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Office Administration Coordinator

2 months ago

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

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

This role may encompass managing fees and fines, organizing meetings, overseeing calendars, and addressing complex inquiries, alongside proficient typing and extensive document processing.

This is a pivotal role within the administrative support framework.
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 that become effective following a designated period of employment.

For further details, please refer to the Benefits Guide or the City of Glendale's Benefits page.

Leave Policies:

Regular Employment Benefits:

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

Vacation leave 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).
Mandatory contributions are required, with the current rate set at 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 stakeholders; directs inquiries to appropriate personnel as necessary.

Handles and verifies general financial and procurement activities, which may include processing purchase requisitions, service orders, invoices, and payment requests.

May collect payments and fees from clients.
Receives, processes, and accepts 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 required.

Edits and proofreads a variety of documents including letters, memos, notices, flyers, forms, brochures, and other related materials.
Collects and compiles readily available data for reports and projects; interprets routine data.
Makes travel arrangements.
May attend departmental meetings; takes and transcribes minutes as needed.

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 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, awards, and refreshments, and sending invitations.

Assembles and reviews files or records, updates materials, prepares items 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 department Personnel Action Forms and/or manage the time and labor system for the department.
May act as the point of contact for department IT requests and maintenance needs.
Schedules meetings, manages conference room bookings; maintains various electronic calendars and prepares reference materials.
Performs other related duties as assigned.
Requires two years of administrative support experience.
Any equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities is qualifying. One year of relevant experience may be substituted for each year of required education.

Knowledge and Skills:
Familiarity with departmental policies and procedures
Record-keeping practices and procedures
Customer service techniques
Standard office practices and procedures
Alphabetizing and filing systems
Basic bookkeeping practices and methods

Competencies:
Ability to follow oral and written instructions
Respond to inquiries tactfully and courteously
Maintain complete and accurate records and filing systems for easy retrieval of information
Learn departmental programs, policies, procedures, and processes sufficiently to convey related information to the public and other city staff
Communicate effectively both orally and in writing
Accurately proofread numerical and text data
Operate a computer and related software proficiently to prepare work orders, documents, spreadsheets, databases, emails, and timesheets
Establish and maintain effective working relationships
Success Factor Classification Level - Foundational

This position description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the position change.

Office setting

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