to make a difference in our community, we encourage you to apply.

Key Responsibilities:

  • Provide exceptional customer service to all employees and vendors
  • Analyze and interpret statistical and financial data for operational or administrative programs and projects
  • Research and assemble information from various sources for the completion of specialized forms and preparation of reports
  • Make arithmetic and statistical calculations and data analysis
  • Work with participant data in the State's CalJOBS system to ensure information is accurate
  • Perform detailed special projects and research assignments
  • Collaborate with various staff and departments in completing special projects and reports
  • Write reports, processes, or procedures based on Federal, State, or Board policy and guidance
  • Explain and interpret divisional policies, procedures, and regulations to the public
  • Conduct Workforce Program-related training or counseling sessions for the public, Workforce Board, or other employees
  • Input data and prepare statistical charts, graphs, organizational, and work flow charts, procedural manuals, and reports using various computer applications
  • Develop monitoring controls, regulations, reporting procedures, and forms, and assist in review of existing regulations and procedures for Workforce Programs
  • Evaluate community needs by working with citizen groups and acting as liaison between the Division and community as it pertains to Workforce Programs
  • Tracks budget expenditures and assists in preparation and monitoring of Division budget
  • May prepare and process claims, purchase orders, and/or vouchers by entering pertinent information into the computer and distributing and/or filing supporting documents
  • Receives and screens visitors and telephone calls, providing general and specialized information regarding assigned function that may require the use of judgment, tact, and sensitivity and the interpretation of policies, rules, and procedures
  • Composes and drafts correspondence, staff reports, policies, monitoring reports, request for proposals, contracts, specialized forms, technical, and statistical material, and confidential documents from drafts, notes, or brief instructions
  • Independently responds to correspondence and inquiries; proofreads and checks typed and other materials for accuracy and completeness and for compliance with policies and regulations
  • Attends meetings and takes minutes
  • Assists in the planning, developing, and implementation of departmental programs and procedures, directing and/or participating in conducting studies to evaluate existing and proposed programs, procedures, and policies, and directing and/or participating in the Department's liaison activities
  • Establishes and maintains a variety of filing and tracking systems
  • Takes policy, service, and information requests relating to governmental activities and refers to proper departments for processing and providing information; updates and maintains service and information requests through complex record keeping; performs reference and statistical work on computers
  • Assists with Contract Management process
  • Assists with special administrative projects to help develop policy, procedures, guidance, and other relevant administrative tasks as needed
  • Drives on City business
  • Assumes responsibility for ensuring the duties of the position are performed in a safe efficient manner
  • Performs other related duties as assigned or as the situation requires

Requirements:

  • Bachelor's Degree or three years of experience as an Administrative Assistant with the City of Glendale and an Associate Degree
  • Experience in administering grant programs is highly desirable
  • Valid Class C California driver's license may be required

Selection Process:

The City of Glendale reserves the right to modify the examination components or their weighting. If changes are necessary, candidates will be informed of the specific examination components and their weight before the examination is administered.

The selected candidate will undergo a background check, including Livescan fingerprinting. The City of Glendale complies with state and federal obligations to provide reasonable accommodations for applicants and employees with disabilities. Applicants with special needs are encouraged to inform the Human Resources Department at least five days before the first examination to ensure reasonable accommodations can be arranged.

The provisions of this bulletin do not constitute an express or implied contract. The City of Glendale offers a comprehensive benefit package including vacation, holiday, and sick leave as well as medical, dental, vision, and long-term disability insurance. The above listed benefits apply to full-time, salaried positions only.

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