Office Administration Coordinator

2 weeks ago

Peoria, Arizona, United States City of Glendale AZ Full time

Position Overview:
The Administrative Operations Specialist undertakes complex administrative tasks with minimal oversight.

This role may involve managing fees and fines, coordinating meetings, overseeing calendars, and addressing intricate inquiries, alongside proficient typing and extensive word processing.

This position represents the second tier in the administrative support hierarchy. The ideal candidate will possess a minimum of two years of relevant administrative experience.

Compensation and Benefits:

The City of Glendale provides a comprehensive benefits package with competitive rates, effective from the first of the month following 30 days of employment.

For more details, refer to the Benefits Guide available on the City of Glendale's official page.

Leave Policies:

Regular positions include:

The City observes 10.5 holidays annually, with full-time employees entitled to an additional 12 hours of special leave each year for cultural or religious observances.

Vacation accrues at a rate of 5.33 hours per pay period (138 hours annually), increasing to 6.12 hours after five years, and to 7.6 hours after ten years of service.

Sick leave accrues at 4.4 hours per pay period (114 hours annually).

Pension Plan:
This role is part of the Arizona State Retirement System (ASRS), with a mandatory contribution rate of 12.29%.

Key Responsibilities:

Responds to incoming calls and welcomes visitors, addressing various inquiries and providing general information about the department, division, or program to both internal and external clients; directs customers to the appropriate staff as necessary.

Handles and verifies financial and purchasing tasks, which may include purchase requisitions, service orders, invoices, and payment requests.

May collect payments and fees from clients. Processes applications, registrations, reservations, forms, and permits; inputs data into electronic systems.

Creates, updates, and maintains basic spreadsheets, reports, and databases from established content; verifies and compiles data; generates basic reports and queries as needed.

Edits and proofreads a variety of documents including letters, memos, notices, flyers, forms, brochures, and other related materials. Collects and organizes readily available data for reports and projects; interprets routine data. Makes travel arrangements as required. May attend meetings, taking and transcribing minutes as necessary.

Organizes and maintains filing systems; scans and indexes records into electronic document management systems; assists with records retention and destruction.

Schedules appointments, meetings, interviews, and training sessions for the work unit, including room bookings and supply orders. Maintains inventories, departmental records, plans, manuals, and standard operating procedures. May assist in coordinating events or programs, including scheduling venues, ordering supplies, and sending invitations.

Assembles and reviews files or records, updates materials, prepares documents for action, and ensures proper distribution of records, files, or information.

May research and compile information for Public Records Requests. May serve as the department procard liaison; reallocates charges as necessary. May prepare Personnel Action Forms and/or manage the time and labor system for the department. May act as the point of contact for IT and maintenance requests. Schedules meetings, manages conference room bookings; maintains various electronic calendars and prepares reference materials. Performs other related duties as assigned. Two years of administrative support experience is required. Any equivalent combination of education, training, and experience that provides the necessary knowledge, skills, and abilities is acceptable. One year of relevant experience may substitute for each year of required education.

Required Knowledge:
Departmental policies and procedures, record-keeping practices, customer service techniques, standard office practices, filing systems, and general bookkeeping methods.
Essential Abilities:
Follow oral and written instructions, respond to inquiries tactfully, maintain accurate records, learn departmental programs and processes, communicate effectively, proofread data accurately, operate computers and related software proficiently, and establish effective working relationships.
  • Foundational Success Factor Classification Level.

This position description does not constitute an employment agreement between the employer and employee and is subject to change based on the employer's needs and the position's requirements.

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